PriorAuth Tracker

A pain management clinic was losing revenue because prior authorization requests were getting lost in the process. Staff tracked authorizations on spreadsheets and sticky notes.

Payer follow-ups were missed. Patients had procedures delayed or cancelled because nobody knew an auth had expired or been denied until it was too late to act.

A tracking system that gives the practice a real-time view of every pending authorization—where it is, what the payer has said, and when someone needs to act next.

• •Centralized queue sorted by urgency and expiration date
• •Per-authorization timeline from submission through decision
• •Automated reminders before expirations and stale follow-ups
• •Payer-level turnaround visibility for staffing decisions
• •Document attachment for clinical notes and payer correspondence

Each authorization moves through defined stages with ownership at every step. The system watches for silence—when a payer hasn't responded, when an approval is about to lapse—and surfaces the next action before it becomes a revenue problem.

AI assists with intake: extracting key fields from faxes and portal notifications so staff aren't retyping what the payer already sent. The workflow stays human-driven; automation handles the tracking and nudging.

The practice has a single source of truth for every open authorization.

Staff spend less time on payer phone tag and more time on submissions that need attention.

Patients face fewer delays caused by expired or forgotten authorizations.