Start a one-page log with six columns: item, responsible party, action, due date, confirmation number, and status. The items should include benefit verification, network verification, clinical assessment, authorization submission, receipt confirmation, decision deadline, facility communication, cost estimate, and follow-up. Write “unassigned” rather than guessing when nobody has accepted responsibility.
Ask the health plan, “Who is permitted to submit this request?” The answer may depend on the plan and service, so obtain the submitting party's name and department. Then ask the proposed facility whether it submits authorization requests, supplies records to another requester, or expects an outside professional to submit. If the two answers conflict, arrange a three-way call or ask each party to state its process in writing. SAMHSA advises discussing treatment choices with qualified professionals, while the insurer decides coverage under the plan's terms. Those are separate roles and should remain separate in your notes.
- Record the member name, member ID, group number, plan name, and the number printed on the insurance card.
- Ask whether the health plan or a separate behavioral health organization handles the review.
- Identify the person or organization responsible for the clinical assessment and the authorization submission without assuming they are the same party.