03 How to Add Service Authorizations

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1. Click the arrow in the Clients

2. Click on Authorizations

3. Add Authorization

Add Authorization Information

Enter a Description for the service authorization. This is internal to the system for easy search capabilities. The description must be unique per auth per client.
Select the Client from the drop-down.
The client record number will auto-populate based on the client selection. It can be overridden if the authorization provides a different number than what populates. Some payers require the record number on the claim, so this can be a critical field for successful billing.
School District will populate if it has been entered at the client record.

Helpful Hint: Assigning a School District is beneficial if treatment plans specify that service hours fluctuate per day or week when there are non-school days. The school district will link to a school calendar, where non-school days can be recorded. This is a great visual tool for scheduling purposes and can also be a means for validating authorized units based on a school calendar.

Select the Authorizing Payer from the drop-down. This is the agency that authorized the service.
The Authorization Number is optional, but may be necessary if a payer requires it on the claim.
The Starting Day of Week controls the weekly unit validation. If the service has weekly unit maximums and the payer considers a day other than Sunday as the start of the week, then select the start day accordingly. Otherwise, leave blank.
Mark the authorization as approved.

Helpful Hint: if the authorization has not been approved or is not yet in hand but you are providing services in good faith that you will receive it, then leave it unapproved. This will allow you to still enter schedules & notes, but the billing will automatically be placed on ‘Hold Bill’ until the auth is approved. Once approved, the Hold Bill will automatically be released so billing can occur.

9. Enter the Start Date and End Date.

The Authorization Level Validation checkbox should be selected only when it is required to enforce unit maximums for combined services associated with the authorization. This is especially useful for bundled services where a single amount of units are authorized for multiple services. If the authorization is for a single service, this is not necessary.

Add Service Information

Click Add Service to start adding in service specific information.
Select the funding source and verify accuracy. This will pull from the client record. If there is nothing to select, go to the client record and add the info to the Insurance tab.
Select the Service Location. This is submitted on the claim and is a pre-configured drop-down managed at Configure→ List Configuration→ Billing→ Service Locations.
Adjust the Start and End Dates if necessary.

Helpful Hint: Start and End Dates auto-populate based on the authorization Start and End Dates entered. You can adjust these if necessary; for example if you need to add multiple service lines for the same service with varying max unit totals per week or month.

Select the site. This should be the site in which the service is being provided. If the correct site is not available, contact the OnTarget Support team by going to Options→ Support→ Contact Support.
Select the cost center only if the service is being provided in a cost center other than the client’s home cost center. This is where the revenue will get posted.
Select the Diagnosis only if the service should be associated with a diagnosis other than the primary one designated in the client record.
If the rate for the client and service differs from the standard reimbursement rate for the authorizing payer, then enter in a client specific unit rate. Otherwise, leave blank and the standard reimbursement rate will apply to the claims.
Enter the units authorized. Recommended to input at least the total so that you don’t bill over the authorized amount. Enter in any other maximum (day, week, month, etc) in order to receive system alerts when schedules, notes or billing goes over the authorized amount.

Add Additional Services

If multiple services were authorized (typically when there are “bundled” services) then continue to add each service to the authorization by clicking on Add Service and entering the service and unit info accordingly.

Helpful Hint: another reason for adding multiple services on a single auth is when there is a need to enter different unit totals for different periods of time for a service. In that case, you would add multiple service lines to represent the unit max for the respective period of time. For ex; if there are 100 units per week when the client is in school and then 150 units per week during the summer, then add 2 different service lines to represent the school timeframe and respective units and then another timeframe to reflect the summer units.

If the services are authorized with individual authorizations, you will need to enter a brand new authorization for each service by going to the ‘Add Authorization’ button at the top of the screen.
Click on the Save button