How to manage Provisional Authorizations (For Administrative Staff)

This guide shows administrative staff how to use ABA Matrix’s Provisional Authorization feature to keep care moving when an official PA number hasn't arrived. It explains creating provisional authorizations so visits and clinical work can be scheduled and completed, converting existing approvals to provisional when allowed, and updating the provisional with the official PA number to enable billing. Follow it to avoid workflow interruptions while ensuring billing only occurs after payer confirmation.

7 steps

Abamatrix

ABA Matrix allows agencies to create and manage **Provisional Authorizations when the official Prior Authorization (PA) number has not yet been received** from the insurance payer. This feature allows agencies to **schedule visits, collect clinical data, and complete sessions** while waiting for the official authorization number. However, sessions associated with a Provisional Authorization **cannot be billed until the PA number has been added**.

1. Create a New Provisional Authorization

1. Open the **client's profile** and navigate to the **Authorizations** section. 2. Click the **+** button to create a new authorization.

- In the Create Authorization window, select **Set As Provisional**. - Complete the required authorization information: - **Procedure**: Select the authorized service. - **Units**: Enter the number of units. - **Start Date**: Select the authorization's start date. - **End Date**: Select the authorization's end date.

The authorization will be saved as Provisional, allowing your agency to begin scheduling and completing sessions while waiting for the official PA number.

Sessions associated with this authorization can be completed, but they **cannot be billed until the official PA number is added**.

2. Change an existing Authorization to Provisional

You can change an existing authorization to provisional as long as there are no associated claims. If any associated claim has progressed, the option to change the authorization to provisional will not be available.

1. Locate the authorization you want to update and click the three dots on the right. 2. Select **Edit Approval**. 3. Check **Set As Provisional**. 4. Save the changes.

3. Add the PA Number to a Provisional Authorization

Once the insurance payer provides the official PA number, you can **update the existing Provisional Authorization** without creating a new authorization.

- Locate the **Provisional Authorization** you want to update. - Click the three dots on the right and select **Edit Approval**. - **Uncheck Set As Provisional**. - Enter the **official authorization number in the PA Number field**. - Save the changes.

Review the authorization details to ensure they match the information approved by the insurance payer.

Once the authorization is no longer provisional and the official PA number has been added, **sessions associated with it can proceed through the regular billing workflow**.

Agencies are responsible for confirming the authorization details and ensuring that services comply with the payer's requirements.