How to Track an IBD Prior Authorization Without Losing the Details

Start one record for the request

Use one page, note, or browser-only worksheet for a single prior authorization request. Give it a clear label so it is easy to recognize later, such as the service, request, or coverage item named in the paperwork.

• The insurance company or plan name
• The provider office or organization handling the request
• The date the request was submitted, if you have it
• Any reference, case, or confirmation number
• The current status exactly as it was communicated

Keep each update attached to a date

A short dated timeline makes it easier to see what has already happened and what is still waiting. Record the date, who provided the update, the reference number if one was given, and the next administrative step that was described.

Write down the wording you were given rather than translating it into a conclusion. If something is unclear, mark it as a question for the plan or provider office instead of guessing.

Separate facts, documents, and follow-ups

Keep notices and letters with the same record, and note where the original is stored. A quick document list can prevent duplicate calls when you need to find the request date, a notice, or an earlier reference number.

• Date and source of each notice or letter
• Reference number connected to that notice
• Whether a copy is saved and where you keep it
• The next follow-up date or a question to ask

Use the record to prepare for the next call

Before calling, have the latest date, reference number, and open question in front of you. During the call, add the representative name or department, the outcome, and any next step they state. This is organization only: the plan and your provider office remain the sources for process-specific information.