Here’s How to Overcome the Prior Authorizations Challenges and Collect More

Prior authorizations

Prior authorizations are a critical component of the medical billing process, especially in the context of insurance reimbursement. A prior authorization (also known as pre-authorization or pre-certification) is a requirement by many insurance companies for specific medical services or treatments before they agree to cover the costs. The emphasis on prior authorizations in medical billing stems from various reasons:

  • Cost Control: Prior authorizations help insurance companies manage costs by ensuring that only medically necessary and appropriate treatments are approved. It prevents unnecessary and potentially costly procedures from being performed without proper justification.
  • Fraud Prevention: Prior authorizations safeguard against fraudulent or abusive practices in healthcare. By requiring prior approval, insurers can investigate and verify the legitimacy of the requested services, protecting against fraudulent claims.
  • Treatment Suitability: Insurance companies must ensure that the proposed treatment aligns with the patient’s medical condition and is supported by evidence-based guidelines. This process helps to confirm that the treatment is appropriate and likely to be effective for the patient’s specific condition.
  • Network Compliance: Prior authorizations help ensure that patients are seeking care within their insurance network, as out-of-network services may not be covered or may have higher out-of-pocket costs.
  • Preparing Patients: Obtaining prior authorizations informs patients about their insurance coverage, potential out-of-pocket expenses, and alternative treatment options. This helps patients make informed decisions about their medical treatments.
  • Timely Reimbursement: By obtaining prior authorizations, healthcare providers can avoid claim denials or delays in payment, streamlining the reimbursement process.

Tips on Taking Prior Authorizations Before Medical Billing

Despite its benefits, the prior authorization process has been criticized for being time-consuming and burdensome for healthcare providers and patients. Delays in obtaining approvals can sometimes lead to treatment delays, affecting patient outcomes. But here are some tips to help streamline the workflow and increase the chances of successful approvals.

  • Understand Insurance Policies: Familiarize yourself with the various insurance plans you work with, including their prior authorization requirements, covered services, and specific documentation criteria. Each insurance company may have different guidelines, so staying informed is crucial.
  • Train Staff: Ensure that your billing and administrative staff are well-trained in the prior authorization process. They should know how to communicate with insurance companies effectively and gather the necessary information for each authorization request.
  • Start Early: Initiate the prior authorization process when the need for a specific treatment or service is identified. Delays in submitting requests can lead to treatment delays and potential claim denials.
  • Prepare Complete Documentation: Provide comprehensive and accurate documentation to support the medical necessity of the requested service or treatment. Include relevant medical records, test results, physician notes, and any other pertinent information that justifies the need for the procedure.
  • Follow Guidelines: Adhere to the insurance company’s prior authorization guidelines to the letter. Any missing or incorrect information can lead to a denial. Double-check the form, codes, and any additional documentation requirements.
  • Utilize Electronic Platforms: Many insurance companies offer online portals for submitting prior authorization requests. Utilizing electronic platforms can speed up the process and reduce the chance of paperwork errors.
  • Track and Follow-Up: Create a system to track all prior authorization requests and their status. Follow up with insurance companies regularly to check on the progress of pending requests and ensure nothing falls through the cracks.
  • Maintain Communication: Establish open lines of communication with insurance company representatives. Building rapport can help resolve any issues or questions during the prior authorization process.
  • Be Persistent: Sometimes, obtaining prior authorizations can be challenging, especially for specific procedures. Don’t hesitate to appeal denials or seek clarification if you believe the request is justified.
  • Educate Patients: Inform patients about the prior authorization process, including the potential time frame for approval. Discuss any potential out-of-pocket costs they might incur and provide alternatives if authorization is denied.

By following these tips, your medical practice can navigate the prior authorization process more efficiently, reducing the risk of claim denials and ensuring that patients receive the care they need in a timely manner.

Additionally, outsourcing prior authorizations to a medical billing company can be a beneficial strategy for healthcare practices looking to streamline their operations and improve efficiency. Before outsourcing prior authorizations, it’s crucial to research and choose a reputable medical billing company with a track record of success in handling prior authorizations. Ensure they have experience working with the specific insurance plans you accept and that they prioritize data security and compliance with healthcare regulations.

Do you want to get started with outsourcing prior authorizations and other administrative tasks such as patient data entry, provider credentialing, and eligibility checks? Fill out our contact form for a free consultation on these and other aspects of RCM strategy for your medical practice or healthcare enterprise.


Parul Garg, CEO and co-founder of PracticeForces, has significantly contributed to the growth of over 1,000 U.S. medical practices through her expertise in medical billing and coding since the company’s inception in 2003. With a background in Computer Science and an MBA in Human Resources, her leadership and AAPC-certified coding skills have been pivotal in managing the company’s operations effectively.

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