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:
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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"
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
Appointments with an Individual patient
This section specifically covers appointments that are not considered group appointments. For transferring group appointments, scroll to the next section.
- Navigate to the Admin Module
- Select "Appointments Transfer"
- Select the Office Location affiliated with the patient.
- 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.
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Enter the Start Date for the transfer period.
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Enter the End Date for the transfer period.
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Choose the appointment(s) you would like to transfer.
- Confirm the transfer by selecting the blue "Transfer" button.
- 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.
If there is a failed transfer, an alert appears in the Collections Module, identifying claims that request action.
How to Transfer a Group Appointment
- Navigate to Admin → Bulk Appointment Transfer
- Select the source authorization and identify the group appointment(s) you'd like to transfer
- From the transfer view, locate the specific patient within the group whose appointment you want to move
The transfer view lists all appointments per individual patient inside a group, so you can be precise about who you're moving without affecting other group members.
- Choose your transfer target — either:
- A different authorization (most common — used when a patient's authorization has changed mid-program), or
- A standard therapy appointment (used when the patient's service type has changed)
- Confirm the transfer — your changes will appear in the Scheduler immediately
Important Things to Know
- Group appointment transfers are only supported for appointments in a Scheduled, Rendered, or Unbilled state. Billed group appointments cannot be transferred at this time.
Important to Know
To prevent financial discrepancies, the system will block transfers in the following scenarios:
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Secondary Invoices: Transfers are blocked if a secondary invoice has already been created.
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Patient Paid: Transfers are blocked if Patient Responsibility has already been paid.
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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.
Last Updated: 5/21/26 by Tatum Winslow