Page 98 - R2P Front Desk Manual v1

How to Input and Track Authorizations in WebPT

Inputting Authorizations
When authorization is received for a patient, it must be uploaded and recorded in their WebPT
chart in order to accurately track the number of visits used and request additional authorization
as necessary, such as when all visits have been used or when the date range has expired.

To upload authorization in WebPT:
1. If authorization is APPROVED: Open the patient’s eDocs and save the document as
“(Auth Type) Auth Approval ___ visits (start date) - (end date)” i.e. “OrthoNet Auth
Approval 8 visits 6/5 - 7/17”
2. If authorization is DENIED: Save the document in the patient’s eDocs as “(Auth Type)
Auth Denial”

To record authorization in WebPT:
1. Open the patient's chart. In their Patient Info next to the appropriate open case, click the
lock icon to Edit Authorizations.

2. In the Case Authorization window (graphic on following page), fill in the:
a. Authorization # (Response #)
b. Auth Visits: # of visits approved
c. Effective Start date
d. Effective End date
i. If the clinic anticipates the patient will use all of their approved visits
before the official End date, then the Coordinator should enter an
“estimated” end date so that when the authorization is close to expiring, it
will appear in the Ending Authorizations dashboard report. This makes it
easier to track the number of visits and ensure the clinic does not go over
the approved visits. For example, if a patient is given 8 visits over a two
month date range, set the End date to reflect appointments 2x/week for 4
weeks.
e. Any Additional Info (i.e. if “approaching maximum therapeutic benefit”)
f. Click Add. The authorization details will display in the box.
g. Click Ok to return to the Patient Info.

Last Update: 7/10/19