Overview
CareSmartz360 supports enhanced authorization and payer status management, giving agencies greater control and visibility when services should not be scheduled or billed.
You can place client authorizations into Hold or Pending statuses (in addition to Active and Inactive), add notes, and view status history.
What’s New
Supported Statuses
Both Client Authorizations and Client–Payer Associations now support the following statuses:
Active – Eligible for scheduling and billing
Hold – Temporarily not eligible for scheduling or billing
Pending – Awaiting approval or documentation; not eligible for scheduling or billing
Inactive – No longer valid or in use
Only Active records can be used for new schedules.
How Statuses Affect Scheduling & Billing
When an authorization is changed to Hold, Pending, or Inactive:
It is automatically de‑linked from all unbilled schedule events
New schedules cannot be created using that authorization
Existing rules still apply:
If billed or partially billed schedules exist, the system will block conflicting status changes
Scheduling selection will only consider authorizations with Status = Active
This ensures services are never scheduled or billed against an authorization that should not be used.
Updating Authorization Status
Where to Update
Authorization list view
Authorization detail page or flyout
How It Works
Open the authorization record
Use the Status dropdown to select:
Active
Hold
Pending
Inactive
When changing away from Active:
Notes are required
Save your changes
Authorization Status History
Each authorization now includes a Status History section that records every change.
The history shows:
Previous status
New status
Effective date
End date (if applicable)
Notes
Changed by
Change timestamp
The most recent change appears at the top, providing a clear audit trail.
Authorization Lists & Filters
Authorization lists now provide better visibility and filtering.
Enhancements Include:
Status badge on each authorization (Active, Hold, Pending, Inactive)
Status filter options:
Active
Hold
Pending
Inactive
All
This makes it easier to quickly identify authorizations that require follow‑up.
Reporting: Authorization Details with Status
Note: Full reporting enhancements will be expanded in a later phase.
For now, an SSRS report is available:
Report Name: Authorization Details with Status
What the Report Includes
Client name
Payer name
Authorization ID
Record type (Authorization or Payer Association)
Current status
Effective date
End date
Notes
Last changed by
Last changed date
Filters Available
Office/location
Status (multi‑select)
Client name
Date range
Start date
End date
The report can be exported to CSV or Excel for further analysis.
Backward Compatibility
This release maintains compatibility with existing workflows:
IsActive = true only when Status = Active
Hold, Pending, and Inactive are treated as non‑active
Legacy modules and integrations continue to work without changes
Best Practices
Use Hold for temporary pauses where services should resume later
Use Pending when waiting on payer approval or documentation
Always add notes to provide context for future reference
Review the No Active Auth count regularly to prevent service gaps or billing issues