Jump to different sections to learn more about Appointment Authorizations:
- General FAQs
- Scheduling & Service Codes
- Service Categories
- Dates & Recurring Series
- Multiple Authorizations
- Schedule Only Authorizations
- Existing Appointments & Data Migration
- Editing Authorizations on Appointments
- Primary Payor Changes
- Workflow & Best Practices
General
What does it mean to link an authorization to an appointment?
Linking an authorization means selecting a specific authorization when scheduling an appointment or recurring series. This makes the connection between the appointment and authorization visible in the scheduling workflow, ensuring the service code, dates, and series align with what the client is authorized to receive.
Were authorizations connected to appointments before this update?
Yes. The correct and relevant authorization was always used for billing and reporting. What's new is that this connection is now visible and explicit at the time of scheduling, rather than only at the billing stage. This update provides greater visibility into which authorization is associated with each appointment or series.
Is linking an authorization required?
Yes - it was before and still is. Which authorization you are choosing is now just more visible. Any appointments or series created from this point forward must be linked to an authorization. The authorization can be either Schedule and Bill or Schedule Only status—so you can still use a placeholder authorization while awaiting approval.
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Scheduling & Service Codes
Why do I only see certain service codes when scheduling?
Once an authorization is selected, Boost displays only the service codes included in that authorization. This prevents scheduling services the client isn't authorized to receive.
Why was a service code auto-selected for me?
If the selected authorization includes only one service code, Boost automatically selects it to streamline scheduling.
Why don't I see all of the client's authorizations?
Only authorizations tied to the client's primary funding source that are valid for the day you are scheduling for or starting a series on is valid. Secondary payer authorizations are not displayed.
Why do authorizations sometimes appear as a single card with multiple service codes?
Authorization cards group service codes together when they share all three of the following:
The same authorization number
The same status
The same start and end dates
If any of these differ, they appear as separate cards.
Why do I sometimes see multiple cards for the same CPT code?
CPT codes appear as separate cards when they have different authorization numbers, statuses, or date ranges. You will need to select the appropriate card for your scheduling needs. Bring any questions about authorizations data accuracy to your internal teams.
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Service Categories
Why do I sometimes see service category tabs (e.g., ABA, OT, ST)?
Service category tabs appear only when the client has authorizations across multiple service categories. If all authorizations fall under one category (e.g., ABA only), the category is automatically selected and no tabs are displayed.
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Dates & Recurring Series
Why can't I schedule past the authorization end date?
Appointments and recurring series are now limited to the authorization's valid date range. This ensures scheduling precision and prevents services from being scheduled outside the approved authorization period.
Why is the "Until" date locked on a recurring series?
When you link an authorization to a recurring series, the end date automatically populates based on the authorization's end date. This cannot be overridden, ensuring the series stays within the authorization's valid period. When you receive a new authorization, you can create a new series linked to that authorization or create a Schedule Only placeholder for linking as needed depending on your business practices.
Can I schedule appointments in the past if the authorization is expired today?
Yes. If the authorization was valid on the date you are scheduling, you can create the appointment—even if the authorization has since expired. This resolves a previous limitation where expired authorizations blocked retroactive scheduling.
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Multiple Authorizations
What if more than one authorization is valid for the same date?
If multiple authorizations are valid for your selected date, you will be prompted to choose which authorization to use. In most cases, only one authorization will apply and no selection is required.
Which authorization statuses appear during scheduling?
All relevant authorizations tied to the primary payer appear, including:
Schedule and Bill (prioritized at the top)
Schedule Only (for placeholder scheduling)
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Schedule Only Authorizations
What is a Schedule Only authorization?
A Schedule Only authorization serves as a placeholder when you need to schedule appointments but are still awaiting full authorization approval. Once the authorization is approved, you can update it to Schedule and Bill status and the linkage remains intact. Only the status update is needed and the job is done!
What happens when a Schedule Only authorization changes to Schedule and Bill?
Appointments already linked to that authorization will automatically reflect the updated status. No rescheduling is required.
Can I schedule using a Schedule Only authorization?
Yes. You can select a Schedule Only authorization when scheduling. This allows you to place appointments on the calendar while awaiting authorization approval. An authorization must still be selected—Schedule Only simply refers to the authorization's status.
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Existing Appointments & Data Migration
What happens to appointments that were already scheduled?
We have a data migration process to display the link for existing appointments and recurring series to their appropriate authorizations. The correct authorization was always used for billing and reporting—this migration simply makes that connection visible in the system. The visibility and total migration will occur over the coming weeks.
Will I need to manually update anything?
No, any linking will be established automatically as we complete the data migration process. If multiple authorizations could apply to an existing series (rare), we may provide a brief report requesting your input to finalize the connection. You can expect this process to be straightforward.
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Editing Authorizations on Appointments
Can I change the authorization on an appointment that is still in Scheduled or Confirmed status?
Yes. When an appointment is in Scheduled or Confirmed status, you have full editing capabilities. You can edit the appointment as usual—including changing the linked authorization—directly in the scheduling workflow.
Can I change the authorization for part of a series?
Yes. When editing a recurring series, if you select "this and all following" appointments, you can change the authorization for just that subset of the series. This is useful when a new authorization takes effect partway through an existing series.
Can I change the authorization on a checked in, completed, or cancelled appointment?
Yes. For appointments that are checked in, completed, or cancelled, you can update the authorization by:
Editing the appointment in the schedule as usual
Selecting the Authorizations tab
Clicking Change Authorization to view other eligible authorizations
When would I need to change an authorization on an existing appointment?
The most common scenario is when a client's primary payor changes. Appointments linked to the previous payor's authorization will need to be updated to link to an authorization from the new primary payor.
How do I see which appointments are linked to a specific authorization?
Use the Auths Linked to Appointments report in Boost. Navigate to Reports and select the Auths Linked to Appointments report. You can filter by:
Client
Payor
Authorization
And more
This report helps you identify which appointments need to be updated when a payor change occurs.
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Primary Payor Changes
What should I do when a client's primary payor changes?
The workflow varies by practice, but generally:
-
Create a new authorization connected to the new primary payor
Use Schedule and Bill status if the authorization is approved and ready for billing
Use Schedule Only status if you are still awaiting approval (this serves as a placeholder)
Link new appointments to the new authorization once the new primary insurer is effective
Update existing appointments that fall within the new payor's effective dates using the Change Authorization function (see above)
Use the Auths Linked to Appointments report to identify appointments that need to be updated
Will status changes flow through to linked appointments?
Yes. If an authorization status changes (e.g., from Schedule Only to Schedule and Bill), that update will immediately flow through to all appointments linked to that authorization.
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Workflow & Best Practices
What should I do when a new authorization is received?
Create a new recurring series (or single appointment) and link it to the new authorization. If you are still awaiting approval, you can use a Schedule Only authorization as a placeholder.
What if I don't see any authorizations when scheduling?
Verify that:
The client has an active authorization for the primary funding source
The authorization covers the date you are scheduling
The authorization includes the service category and CPT code for the appointment type
If authorizations still do not appear, check the client's funding source profile to confirm the primary payer is set correctly.
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