Authorizations

For any new case that has pre-authorized visits, you must create an authorizations record.

As the visits are used, SYSTOC keeps track, and the number of remaining visits is always available. If you use the Appointments module, it is very easy to apply existing authorizations to treatments as they occur. When the appointment is changed to a treatment, SYSTOC prompts you to apply authorizations. See Creating New Authorizations.

Options View > Injury > Authorizations

Authorizations

Label Description

Status

Indicate whether this authorization is Active, Inactive, or Pending. Change the Status as the situation change.

Auth ID

A computer-generated number for this authorization.

Authorized By

Full name of person who authorized this care. This is a free-text field and can be any name, it does not have to be someone in the Medical Staff table. Entering as last name, first name is recommended for uniformity.

Memo

Use the memo (F3 after saving the record) to store contact information for the person who authorized the care.

Phys Sign Date

Date the referring physician certifies that s/he reviewed the plan of treatment. This date controls payment eligibility in certain states and under Medicare.

TOS ID

Required field, links to File Maintenance > Setup - Injury > Treatment Type of Service (TOS). A description of the TOS appears in the adjacent field.

Begin/End Dates

Enter the beginning and end dates for this authorization; or the begin and end dates of the script, depending on how the authorization is handled. The Begin Date can also be used to track pending authorizations-enter the date the authorization is requested and select a Status of P so that you can easily follow up if there is a delay. Then when authorization is received, change the date to the beginning of the authorized care, and change the Status to A.

Auth Code / End Auth Code

Indicates the range of authorization numbers assigned for the care. If you go directly from this screen to the Treatment screen and add a record, the Auth Code is carried to the Treatment.

Frequency

How often the approved treatments occur, e.g., 3 times/week or every other day.

Duration

Approved length of time, for example, 6 weeks, 3 days, or 1 month.

Visits

(Formerly called units), indicate the number of visits permitted under this authorization. SYSTOC will calculate the Visits Used as treatments occur.

Comment

Enter any special comments about this authorization.

Authorization Balance

This button displays a grid with information on active, pending and inactive authorizations for this injury. The lines are color-coded for easy reference. Gray lines are inactive, blue lines are pending, bold black lines are active and have visits remaining, bold red lines are active authorizations but have a date range in the past. The current record is marked in the left margin with a .