Insurance Visit Authorization Tracker
Takes the authorization details and visit records the clinic gives it and builds a clear tracker for each patient.
Before and after
Authorization tracker for Quailmere Physical Therapy, as of March 10
Request more visits now
- Cole Hogan, Summit Blue, auth 7741: 12 approved, 10 used, 2 left. Booked 2 visits (3/12, 3/17), so 0 left after booked visits. Ends 4/3, 24 days left. Our rule is met because 2 visits are left.
- Cristina Ingram, Summit Blue, auth 8803: 8 approved, 6 used (the 2/26 no-show is unclear and not counted yet), 2 left if it does not count, 1 left if it does. Booked 2 visits (3/12, 3/14), so 0 left after booked visits if it does not count. Ends 3/15, 5 days left. Our rule is met on days left either way.
On track
- Cora Howell, Redmere Health, auth 5520: 10 approved, 3 used, 7 left. Booked 2 visits (3/12, 3/19), so 5 left after booked visits. Ends 5/17, 68 days left.
Expired or used up
- Curtis Kane, Harborline, auth 3396: 6 approved, 6 used, 0 left. Ended 3/6, which was 4 days ago. He is booked 3/11 with no visits and no dates remaining.
Next actions
- Cole Hogan: Request more visits before his 3/17 visit. Daisy to confirm who submits the request, since the owner did not say who handles it.
- Cristina Ingram: Request more visits before her 3/12 visit, and ask Summit Blue whether the 2/26 no-show counted against the 8 visits. Her authorization ends 3/15, so we recommend asking about a new end date in the same request.
- Curtis Kane: Authorization is used up and has ended. Request a new authorization before the 3/11 visit. Confirm with the insurer what Harborline needs before he is seen.
Booked visits to check
- Cole Hogan, 3/12 and 3/17: both use the last 2 approved visits. Any visit after 3/17 has no approved visits left.
- Cristina Ingram, 3/12 and 3/14: both use the last 2 approved visits, or are covered only if the no-show did not count. Please confirm with Summit Blue.
- Curtis Kane, 3/11: falls after the 3/6 end date and no visits are left. Front desk to check coverage with Harborline before he arrives.
Questions for the owner
- Who at the clinic submits the request for more visits? Daisy Leach is named as front desk, but you did not say she handles requests.
- Does the clinic count Cristina Ingram's 2/26 no-show against her 8 visits? I did not guess. If it does not count, she has 2 visits left. If it counts, she has 1 visit left and is short 1 for her booked visits.
- Do you want Cora Howell moved to "Watch closely" at a different point than your rule? She is well within your rule for now.
What it does
Takes the authorization details and visit records the clinic gives it and builds a clear tracker for each patient. It shows visits approved, visits used, visits left, the authorization dates, and which patients need a request for more visits or a front desk follow-up.
Use it when: Use when a physical therapy clinic needs to track insurance visit authorizations for patients, such as "how many visits does she have left," "track this authorization," "when does the auth run out," or "do we need to ask for more visits."