~ Authorization Dictation Guidelines
Introduction
When dictating or e-mailing authorization information for support staff to enter into eFORCE, provide information in the order that follows.
Case Note Dictation
Because the case note for the authorization must be entered before the authorization data, provide the case note information first.
Authorization Case Note Guidelines
Use these guidelines when creating a case note for an authorization:
Indicate how the justify the need for the authorization in a case note and tie the authorization to a planned service
Tip: You can use one case note for multiple authorizations. For instance, suppose you are authorizing tuition, books and supplies, and reader service for a client. The tuition authorization will go to the college; the books & supplies authorization will go to the bookstore; and the reader service authorization will go to the client. While you must create three different authorizations, you can prepare one case note that for the client’s record that explains the need for each authorization. In this instance, please be sure to note for the support staff that this case note should be used for each of the authorizations to follow.
Authorization Dictation
Provide the following authorization information in the order that follows
Remember! You can only create one authorization per vendor or recipient.
1. Type of Authorization (Billing, Tuition, Maintenance, One-time Maintenance, etc.)
2. Custom Text or Special Instructions for the Authorization Letter or Purchase Order, if required.
3. Authorization Effective Dates: “Authorization is in effect from [date] to [date].”
4. Item information. For each item on the authorization, specify:
Service Type: Only those services listed on the client’s IPE will be acceptable.
Important Notes! If you creating an authorization for a client in status 02 - 10, only the “Assessment” service will be listed because an IPE has not yet been developed for these clients.
For IL cases, Rehabilitation Teaching will be the only service listed.
Item: List the good or service for which you are authorizing. Be descriptive, yet succinct. [more here… Also, is there a character limit here? What is it?]
Cost Per Item: List the amount for the item.
Quantity: If you are authorizing for more than 1 of the item, indicate the quantity. For example, “3 bus passes for $1.00 each.”
5. Vendor information - if appropriate:
Name of Vendor
Attention To information, if necessary
Address information.
6. Shipping information - if appropriate.
Examples
Once information is entered into the Client Authorization screen, that data is merged into a letter or purchase order. Choose one of the following links for samples of a blank and completed Client Authorization screen and for samples of incomplete and completed authorization letters and purchase orders.
Go To: Incomplete & Complete Client Authorization Screens & Letters.
Go To: Incomplete & Complete Client Authorization Screens & Purchase Orders.