Saving Time and Reducing Hassles
Video Thumbnail

Hey there! If you’re looking to get a better grip on Prior Authorization, this blog is just the thing for you. It’s packed with easy-to-understand information and tips to help you handle healthcare paperwork more effectively and focus on what matters – taking care of your patients.

Let’s get started.

Table of Contents

Prior Authorization

Prior authorization: This is confirmation in advance of your health plan that you are about to receive a service or fill a prescription. This approval is necessary because your plan may not cover the to or prescription.

A simple-seeming term, prior authorization is becoming an increasingly lethal obstacle in healthcare. It often arises as a barrier between you and the services or medications you need, leaving you scrambling for answers and wondering: What is prior authorization, and how does one go about it? 

What exactly is Prior Authorization, and why does it matter to healthcare? 

Also referred to as preauthorization and precertification, prior authorization is when health plans make the patient obtain their approval before receiving any healthcare. Only after receiving approval from the health insurance company can a doctor or hospital provide service.

The principle behind measures like requiring prior authorization of use is that there may be a less expensive but equally effective method. This is especially true for high-cost procedures and drugs, like outpatient surgery, MRI’s durable medical equipment (DME), and specialty drugs. 

This is critical because it lets the plan determine whether or not care is medically necessary and covered. This process of reviewing standards is often done by the plans themselves, based on medical principles, cost considerations, and utilization trends.  

Prior authorization is the most common drug utilization management method in the U.S. healthcare system infrastructure. Therefore, the main objective of prior authorizations is to ensure that drug therapy will be medically necessary, clinically appropriate, and based on official evidence-based guidelines. Prior authorizations not only can reign in the cost of prescription drugs, but they also have a patient safety function-reducing imprudent use and improvement across such areas as drug interactions and adverse events caused by drugs’ off-label usage for patients with diagnoses that are insufficiently supported. 

Thus, if a treatment or prescription is particularly complicated, you’ll often have to get permission beforehand. You won’t be covered with it. That’s why it is important to obtain prior authorization as early as possible. 

You may be asking yourself, what exactly is prior authorization? So now let’s talk about that.

The Prior Authorization Process: 

The following is the work process for the Prior authorization process; 


  1. Initial Patient Evaluation: The process begins when a medical doctor or other health care professional determines that the patient needs treatment and prescribes what medication (a given drug, for example), surgical procedure, diagnostic test, or device should be used. 
  2. Treatment Decision: When the medical practitioner has evaluated it, he will decide which procedure to implement by recommending treatment or prescribing medicines, and so on. 
  3. Verification of Insurance Coverage: Upon obtaining the prior request number, the healthcare provider checks to see whether or not a patient has insurance before understanding what particular requirements and regulations apply to that plan. But this is because they are the only ones who must study all of a health insurance plan’s regulations and guidelines. They should also confirm that the recommended treatment has been approved in advance.
  4. Prior Authorization Form: In such cases, the provider must fill out an appropriate prior authorization request form and sign it, certifying that all information regarding medical necessity is accurate. The healthcare provider next completes a prior authorization form that includes complete information on the patient’s medical history, the treatment recommended, and why it is required. This could include appending supplementary materials such as medical records, test results, and relevant clinical information.
  5. The plan requirement and payer rules: The healthcare staff frequently begin the process by manually reviewing prior authorization rules for the patient’s insurance plans since clinical and healthcare billing systems are rarely integrated. These rules are typically found in paper documents, PDFs, and payer web portals. Different health plans have their unique payer (for, e.g., insurance) rules, which, unfortunately, are not standardized. Even within a specific payer, the rules can vary from one plan to another. To make matters more challenging, these payer rules are subject to frequent changes, which means that a provider’s administrative staff may sometimes refer to outdated rules. 
  6. Communication with Payer insurance: Once the provider confirms the need for prior authorization, they must gather more information about each relevant CPT( Current Procedural Terminology) code for the treatment plan. Additionally, they must acquire a unique number from the payer that corresponds to the prior authorization request and include it in the final claim submission. The communication between the provider and the payer often takes place through electronic systems (Fax) or online portals (emails) established for this purpose. 
  7. Decision Notification: It is up to the provider to persistently follow up with the insurance company until the prior authorization request is resolved, whether it’s an approval, redirection, or denial. If denied, the provider receives a notification explaining the reasons for the denial. 
  8. Appeals Process (if necessary): If your insurance company says no, don’t fret! However, their decision can still be appealed. The appeals process means that you can provide further evidence or respond to any issues with your initial claim raised by the insurance company. 

male doctor discussing with patient over digital tablet

9. Patient Notification: The healthcare provider informs the patient of whether or not prior approval for such treatment has been granted. If this is not possible, the provider can advise alternative measures or work with the patient to seek other solutions. 

10. Treatment Implementation: With this formulated prior authorization, if no objection occurs once approval has been given, the medical provider can follow through with what should be done and ensure that the patient receives every type of appropriate treatment allowable by an insurance policy. 

The prior authorization process is important in the healthcare system. 

What Our Clients Say About Us!
Victoria Nutting D.O.

I'm very thankful for Portiva who I know is looking after my practice while I'm gone the virtual assistants can manage prescription refills, documents they can triage patients and just kind of answer administrative questions and they can handle a lot on their own. But also, they're very good about contacting me if there's any emergency or anything I need to attend to. So I'm very thankful for Portiva they can help almost any provider almost anywhere and it really allows for some good work-life balance as I'm getting to experience right now at my family farm so I'm very thankful for Portiva and I'm very happy to use their services"

victoria nutting do
Victoria Nutting D.O.

Board Certified Family Medicine Physician

100 satisfaction
Mohammad Ashori, M.D.

Portiva's Virtual Medical Assistant - I have all the support I need. There's somebody checking my email, any patient messages. Patients are still able to schedule and handle any scheduling issues and any kind of billing that needs to still go through. Portiva hands handles it all for me. I have support i have somebody that I can access 24/7 pretty much. It's all very seamless. If somebody has an emergency or needs a medication called in. I know that the va's at portiva will handle that for me.

mohammad ashori md
Mohammad Ashori, M.D.

Board Certified Family Medicine Physician

100 satisfaction

Key Stakeholders in Prior Authorization: 

We have read that there are three important roles in prior authorization: the following.  

  • Healthcare Provider: 

At every step of the case, the healthcare staff must fill some plain tasks and agreements. The healthcare staff must evaluate the patient’s health status, decide on the best treatment plan, and suggest necessary medicines or operations. 

healthcare professionals (doctors, nurses, and administrative staff) gathered around a table, actively discussing a prior authorization casehealthcare professionals (doctors, nurses, and administrative staff) gathered around a table, actively discussing a prior authorization case

Also, before they can go on, they must fill out prior authorization forms. These forms give important details about why the treatment is medically needed. They must also give important medical reports, test results, and healthcare documentation. This means that offering a lot of information helps the medical need for the suggested treatment. The goal is to make a strong and valid argument to the insurance company. Showing why the health-related service is important for the patient’s overall health. This also means going into the medical background of the patient. 

Healthcare staff talk to patients face to face about the importance of getting prior authorization. This means explaining how it works and making sure the patients understand. They also send the request for authorization to the insurance company. 

But they also face challenges like: 

First, it is time-wasting for the healthcare staff, including doctors and the associated staff. The team often finds administrative stress in documenting and sending prior authorization requests. These tasks can not just take away a lot of time but also move important things away from giving way to patient care. 

Second, getting the right way of authorization can result in a setback in patients’ care since approval is only sometimes quick. These gaps can affect the cause of giving important treatments.

Third, healthcare staff who work with many insurance companies often need help with the many prior authorization requirements and rules set by each insurance company. This can make things more difficult for them. 

  • Insurance Provider: 

Insurance is the most common payer for prior authorization. Still, the payment depends on the need for prior authorization when the Insurance provider decides if the healthcare service requested is medically necessary for the patient’s condition. This includes studying the importance of the medical issue and whether the suggested treatment sticks to recognized clinical agreement. 

Not only that, the main reason for deciding the need for prior authorization is that payers check out the offered action towards the low cost as compared to other options to manage the healthcare cost budget. While making sure that the hand-pick is important and the right one for the patient’s health. 

One of the other reasons is that the insurance company carefully examines the patient’s insurance policy. They go through the rules of terms and conditions in detail, which contain detailed cover information, limitations, and any elimination of concerts to one of the certain treatments or procedures. To make sure that the information and data are updated.

Not only that, the criteria also play a crucial role in the approval or denial of prior authorization; those criteria are the following; 

Clinical Guidelines: Insurance companies frequently depend on established clinical guidelines, which are evidence-based recommendations created by medical professionals. These guidelines aid in evaluating whether a specific treatment aligns with recognized standards of care. 

Evidence of Medical Necessity: Payers look for strong evidence supporting the medical necessity of the requested service. This can involve comprehensive medical records, test results, and clinical documentation the healthcare provider provides. 

Alternative Treatment Options: As stated above, an insurance payer always looks for a cost-effective path and may consider whether alternative, less expensive treatments could achieve similar outcomes. 

  • Patients: 

They are central to the healthcare process, and their involvement in the prior authorization journey is critical for achieving the best possible outcomes. Patients play a vital role by giving informed consent to the proposed treatment. They must hold the importance of prior authorization and how it affects their insurance coverage. 

compassionate doctor explaining the prior authorization process to a patient in a consultation roomHaving successful communication with healthcare staff is a must for a patient. Patients should openly discuss their medical background, past treatments, and any worries or likes about the healthcare service offered. 

Patients would need to have knowledge about healthcare and its system and actively be a part of talking with healthcare staff. This means being informed of insurance plans and understanding the prior authorization too. 

This is done for patients’ care and as a way into treatment, with parts like the following. 

Getting prior authorization can affect the speed at which treatment is given. If authorization is held up, starting necessary medical interventions could result in a setback. Which could finally affect the use of the treatment. This can lead to mental issues as well due to stress and anxiety caused by a slow prior authorization decision. This can create a drawback to the patient’s well-being. 

Challenges in Prior Authorization:  

The roles of important parties in prior authorization might face different types of scenes and things, but prior authorization itself is difficult to plan, and here are those difficulties.

● Delays in the prior authorization process often happen because of administrative complications, paperwork, and the time insurance companies take to review and decide about the requests. This can affect the timing of care delivery and patient treatment. 

● Healthcare professionals frequently encounter administrative obstacles when fulfilling and handling the paperwork for prior authorization. This process can consume a significant amount of time and potentially redirect valuable resources away from providing direct care to patients. 

● Administrative burdens can lead to frustration among healthcare providers, impact workflow efficiency, and contribute to burnout. Leading to the overall cost and perhaps affecting the reputation of the healthcare provider and leading to the other patients facing issues due to shortage or occupied staff. 

Technological Solutions and Best Practices for Prior Authorization: 

The three parties can benefit from the use of technology. The main technology is Electronic Prior Authorization (ePA). Which helps solve the time-consuming and confusing process of needing prior authorization for treatment, medicines, or diagnostic tests. This is done through Electronic Prior Authorization (ePA) and creative technology. 

It does this by the electronic sender and processing authorization requests between healthcare providers, insurance companies, or payers. Healthcare providers and payers use it. 

healthcare professional working intently on a computer. The screen should display a user interface of prior authorization softwareThe second one is Real-Time Benefit Verification (RTBV), an advanced quick fix created to offer quick and current information about the patient’s coverage and the costs happening right when the treatment occurs. It takes healthcare staff to know accurate, updated information about your insurance plan, including specifics about medication payments, withdrawals, and any other finance-related things.  

The third one is called Interoperable Health Information Systems, which are all about healthcare IT systems and software applications for health information. The real aim of interoperability is to make it simpler for patient data to be shared between different healthcare departments like hospitals, clinics, labs, pharmacies, and insurance companies in a normalized and well-structured way. Information sharing helps provide a more complete and balanced approach to patient care. 

To further enhance efficiency and reduce administrative burdens, employing a medical virtual assistant can be a transformative solution in managing the complexities of prior authorization

Best Practices For Healthcare Providers And Insurance Companies To Improve Efficiency And Accuracy 

If medical service providers and insurance companies can work together to increase uniformity, application forms for prior approvals should also be standardized. This reflects the interests of these stakeholders and makes it beneficial for the patient because he would immediately get prior authorization.

This is because ensuring things are done right has people thinking about other necessities. Perhaps healthcare providers can adopt systems that send reminders and warnings to tell employees which prior authorizations have yet to be received to avoid projects falling behind schedule. Similar to how RTBV reports on prior authorizations, but for pending.

Verbal communication among healthcare providers, insurance companies, and patients to better understand expectations, requirements, and decisions.

Most important is to offer constant educational activities and training classes, letting staff frequently hear about prior authorization procedures, guidelines, and technology changes. If they’re not they’re these, it becomes a headache for the healthcare providers. 

The Future of Prior Authorization

Small steps, big impact: Ongoing efforts to resolve current issues, development of related technologies, and the desire for simpler administrative procedures will influence medical prior authorization’s more advanced in the future; the technology above can help address prior authorization challenges. However, investing in technology can mean a lighter load for staff and better care of patients. 


Prior authorization is very important to the individual. It is worth mentioning that the prior authorization process can be challenging and time-consuming, putting patient care on hold. However, this requires many steps and is time-consuming before the prior authorization form can finally be sent out. Technology can increase the speed of this process and assist both patients and doctors. Over time, in the future, more investment in technology can benefit many people. 

To learn more about how our virtual medical assistant in healthcare can enhance your medical practice, visit our homepage.

Get Free Consultation
From Our Top VAs 24x7
Need Help?
Reach To Us Today!
Please Share This Post!