This update makes the connection between appointments and authorizations visible at the time of scheduling. The correct and relevant authorization was always used for billing and reporting—this feature makes that connection visible during the scheduling workflow so you can see exactly which authorization is linked to each appointment or series.

👉 Jump To: [Selecting an Authorization]  [Service Category Tabs]  [Authorization Card Grouping]  [Auto-Selection Behavior]  [Recurring Series & Authorization Dates]  [Scheduling in the Past]  [Schedule Only Authorizations]  [Changing Authorizations on Existing Appointments]

Selecting an Authorization

When scheduling a billable appointment, an authorization selection panel displays all valid authorizations for the client's primary funding source for the start date that has been selected for the appointment or the series start.

What You'll See Authorization cards displaying the auth number, status, valid dates, and approved units Service codes included in each authorization Cards are sorted with Schedule and Bill authorizations prioritized at the top

Service Category Tabs

If the client has authorizations across multiple service categories (e.g., ABA, OT, ST), tabs appear allowing you to filter by category. If all authorizations fall under a single service category, no tabs are displayed—the category is selected automatically.

Authorization Card Grouping

Service codes are grouped into a single card when they share:

• The same authorization number

• The same status

• The same start and end dates

• The same associated service code 

If any of these elements differ, codes appear as separate cards.

The authorization group card also expands to show the code's total authorized quantity, completed quantity, scheduled quantity, and remaining quantity.  All configured limits - daily, weekly, and monthly - are also displayed in the expanded card. 

✨ TIP: For a more in-depth look at authorization cards, check out this article! 

RISKS AND WARNINGS:

• Risks - Risks are in yellow boxes. This is the system telling you that you are at risk of potentially over-utilizing an authorization.  You can still save the appointment. 
   
• Warnings - Warnings are in red boxes. This is the system telling you that you need to fix an issue BEFORE you can save the appointment. 

Auto-Selection Behavior

Single service code: If the selected authorization includes only one service code, it is automatically selected Single valid authorization: If only one authorization is valid for the selected date and service category, it is pre-selected

Recurring Series and Authorization Dates

When creating a recurring series, the Until date automatically populates based on the authorization's end date. This date cannot be overridden—the series is bound to the authorization's valid period. When a new authorization is received, create a new series linked to that authorization.

Scheduling in the Past

You can now schedule appointments for past dates as long as the authorization was valid on that date—even if the authorization is expired at the time the user is scheduling the appointment.

This resolves a previous limitation where expired authorizations blocked retroactive scheduling.

Schedule Only Authorizations

Schedule Only authorizations appear alongside Schedule and Bill authorizations, allowing you to schedule with a placeholder while awaiting approval.

When the authorization status changes from Schedule Only to Schedule and Bill, linked appointments will automatically reflect the update.

Changing Authorizations on Existing Appointments

For appointments that are scheduled or confirmed, simply edit your appointment or series as usual and select the authorization as appropriate. For appointments that are checked in, cancelled, or completed, you can also still update the linked authorization.

How to Change an Authorization

1. Edit the appointment in the schedule as usual

2. Select the appropriate Authorizations tab

3. Select the new authorization to link