Improving Efficiency in Prior Authorization: Best Tracking Methods for Faster Approvals
Tracking prior authorizations can feel like a never-ending battle—frustrating, time-consuming, and full of delays. However, improving efficiency in prior authorization isn’t just about submitting forms; it’s about tracking them properly to prevent missed approvals and delays in patient care. A streamlined system can save time, reduce stress, and keep everything running smoothly.
With the increasing requirements for prior authorizations in medicine, keeping an organized system is more critical than ever. Whether you’re using an electronic medical record (EMR) system or an old-school filing method, having a structured approach will save time, reduce stress, and help you stay on top of approvals.
Key Takeaways
- Tracking prior authorizations efficiently prevents delays, reduces stress, and improves patient care.
- EMR systems can streamline tracking with automated alerts, expiration notifications, and centralized records.
- Manual tracking methods like file folders, calendars, and spreadsheets are still effective for organizing authorizations.
- A hybrid approach—combining digital tools with manual oversight—can maximize efficiency.
- Consistency is key: Establish a routine for checking and following up on pending authorizations.
Why Tracking is Essential for Improving Efficiency in Prior Authorization
Submitting a prior authorization is just step one. The real challenge? Keeping track of it after submission. If a request is delayed, misplaced, or denied without follow-up, it can mean delays in patient care, frustrated doctors, and a whole lot of extra work.
By improving efficiency in prior authorization tracking, you:
- Reduce the risk of missed approvals
- Ensure timely follow-ups
- Prevent last-minute scrambles to resubmit requests
- Keep patients on track with their treatments and medications
A structured tracking system means fewer surprises, faster approvals, and a more streamlined workflow for your practice.
Using EMR Systems to Improve Efficiency in Prior Authorization Tracking
Hopefully, your electronic medical record (EMR) system has built-in tools for tracking prior authorizations. If it does, use them!
Here’s how EMRs can make your life easier:
- Automated Alerts & Reminders – Get notified when an authorization is pending or requires follow-up.
- Centralized Tracking – View all prior auths in one place instead of chasing paperwork.
- Expiration Notifications – Avoid scrambling when an auth is about to expire.
- Referral & Prior Auth Integration – Many systems track both referrals and authorizations, ensuring everything stays organized.
If you’re unsure whether your EMR has these features, contact the provider and ask. Sometimes these tools exist but are hidden or require an extra fee—which might be worth it if you’re handling high volumes of prior authorizations.
Old-School Methods for Improving Efficiency in Prior Authorization
If your EMR system doesn’t have a tracking feature—or if you just prefer a hands-on approach—manual tracking can still be effective. Here are a few tried-and-true methods:
1. The File Folder System
Before everything went digital, I’d keep physical folders with:
- Copies of submitted prior authorizations
- Fax confirmations or call logs
- A weekly checklist for follow-ups
Every Wednesday (my slower day), I’d go through my folder and follow up on anything outstanding. Simple, but effective!
2. Calendar Reminders & Tickler Systems
Even as things moved digital, I found calendar reminders to be one of the best ways to stay on top of prior authorizations.
- When submitting a prior auth, add a reminder 3–4 days later to check on the status.
- Use cryptic but clear identifiers to protect PHI (e.g., “PA – J.D. MRI” instead of full patient names).
- If an insurance company typically takes 7 days, set a reminder accordingly.
Using these simple techniques kept me from losing track of pending approvals—without relying 100% on automated systems.
Manual vs. Digital: The Best Approach for Improving Efficiency in Prior Authorization
So, we’ve talked about why tracking prior authorizations is critical and how EMRs can help streamline the process. But what if your EMR doesn’t have built-in tracking? Or what if you prefer a hybrid approach?
Let’s break down manual vs. digital tracking and how you can combine both to maximize efficiency and minimize headaches.
Old-School Manual Tracking: Still Effective?
Believe it or not, manual tracking still has a place in modern medical practices—especially if you don’t trust your EMR 100% (and let’s be real, sometimes glitches happen).
Here’s how manual tracking can still be useful for improving efficiency in prior authorization:
1. The Paper File System
This is simple but effective, especially if your office still faxes prior authorizations.
- Create a dedicated folder for active prior authorizations.
- Paperclip all relevant documents together, including submission confirmations and notes.
- Assign a tracking day (e.g., every Wednesday) to review pending cases and follow up.
Old-school? Yes. But if it keeps approvals from slipping through the cracks, it’s worth considering.
2. The Calendar Method
If paper isn’t your thing, calendar reminders can be a great way to stay on top of approvals:
- Set a reminder on the day you submit a prior authorization.
- Add a follow-up reminder 3–5 days later, based on how long insurance companies typically take.
- Use a simple code instead of full patient names to keep things HIPAA-compliant.
Example: “PA – J.D. MRI follow-up”
This ensures no authorization gets forgotten, even if your EMR doesn’t have built-in tracking.
Digital Solutions for Improving Efficiency in Prior Authorization
While manual tracking works, leveraging technology will make your life easier. If your EMR has tracking features, use them! But if not, here are some digital alternatives that can work just as well.
1. Spreadsheets for Custom Tracking
Not all offices have advanced EMR systems, but a shared Google Sheet or Excel tracker can be a game-changer.
Here’s a simple spreadsheet layout to track prior authorizations:
| Patient Initials | Insurance | Date Submitted | Expected Response Date | Status | Notes |
|---|---|---|---|---|---|
| J.D. | Aetna | 02/12/25 | 02/16/25 | Pending | Needs follow-up |
| M.S. | Cigna | 02/10/25 | 02/14/25 | Approved | – |
| R.K. | United | 02/08/25 | 02/12/25 | Denied | Appeal submitted 02/13/25 |
This allows your whole team to see what’s pending, what’s approved, and what needs attention.
2. Task Management Software
If your practice already uses Trello, Asana, or Monday.com, these can be great tools for tracking prior auths:
- Create a new task for each authorization.
- Assign due dates and reminders for follow-ups.
- Mark as “approved” or “denied” once a decision is made.
It’s like having a digital file folder that you can access from anywhere.
The Key to Success: Make Tracking a Routine
Regardless of whether you use an EMR, a manual file system, or a spreadsheet, the key to improving efficiency in prior authorization tracking is consistency.
Whoever handles prior authorizations in your office should:
- Check pending approvals daily or weekly
- Follow up on overdue authorizations
- Document all status updates in one place
If tracking is treated as an afterthought, things will slip through the cracks. But if it’s built into your workflow, you’ll see faster approvals, fewer denials, and a lot less stress.
FAQ: Improving Efficiency in Prior Authorization Tracking
Tracking prior authorizations can be frustrating, but with the right approach, you can streamline the process and reduce delays. Here are some frequently asked questions to help you stay on top of prior auths efficiently.
Why is tracking prior authorizations important?
Tracking ensures that nothing slips through the cracks, preventing unnecessary delays in patient care. Without a proper system, approvals can be lost, forgotten, or delayed, leading to treatment disruptions and frustrated patients.
How can I improve efficiency in prior authorization tracking?
- Use your EMR system if it has built-in tracking tools.
- Set calendar reminders for follow-ups.
- Create a shared spreadsheet for manual tracking.
- Assign a dedicated team member to oversee prior authorizations.
- Follow a routine schedule for checking and updating authorization statuses.
What’s the best way to track prior authorizations manually?
If you’re not using an EMR for tracking, here are two effective methods:
- File Folder System: Keep a dedicated folder for active prior auths, with printed confirmations and a weekly review schedule.
- Calendar Reminders: Add a follow-up reminder in your calendar 3-5 days after submission to check on status updates.
How can I track prior authorizations digitally if my EMR doesn’t have a built-in system?
- Use Google Sheets or Excel to log all submissions and expected response dates.
- Implement task management software like Trello or Asana to create a workflow for tracking approvals and follow-ups.
- Set automated email or calendar alerts to remind your team about pending authorizations.
What should I do if an insurance company is slow to respond?
- Check their typical response time—some companies take longer than others.
- Call them to check the status if it’s past the expected timeframe.
- Document all attempts to follow up in case you need to escalate the issue.
- If a patient’s treatment is urgent, request an expedited review.
How do I handle expiring prior authorizations?
- Set reminders before expiration dates to renew authorizations as needed.
- Some EMRs can automatically notify you when an authorization is about to expire.
- If you’re tracking manually, mark expiration dates on your spreadsheet or calendar.
What should I do if a prior authorization is denied?
- Review the denial reason—sometimes it’s a simple documentation issue.
- Appeal if necessary and provide additional supporting documentation.
- If possible, call the insurance provider to clarify what’s missing and expedite a resolution.
- Keep track of denials in your tracking system so you can follow up efficiently.
How can I ensure my team stays on top of prior authorization tracking?
- Assign a dedicated staff member to oversee prior authorizations.
- Implement a structured tracking system (EMR, spreadsheets, or manual logs).
- Schedule weekly check-ins to review pending approvals.
- Train staff on best practices for submission and follow-ups.
Can I automate prior authorization tracking?
Yes! Many EMR systems have automated tracking tools that:
- Send alerts when an authorization is approved, denied, or pending.
- Track expiration dates and notify you when a renewal is needed.
- Integrate with referral systems to manage both processes seamlessly.
If your EMR doesn’t have this feature, you can use Google Calendar, spreadsheets, or workflow tools to create your own automation.
What’s the biggest mistake practices make when tracking prior authorizations?
The biggest mistake is not having a system at all. Many practices submit prior auths and then forget to follow up, leading to delays, lost approvals, and last-minute scrambles.
Solution: Use a structured tracking method, whether it’s EMR-based, manual, or a combination of both. Make it part of your routine, so it never gets overlooked.
Final Thoughts
Improving efficiency in prior authorization tracking doesn’t have to be overwhelming. By leveraging technology, creating a structured system, and ensuring consistency, you can reduce delays, improve patient care, and minimize stress for your team.
Every practice has a different system—what works for one might not work for another. So, I’d love to hear from you!
👉 How does your practice track prior authorizations?
👉 What tools or tricks have made the process easier?
Drop a comment or let me know—sharing ideas can help others streamline their workflows too!