Keep authorizations from delaying patient care
Prior authorization requirements can change by payer, plan, service, and patient. We manage the technical and administrative process so your practice can avoid missed deadlines, unauthorized visits, and preventable claim denials.
Authorization requirements should not control your schedule
Physical therapy practices often have a narrow window between receiving a referral, evaluating the patient, and beginning treatment. When authorization is required, one missing document, misunderstood rule, or incomplete payer response can delay care and put reimbursement at risk. While virtual assistants and offshore support teams may be able to follow basic submission steps, they struggle with handling complex requirements and incomplete information.
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PT Billing Services brings specialized physical therapy and payer expertise to every interaction. We identify when authorization is required, coordinate the necessary information, submit requests accordingly, and track the authorization throughout the patient’s course of care.
Our authorization process
Authorization management takes more than completing clerical steps. Because we understand how payer requirements apply to physical therapy care, our specialists create a consistent process around technical requirements that vary from one payer to the next.
Requirement review
- Confirm whether authorization is required for the patient’s physical therapy services
- Review payer- and plan-specific submission requirements
- Identify applicable visit, date, or service limitations
Documentation coordination
- Determine which referral, evaluation, plan-of-care, or clinical records are needed
- Work with your team to collect missing information and identify potential documentation gaps
- Review the request for administrative completeness before submission
Authorization submission
- Submit the request using the payer’s designated portal, form, fax, or other required method
- Include relevant provider, patient, diagnosis, and treatment information
- Document the submission date and reference information
Payer follow-up
- Monitor the request for a decision
- Respond to requests for additional administrative or clinical documentation
- Follow up when the request remains pending
- Communicate approval details or next steps to your practice
Ongoing authorization tracking
- Record approved visits, services, and effective dates
- Monitor usage as the patient progresses through care
- Flag approaching visit or expiration limits
- Help initiate additional authorization requests when continued treatment requires payer review
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Support throughout the patient’s course of care
An authorization is not always a one-time task. Some payers approve only an initial evaluation or a limited number of visits. Others require updated clinical documentation before approving continued treatment.
We can help your practice manage:
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Where a request is denied or cannot be completed, we clearly identify the payer’s response and the information your clinical or administrative team may need to provide next.
We're more than a billing service—we're an extension of your team.
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Why PT Billing Services?
Our specialists understand the highly technical terminology and plan-specific requirements involved in physical therapy authorizations
We understand how authorization requirements affect physical therapy workflows, including evaluations, treatment plans, visit utilization, and requests for continued care.
Authorization management does not stop when a request is submitted. We monitor pending requests, approved visits, and relevant deadlines
We carefully review patient and plan information so your practice can avoid preventable problems caused by missing or incorrect details
We organize benefit information in a way your front office can use when scheduling care and discussing patient responsibility.
Benefit verification works best when it is connected to authorization, billing, claims follow-up, and the rest of the revenue cycle.
Spend less time chasing approvals
Count on us to navigate complicated payer requirements, manage the details, and follow up so patients can move forward with fewer administrative delays.
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