So what happens when an Authorization is imported and there is already an Authorization with the same number loaded into the VR Software system?
Adding or Overwriting the Existing Authorization
Here is the prompt that will be displayed when importing an Authorization that already exists:
If you answer 'Yes' to this question, then the existing Authorization will be updated with the information from the new Authorization being imported, and the status will be set to 'Amended':
If you answer 'No' to the question, then you will be asked if you want to Add the Authorization:
If you answer 'Yes', you will have two Authorizations with the same number, and the newly imported Authorization will be set to a status of 'New'.
If there more line items (services) on the Authorization that is being imported, the above process will be repeated.
IMPORTANT! It is strongly recommended that you don't have two Authorizations with the same exact number. It is acceptable to add a letter or other character on the end of the Authorization number to differentiate it from the other Authorization with the same number.
Career Consultant Assignment
Suppose Al Pacino is the Career Consultant that is assigned to Mickey Mouse (this is done on the Consumer Info screen):
Because of this assignment, whenever a new Authorization for Mickey Mouse is imported, Al Pacino will automatically be assigned. But in this case, Mr. Pacino was not available at the time, so Clint Eastwood was assigned as the Career Consultant for Mickey's JRT Authorization (on the Authorizations screen):
So a month later we get an Amended Authorization for Mickey and import it. Because Clint Eastwood was assigned to Mickey, he will remain as the Career Consultant and Al Pacino will not be assigned. Any NEW authorization numbers for Mickey will be assigned to Al.