Insurance Authorization Tracker
Track a client's authorized visit count, visits used, authorization number, and effective dates for insurance-covered sessions, with the used/remaining visit count automatically updating based on scheduled and occurred appointments. Track referral status separately, and use a dedicated report to identify clients approaching or past their authorized visit limit. Does not block scheduling once visits are exhausted; it surfaces the alert instead.
Built by Core Engineering
The problem it solves
Tracking how many insurance-authorized visits a client has left, and knowing when that authorization is about to run out, is difficult to do manually across an insurance-based caseload. This solves that by automatically counting visits against a client's authorization as appointments occur, and surfacing anyone approaching their limit through a dedicated report.
What's included
- Per-client authorization number, authorized visit count, visits used, and effective date range
- Automatic visit-used increment tied to scheduled and occurred appointments
- Separate referral-obtained tracking field
- Insurance Authorization Report for identifying clients nearing or past their authorized limit
- Organization-wide or per-provider report scope
How it works
A provider adds a client's authorization details from Client Profile > Overview > Insurance Authorization > Edit, entering the authorization number, number of authorized visits, and effective start/end dates. From that point forward, the visits-used count automatically increments as appointments for that client are scheduled and marked occurred; visits used prior to enabling the tracker must be entered manually if a provider wants the count to reflect prior usage. If a client's authorized visits run out, Healthie does not block scheduling of an additional session, but the Insurance Authorization Report will flag that the client has unused authorization or has exceeded it, letting providers or admins run the report at the individual or organization level to proactively manage upcoming authorization renewals.
The Insurance Authorization Tracker lets providers record and monitor a client's authorized visit count against an insurance authorization, including the authorization number, effective start and end dates, and whether a required referral has been obtained. It's built for insurance-based practices that need to know how many covered visits a client has left, and to predict continued coverage without manually cross-checking a spreadsheet. Once enabled, the tracker connects to the calendar, automatically incrementing visits used as appointments are scheduled and marked occurred, though it does not retroactively deduct sessions used before the tracker was turned on. A connected Insurance Authorization Report surfaces clients who have exhausted their authorized visits, or who still have covered benefits remaining, across a provider's caseload or the full organization.