Add an authorization
1
Open the card
On the client’s record, select Add authorization.
2
Enter what was approved
Choose or type the Payer or EAP, the Authorization number, and the dates. Under Counted in, choose Sessions or Units. For units, enter the Minutes in one unit and how minutes become units: The 8-minute rule (a unit counts once more than half of it is used) or Always round up.
3
Say what uses one up
Switch on A no-show uses a session or A late cancellation uses a session if this payer bills them. An attended session always counts.
4
Limit it, if the payer did
Service codes (CPT), Clinicians and Kind of visit (telehealth only, in person only, or either) are optional. A booking outside them is allowed, but it needs a reason that is kept on record.
5
Attach the letter
Choose the payer’s letter (a PDF or a photo, up to 8 MB). It is kept with the client’s files. Fill from letter (AI) reads it and fills the form in. Every field it fills is marked AI-filled. Check each one: nothing is saved until you select Save. It uses AI credits.
More about one authorization
Select More on an authorization.- EAP details. Type the Case number, the EAP company contact and the Employer. The employer is shown only to billing staff, owners and managers. It never appears on clinical screens, on the client portal, or in your data export; anyone else sees a note that it is hidden.
- Past sessions. If an authorization starts in the past, Past sessions lists the client’s completed sessions in that window. Tick the ones that belong to it and type a Reason. Their claims then carry the authorization number. A session you chose to put under a different authorization at booking is left as you chose.
- Payer answer. Record whether the answer came by hand or electronically, the Payer reference number and its status (requested, pended, approved, denied or confirmed by staff).
- Group sessions. Switch on Does not cover group sessions if the payer excludes them. Otherwise each client in a group session uses their own authorization, one session each (or the minutes, if it counts units).
- Client notice. When an authorization has run out or ended, Client notice lets you tell the client. A client who uses the portal gets a secure portal message; anyone else gets an e-mail. Either says only that the sessions their insurance or EAP covered have ended and to get in touch with you. It carries no clinical details. You choose to send it (it is never automatic), and the time it was last sent is shown. A client with no portal sign-in and no e-mail address on file cannot be reached this way.
- Close and report. Choose the Outcome (completed, referred or ended early) and select Close with this outcome. Download closing report makes a one-page PDF on your letterhead: authorization number, case number, amounts, first and last session and the outcome. It carries no client name and no clinical information. You can add one line from the clinician, and it is printed only if you confirm the client has consented. You send it to the EAP yourself.
See when a service needs prior authorization
ClinikEHR reads the last eligibility check you ran for the client and tells you when their plan says a service needs prior authorization. It makes no new request to the payer and costs nothing extra.- When you book. If the service you are booking matches a service the plan flagged, you see This service needs prior authorization from the payer’s name, with the date of the check it came from. If that check is more than 30 days old, it says so and that the answer may have changed.
- On the client’s Authorizations card. Prior authorization lists the services the plan flagged. If you have not run an eligibility check for that coverage, it says so and does not guess. Run an eligibility check to find out.
- What it cannot tell you. Not every plan reports this. When the check does not say, nothing is shown as “not needed”: the card says the check did not flag a service, and that is what the plan reported, not a promise. Always confirm with the payer for a costly or unusual service.