This article applies to Motivity Practice Management.
Overview
When authorizations are updated after billing has already occurred, manual adjustments can lead to significant audit risks and operational rework. Motivity's Bulk Transfer tool streamlines this process by allowing administrators to move billed appointments in bulk to a new authorization or payer while preserving payment history and claim integrity. By automating what was previously a manual process, the tool reduces the time required for post-billing authorization changes from hours to minutes.
Permission Requirements
To take advantage of this powerful tool, users require the appropriate access level. To confirm access navigate using the following steps:
Navigate to the Admin Module and select Access Level
Select the Access Level of interest from the dropdown at the top of the screen.
Navigate to the section called Admin Menu
Toggle Appointments Transfer to "View"
The Appointments Transfer permission in the Admin Menu section of an access level in Motivity Practice Management.
Workflow Options
There are two primary ways to utilize this tool depending on the billing correction needed:
Option A: Same Payer (Internal Auth Change)
Used when the payer remains the same, but the authorization ID has changed.
Option B: Different Payer (Payer Correction)
Used when appointments were billed to the wrong insurance company entirely.
How to Execute a Transfer
Navigate to the Admin Module
Select "Appointments Transfer"
Select the Office Location affiliated with the patient.
The Appointments Transfer page in the Motivity Practice Management Admin Module.
Search for the patient
Choose the target authorization and select the appropriate Transfer Type.
This is where you will specify if the appointments have an unbilled or billed status.
Enter the Start Date for the transfer period.
Enter the End Date for the transfer period.
Choose the appointment(s) you would like to transfer.
Confirm the transfer by selecting the blue "Transfer" button.
Selecting the target authorization and transfer type in Motivity Practice Management.
Upon selecting the new auth, Motivity will ask if you are sure you would like to transfer the appointments.
Select "Proceed".
Motivity will then present a pop-up with a list of successfully transfered appointments.
The confirmation prompt before transferring appointments in Motivity Practice Management.
The list of successfully transferred appointments in Motivity Practice Management.
If there is a failed transfer, an alert appears in the Collections Module, identifying claims that request action.
An alert in the Collections Module in Motivity Practice Management for a failed transfer.
Important to Know
To prevent financial discrepancies, the system will block transfers in the following scenarios:
Secondary Invoices: Transfers are blocked if a secondary invoice has already been created.
Patient Paid: Transfers are blocked if Patient Responsibility has already been paid.
Claim Integrity: All appointments tied to the same claim must be transferred together. You cannot move a "partial" claim.
Important: Attempting a "partial" claim will result in an error message "All appointments for claim not selected". Ensure you have checked every appointment associated with that specific claim number before clicking transfer.