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Authorization Workflow

Accessing the Authorization Workflow Feature

Navigation: Go to the Patient Module > select a patient > Workflow Menu.

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.

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.

Choose Workflow Type: Select Authorization Request Workflow and create the workflow.

Abandon Workflow: If you wish to discontinue the workflow, click the Delete button.

Workflow Steps and Progression

The Authorization Request Workflow consists of the following five steps:

  1. Assessment
  2. Program Planning
  3. Program Plan Review
  4. Request Submission
  5. Authorization Received

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.

Moving Between Steps

As progress is made, move the workflow to the next step by clicking on the button in yellow called ‘Next’.

While transitioning between steps, you can:

  • Attach documents.
  • Add notes for additional context or follow-up.
  • Assign step to a user

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.

Dashboard Alerts 

When a workflow is triggered, alerts appear in the Patient Alerts Section via the Central Dashboard. 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.

Alert Types

Pending Alerts: Displayed when a step is in progress but not yet completed.

Overdue Alerts: Triggered when a step is not completed within the designated timeframe:

  • 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.