Retro Authorization Process

(*Internal Use Only*)

Scheduling Retro Authorizations Without Calls:

In some cases, a phone call may not have been made for the member’s location for

certain valid reasons. Agencies should refer to their payor to determine what

documentation is required to validate the visit.

Follow these steps to schedule retro authorizations without calls:

Step 1: Main Menu -� Scheduling----New Events

Step 2: The New Events Screen will appear

Step 3:

1. Frequency: Select either a single event for one day or by weekday for multiple

events/days. Select the days of the week

2. Date: Select the date (single event) or date range (multiple events) you wish to

schedule

3. Service: Select Service: i.e., T1019 – Personal Care Visit and “bill type” and “pay

type”, i.e., units

4. Times: Enter time of visit

5. Client(s): Select and highlight the Client (member) from the drop down list

6. Staff: Select and highlight the Staff from the drop down list that provided service

7. Status: Select the status as Confirmed

• NOTE: This should only be done when Retro Auths need to be scheduled for

past dates

8. Select “(+) add” visits

9. Select “commit” visits

Scheduling Retro Authorizations With Calls:

Follow these steps to attach an “Unscheduled Visit” to a Retro Authorization:

Step 1: Main Menu -� Scheduling-�Santrax---�Maintenance

Step 2: Once your Santrax Maintenance Screen appears, use your search filters to narrow

your selection:

1. Select Client

2. Select “Unscheduled Event” from exception type

3. Select Date Range

4. Click Refresh to activate your search

5. Double click on the unscheduled visit you wish to schedule

Step 3: The Schedule Detail Screen will appear:

1. Service: Select the Service Type

2. Status: Change status to “confirmed”

3. Times: Enter proposed times

4. Bill as: Change to “units”

5. Save