05 How to Use Filters and Save Views when Searching for Authorizations

Search Grid Filters: Overview

The authorizations search grid is where users can search for particular service authorizations using filters to restrict the search results. The various filters that can be used to restrict the authorizations search grid are explained below.

• Clear Filters: is used to reset all filters.                                                                               
  • Alternate method:  X out of each field individually.
• Client: will restrict the grid based on the client.
• Authorizing Payer: will restrict the grid based on the authorizing payer.
• Description will restrict the grid based on the authorization description.
• Authorization Date: will restrict the grid based on the authorization start and/or end date entered.
• Template: will restrict the grid based on the authorization template used.
  • Note: This filter only applies if authorizations are being entered using templates.
• Approved: will restrict the grid based on whether or not the authorization has been marked as approved. 
• Service Abbr.: will restrict the grid based on the service abbreviation

• Service Date: will restrict the grid based on the service start and/or end date entered.
• Funding Payer: will restrict the grid based on the funding payer.
• Site: will restrict the grid based on the site.
  • Note: the site is typically associated with the billing npi number.
• Cost Center: will restrict the grid based on the client cost center.
• Client Supervisor: will restrict the grid based on the client’s assigned supervisor.
• Program: will restrict the grid based on the program code that is linked with a particular service.
  • Note: Program codes are configured under the Services desktop.
• Current: will restrict the grid based on whether or not the service authorization is current.
  • Note: Search options include “Yes”, “No” and “All”.
• Authorization End Date: will restrict the grid based on the range (start/end) entered for authorization end date. 

Using the Search Grid Filters

This section of the course will guide you through the process of filtering and searching for authorizations.

1. Click on Clients

2. Click on Authorizations

Helpful Hint: The Authorizations desktop is located under Clients by default. This may differ, depending on your individual Menu Settings.

3. Use the Authorizations Search grid filters to locate the authorizations that you wish to review.

Helpful Hint: Many of the filters allow for multiple entries. Simply click on “Add filter” to add any additional filters (if available).

4. Click on the Clear Filters button to clear any filters that you have entered

5. Click on the Search button to refresh the grid with the filters that you have entered

Saving, Selecting, and Editing Views

A “View” is a snapshot or save of any filters entered at the search grid. By saving a View, it can be recalled later as a quick method of plugging in filters instead of having to manually add filters in. This section of the course will walk you through the steps for saving, selecting and editing a view.

1. Saving: With the desired search filters entered from the Authorizations search grid, click on the Save icon (upper right corner) to save a view

2. From the Save View dialogue, name the view and click on the Save button

Helpful Hint: Click on “Existing View” to select and overwrite an existing view.

3. Selecting: Click on the View selection drop-down to select a saved view

4. Editing: Click on the Edit Views button (wrench) to delete a view or make it Global

Helpful Hint: Global views can be selected by any user who has access to the search grid.

5. Click on the Delete icon to delete a view or the Global checkbox from the “Edit Views” dialogue to make a view Global

Exporting from the Grid

This section of the course will show you how you can export a print-friendly grid containing all of the selected column headers and corresponding information from the authorizations search grid.

1. Click on Clients

2. Click on Authorizations

Helpful Hint: The Authorizations desktop is located under Clients by default. This may differ, depending on your individual Menu Settings.

3. Use the Authorizations search grid filters to locate the records/info. that you want to export.

4. Click on the Search button to refresh the grid

5. Click on the Export button (bottom of grid)

6. Click on the Export drop-down from the report window to select a file type for export or click on the print icon to print