NextGen Knowledge Center

Add Authorizations Code Tracking in the Encounter tab

The Authorization Code Tracking window displays encounters which use the authorization, and appointments pending the authorization. When authorization is not required to be attached to the claim,you can track authorizations for internal purposes. Line-level and claim-level authorizations are tracked by the following:
  • A single location
  • A single location and a specialty
  • A single location and one or more providers.
  1. Open NextGen® Enterprise PM.
  2. On the main toolbar, select Chart or Chart Lookup. .
    The Patient Lookup window opens.
  3. In the Search Criteria section, enter the patient's information, and select Find.
    Patient records that match the search criteria, appear in the Matching Records section.
  4. Select the patient, and then select Open.
    The Patient Chart window opens.
  5. Select Encounters, and then select on the Insurance tab under it.
  6. Right-click the insurance listed on the Encounter Insurance section, and select Authorization.
    The Authorization Listing window opens.
    Authorization Listing Window

  7. Select the authorization that you want to use.
  8. Select the open menu , and select New.
    The Authorization Code Tracking window opens.
    Authorization Code Tracking Window

  9. Enter the desired authorization code tracking information for line level and claim level authorizations.

    Field

    Description

    Authorization Mode
    Select one of the following options:
    • Encounter Mode - when the authorization is for the entire encounter.
    • Units Mode - when the authorization is for units (procedures).

    Tracking Only - do not send on claim

    Select this check box to track the number of encounters or units on authorizations for internal purposes.

    The authorization tracking totals are not sent on the claim or the EDI file.

    Authorization Code

    Enter the authorization code provided by the insurance company.

    Effective Date

    Select the effective date from the pop-up calendar.

    Expiration Date

    Select the expiration date from the pop-up calendar.

    Nbr Encounters

    Enter the number of encounters allowed for this authorization.

    Used

    Displays the number of authorizations utilized.

    Pending

    Displays the number of non-billed authorizations linked to an encounter.

    Encounters Left

    Displays the number of authorizations remaining for the patient.

    Rendering
    Select a single provider or multiple providers to attach to the authorization. The selected providers display in this field.

    Location

    To assign the authorization by location, select a single location.

    Specialty
    Select the specialty to attach to the authorization.

    Description

    Enter a description for the authorization code.

    ICD Thru ICD

    Select the open menu button to access the ICD-CM Code Range window and add, modify, or delete the ICD code range.

    CPT4 Thru CPT4
    Select the open menu button to access the CPT4 Code Range window and add, modify, or delete the CPT4 code range.

    Encounters Utilizing This Authorization

    Displays the encounter number and encounter date of the encounters attached to the authorization.

    Appointments Pending This Authorization

    Displays the case description and the appointment date of future encounters that will be attached to this authorization.

    Date Authorization Requested

    Enter the date of the request for the authorization.

    Date Authorization Received

    Enter the date the authorization was received.

    Issue a Predetermination?

    Select in this field to display a check mark to specify that a predetermination is required.

    Letter of Medical Necessity Required

    Select in this field to display a check mark to specify that a letter of medical necessity is required.

    Date LMN Requested

    Enter the date the LMN was requested.

    Timely Filing Limit

    The date provided by the payer when requesting information on the authorization.

    Purchase Order Number

    Enter the purchase order number if applicable.

    Notes

    Enter additional information about this authorization.

  10. Select OK