Service Authorizations

Track authorized service units versus used units for each individual across Regional Center, Medicaid waiver, and MCO authorizations.

Service Authorizations is where you record every approved authorization for every individual you support, then watch authorized units drain as services are delivered. It replaces the spreadsheet most providers use to track "how many hours are left on this auth" and turns the answer into a live number with an expiration alert attached.

What the feature does

For each authorization you enter, CareHub tracks:

  • The individual and the funding source (waiver program or Regional Center)
  • The service type and authorization number
  • The payer
  • Authorized units, unit type (hours, visits, or days), and the start and end dates
  • Used units - editable inline as services are delivered
  • Remaining units, percent used, and a progress bar - all computed automatically
  • A status badge that updates on its own: Active, Pending, Expired, Exhausted, Cancelled, or "Expires in N days" when the end date is within 30 days

Everything is grouped by individual so you can see every authorization a person has on one card.

State-aware dropdowns

The dropdowns adapt to your organization's state. You don't see Texas options in a California account and vice-versa. CareHub currently ships state-specific option sets for nine states. Every state list ends with Other so anything we haven't enumerated still gets tracked - just type the detail in the notes field.

California (Regional Center / DDS)

  • Waiver programs: Regional Center, SDP, HCBS-DD
  • Payers: Regional Center, Medi-Cal, Private Pay
  • Service types (common Regional Center service codes): Supported Living Services (055), Community Integration Training (475), Respite - Out of Home (510), Independent Living Skills (520), Adult Day Program (605), Behavior Intervention (620), In-Home Respite (862), Adaptive Skills Trainer (896), Supported Employment

Texas (HHSC)

  • Waiver programs: CLASS, DBMD, HCS, TxHmL
  • Payers: Molina, UnitedHealthcare Community Plan, Amerigroup
  • Service types: Habilitation, Day Habilitation, Respite, CDS, Supported Employment, Intervener, Orientation & Mobility, Behavioral Support

Virginia (DBHDS / DMAS)

  • Waiver programs: DD Waiver, CL Waiver, FIS Waiver
  • Payers: DMAS, Anthem HealthKeepers Plus, Molina Complete Care
  • Service types: Habilitation, Day Habilitation, Respite, Supported Employment, Behavioral Support

Georgia (DBHDD)

  • Waiver programs: NOW, COMP
  • Payers: DBHDD, Amerigroup, CareSource, Peach State Health Plan, Wellcare
  • Service types: Community Living Support, Community Access - Group, Community Access - Individual, Respite, Supported Employment, Behavioral Support, Natural Support Training, Prevocational, Transportation

Maryland (DDA)

  • Waiver programs: Community Pathways, Community Supports, Family Supports
  • Payers: DDA, Maryland Medicaid
  • Service types: Personal Supports, Community Development Services, Day Habilitation, Supported Employment, Respite, Behavioral Support, Nursing Services

North Carolina (DHHS / Tailored Plans)

  • Waiver programs: Innovations Waiver, TBI Waiver
  • Payers: Alliance Health, Partners Health Management, Trillium Health Resources, Vaya Health, NC Medicaid Direct
  • Service types: Community Living and Supports, Community Networking, Day Supports, Residential Habilitation, Respite, Supported Employment, In-Home Skill Building

Ohio (DODD)

  • Waiver programs: Individual Options (IO), Level One (L1), SELF
  • Payers: DODD, County Board of DD, Ohio Medicaid
  • Service types: Homemaker/Personal Care, Adult Day Support, Vocational Habilitation, Supported Employment - Community, Supported Employment - Enclave, Non-Medical Transportation, Respite, Behavioral Support, Nursing Services

Pennsylvania (ODP)

  • Waiver programs: Consolidated Waiver, P/FDS Waiver, Community Living Waiver, Adult Autism Waiver
  • Payers: ODP, PA Medicaid
  • Service types: Residential Habilitation, Community Participation Support, In-Home and Community Support, Supported Employment, Respite, Behavioral Support, Companion

West Virginia (DHHR / BMS)

  • Waiver programs: I/DD Waiver, TBI Waiver
  • Payers: BMS, WV DHHR, Aetna Better Health, UniCare
  • Service types: Day Habilitation, Residential Habilitation, Supported Employment, Respite, Behavioral Support, Environmental Modifications, Transportation

Missing your state or a specific code?

Email support and we'll add it. The tracking engine - authorized units, used units, status, expiration alerts - works the same regardless of which program label you pick. You can always choose Other and describe the authorization in the notes field while we add the official option.

Adding an authorization

  1. Go to DSP → Service Authorizations from the left nav.
  2. Click Add Authorization in the top right.
  3. Select the individual, waiver program, and service type.
  4. Enter the auth number (optional but highly recommended - it shows up on the card for reference).
  5. Pick the payer.
  6. Enter authorized units, used units (if you're mid-authorization when adding), and the unit type.
  7. Enter the start and end dates.
  8. Leave status as Active, or set Pending if the authorization hasn't started yet.
  9. Add notes if the authorization has any quirks (e.g. "may be increased at next annual review").
  10. Click Add Authorization.

The new card shows up immediately grouped under the individual's name.

Updating used units

As services are delivered, update the used units on the authorization row:

  1. Find the authorization card for the individual.
  2. Click Update Units Used.
  3. Enter the new total of units used to date - not the increment. If 40 hours were used and you delivered 2 more, enter 42.
  4. Click Save.

The progress bar, remaining units, and percent used all recalculate. Once used units reach or exceed authorized units, the status automatically flips to Exhausted.

Status badges and what they mean

BadgeWhat it means
Active (green)Authorization is in effect and has units remaining.
Expires in N days (yellow)Active, but the end date is within 30 days. Start the renewal process.
Pending (blue)Authorization is approved but hasn't started yet.
Expired (red)End date has passed. Any services delivered after this date are not authorized.
Exhausted (red)All authorized units have been used. Any further services are not authorized.
Cancelled (gray)Authorization was voided before it was used up.

The Expired and Expires-in-N-days states are computed automatically from the end date - you don't need to manually flip a status.

Filtering

At the top of the page, two filters let you zoom in:

  • Individual - show authorizations for one person.
  • Waiver Program / Funding Source - show only Regional Center, only HCS, etc.

Both filters can be combined. The default view shows everything for every individual in your organization.

Who can see this page

Service Authorizations is a management-level feature. The following roles have access:

  • License Admin
  • License Business
  • Program Manager
  • Provider Admin
  • Consultant
  • Auditor

DSPs and other direct-care roles cannot view or edit authorizations.

Best practices

  • Enter authorizations the day you receive them. Pending status handles the gap between approval and start date.
  • Update used units weekly at minimum. Monthly leads to surprise exhaustions.
  • Use the auth number field consistently. It's the single piece of data your funding source will ask about when there's a question.
  • Watch the 30-day expiration window. The yellow badge is your reminder to start the renewal paperwork.
  • Close out expired authorizations by leaving them in the system - the historical record matters for audits and reconciliation.

Common questions

Does this handle billing or claims? No. Service Authorizations tracks units. Billing is separate - this module tells you what's authorized and what's been used so you don't overdeliver.

Can I import authorizations in bulk? Not yet. Authorizations are entered one at a time. If you have more than 50 to load, contact support and we can bulk-import from a CSV.

What happens to the authorization record when someone is archived? The authorization stays in place but won't appear in the default view once the individual is archived.

Can two authorizations exist for the same service type and individual? Yes. Many individuals have overlapping or sequential authorizations. Each is tracked independently.