Creating Authorizations in iClinic

1. Introduction 

• Purpose: This guide provides comprehensive, step-by-step instructions for creating authorizations in the iClinic system. 

• Key Features: Adding new authorizations, associating authorizations with office visits, and managing authorization records efficiently. 

2. Accessing the Patient's Registration Page 

1. Log In:  

• Sign in to your MDLand iClinic account using your credentials. 

2. Locate the Register Icon:  

• Click on the Register Icon on the dashboard. 

3. Search for an Existing Patient:  

• In the box that appears, use the left-hand side to search for the patient. 

• Enter the Last Name, First Name, or Date of Birth. 

• Click Go. 

4. Select the Patient:  

• Choose the correct patient from the list. 

• Click Retrieve to open the patient's registration page. 

3. Creating a New Authorization 

1. Access the Authorization Tab:  

• On the patient's registration page, click the Authorization Tab. 

2. Enter a New Authorization:  

• Click New Authorization. 

Linking a Referral Doctor 

• If a message appears requesting referral selection:  

• Click OK. 

• Go to Patient Demographics. 

• Under Attending Physician, click Search and Add Physician. 

• In the Referral Physician List:  

• Enter the Last Name or First Name of the referral physician. 

• Click Referral Physician. 

• Select the physician by checking the box. 

• Click OK to add the physician to the patient’s registration. 

3. Return to the Authorization Tab:  

• Click New Authorization again to proceed. 

Filling Out the Authorization Form 

1. Authorization Number:  

• Enter the provided authorization number. 

2. Date Range:  

• Fill in the From Date and To Date. 

3. Referral Doctor:  

• The referral doctor’s information will auto-populate based on registration details. 

4. Authorized Services:  

• Specify what the patient is authorized for (e.g., specific treatments or visits). 

5. Save the Authorization:  

• Click Save. 

• A confirmation box will appear—click OK to finalize. 

4. Viewing and Filtering Authorizations 

1. Filter by Referral Doctor:  

• Use the dropdown next to Referral Doctor to view authorizations for a specific doctor. 

2. Filter by Authorization Date:  

• Enter the From Date and To Date. 

• Click Go to filter results. 

3. View Today’s Authorizations:  

• Check the Today Box. 

• Click Go to display authorizations created today. 

5. Managing Claims with Authorizations 

1. Place Claims on Hold:  

• Click Claims on Hold. 

• A box will appear—change the note to Yes. 

• Click Update. 

2. Status Explanation:  

• The system will provide an explanation of the Yes/No status for claim holds. 

6. Associating Authorizations with Office Visits 

1. Create a New Office Visit:  

• Click the Create New Office Visit/Eligibility Tab on the left panel. 

2. Link Authorization to the Visit:  

• Under Referral Authorization Number, click the dropdown. 

• Select the appropriate authorization number. 

• Complete the office visit entry. 

7. Troubleshooting Tips 

• Unable to Find Referral Physician: 

• Ensure the correct spelling of the physician’s name. 

• Refresh the list if the physician was recently added. 

• Authorization Not Saving: 

• Confirm all mandatory fields are completed. 

• Check for date format errors. 

• Claims Not Holding Correctly: 

• Verify the Claims on Hold status is set to Yes. 

• Click Update to apply changes. 

8. Support Guidelines 

• In-App Support: Utilize the iClinic help feature for immediate assistance. 

• Technical Support: Contact IT support for technical issues related to authorizations. 

• Compliance Officer: Consult for regulatory questions regarding authorization management. 

Thank you for following this guide. Accurate authorization management ensures quality patient care and billing efficiency.