This article applies to Motivity Practice Management. It explains how to create and manage authorization request workflows for a patient.
Accessing the Authorization Workflow Feature
Navigation: Go to the Patient Module > select a patient > Workflow Menu.
The Workflow Menu for a patient in the Patient Module in Motivity Practice Management.
Note: If you do not see the Workflow Menu, it may not be enabled for your account. Access can be granted via the Admin Module.
Generating a New Authorization Workflow
Adding a Workflow: On the Workflow Page, click on Add New Workflow.
The Add New Workflow button on the Workflow page in Motivity Practice Management.
Select Payor: Choose the payor for the workflow from the dropdown menu. By default, you will only see payors that are already added to the patient's profile.
The payor dropdown when creating a workflow in Motivity Practice Management.
Choose Workflow Type: Select Authorization Request Workflow and create the workflow.
The workflow type selection in Motivity Practice Management, with Authorization Request Workflow.
Abandon Workflow: If you wish to discontinue the workflow, click the Delete button.
The Delete button for abandoning a workflow in Motivity Practice Management.
Workflow Steps and Progression
The Authorization Request Workflow consists of the following five steps:
Assessment
Program Planning
Program Plan Review
Request Submission
Authorization Received
The five steps of the Authorization Request Workflow in Motivity Practice Management.
Step Assignments
Initial Step: The first step (Assessment) is automatically assigned to the patient's Primary Supervisor. If required you can reassign tasks to other users.
Reassigning Steps: From the second step onward, you can manually assign tasks to other users.
Healthcare Manager Agency: Saved workflows also display the Healthcare Manager Agency, shown alongside the Funder Name. If no value has been entered on the funding source, this displays as "Missing."
Moving Between Steps
As progress is made, move the workflow to the next step by clicking on the button in yellow called 'Next'.
The yellow Next button for moving a workflow to the next step in Motivity Practice Management.
While transitioning between steps, you can:
Attach documents.
Add notes for additional context or follow-up.
Assign step to a user
The step transition window in Motivity Practice Management, where you can attach documents, add notes and assign the step.
Timeline View
All actions related to the workflow are recorded in the Timeline, located at the bottom of the Workflow Page. This provides a comprehensive history of the workflow's progression.
The Timeline at the bottom of the Workflow page in Motivity Practice Management.
Dashboard Alerts
When a workflow is triggered, alerts appear in the Patient Alerts Section via the Central Dashboard.
The Patient Alerts section of the Central Dashboard in Motivity Practice Management.
These alerts show:
The current step of each workflow.
The assigned user for the step.
The Dashboard provides a clear view of the workflow's current status, including:
Which step the workflow is on.
The assigned individual.
Any pending or overdue steps requiring immediate action.
A workflow alert on the Central Dashboard in Motivity Practice Management, showing the current step and assigned user.
Workflow alerts on the Central Dashboard in Motivity Practice Management.
Alert Types
Pending Alerts: Displayed when a step is in progress but not yet completed.
A pending workflow alert in Motivity Practice Management.
Overdue Alerts: Triggered when a step is not completed within the designated timeframe:
An overdue workflow alert in Motivity Practice Management.
Step 1 (Assessment): 3 days
Step 2 (Program Planning): 3 days
Step 3 (Program Plan Review): 3 days
Step 4 (Request Submission): 5 days
Step 5 (Authorization Received): 5 days
Additional Workflow Features
Abandon Workflow: At any point, users can choose to abandon the workflow by clicking the Delete button.
The Delete button for abandoning a workflow in Motivity Practice Management.