Before navigating the dashboard, you will need to access the system. View Accessing OnBoard.
The home screen for OnBoard is a view of My Dashboard, which will allow you to access all active prior authorization requests (PARs) submitted to your organization, along with drafted, submitted and resolved PARs if you are a designated reviewer. The default view is to My Organization’s PARs, which is used by the workload administrator to assign and monitor the review of PARs. The My Dashboard link in the navigation menu will take you to the home screen.
The My Downloads menu link lets you view documents that were downloaded in the last 24 hours.
Use the My Profile drop-down menu to select either My Account, My Organizations, or Log Out.
Select My Account to add or edit your phone number and manage your notification preferences. Notification preferences alert a user by email or SMS (text message) when a new item has been added to the dashboard. To receive text message notifications, the Phone Type must be set to Mobile. Select Save after any changes are made.
My Organizations will show each organization with which you are associated. The organization's type, name, and start date are listed, as well as your role with the organization.
If you select the link for the name of the organization, additional details will show. In the lower section, you can view your organization's addresses.
Select Log Out to log out of your account.
The dashboard will give you detailed information about the status of all PARs for which you have been designated as a workload administrator, as well as those PARs which you have responded to as a reviewer.
You can sort the columns on the dashboard using the up/down arrows in each column.
You can also filter on some columns by selecting the Filter button in the upper right corner. Select a column from the drop-down list and enter your filter criteria. Some filter options allow you to filter on just a few characters, e.g. Patient. Other fields such as PAR ID, require the full ID.
In addition to filtering your dashboard, you can export the My Organization's PARs or My PARs tab of your dashboard to a .csv file using the Export button. The export will include PARs from all pages of your dashboard.
Prior Auth – My Organization's PARs tab
All PARs requiring review will appear on the My Organization’s PARs tab, for the workload administrator to assign to the requested level of review. The dashboard defaults to sort by Due Date and unassigned so that it is easy to identify PARs that are due and haven’t been assigned for review. The PAR row will be bold for new PARs or if the status of a PAR has changed since the last time you logged in.
- PAR ID – link to detailed information on submitted PARs
- Type – the type of PAR that was submitted
- Due Date – the date the payer needs to respond to the PAR
- PAR Status – shows the level of review and the latest status. Examples of PAR Status on the My Organization’s PARs tab:
- L1 – Requested
- L1 – Denied
- L2 – Requested
- L2 – Granted in Part
- L3 – Review Requested
- L3 – Review Rejected
- L3 Review – No Response
- RFI – blank by default. If additional information is requested from the health care provider, this column will show Sent. When the provider responds, the column will show Rec’d.
- Assigned Organization – will show the organization’s name that has been assigned to respond to the PAR request
- Assigned User – will show the Level 1 or Level 2 reviewer that has been assigned a PAR review.
- Current Activity – will update when the PAR status changes.
- PAR Status Date – the date the PAR entered its current status.
- Medication – If the PAR type is medication, this column will show the medication name and strength, if applicable. For all other PAR types, this column will be blank.
Opening a PAR
Selecting the link for the PAR ID will open a PAR Details page.
Assigning a PAR
Information on how to assign a PAR can be found on the Workload Administrator: Assigning PARs page.
Prior Auth - PAR Search Tab
Workload administrators also have a "PAR Search" tab. This tab is where workload administrators can search the system for:
- All Inflight PARs – Search results will return up to 10,000 of the most recent inflight PAR records with PAR statuses updated in the last 30 days. This includes any PAR that:
- needs a response,
- has been responded to,
- has been assigned by that workload administrator, or
- may require response in the future* and is currently navigating the PAR process.
- All Closed PARs - Search results will return up to 10,000 PAR records that were responded to or assigned by that workload administrator and have completed the PAR process with a closed status in the last 30 days.
- Custom PAR Search – Allows the selection of specific criteria to retrieve desired results for any PAR the workload administrator needs to respond to, has assigned, has responded to, or may require response in the future.*
The search results will be displayed beneath the search criteria.
- To view details of a PAR, select the PAR ID link in the corresponding row.
- Select the Export button to download a .CSV file of the search results.
*An example of a situation that may require a workload administrator response in the future is when a workload administrator is only responsible for assigning an organization's Level 2 PARs. The workload administrator will see PAR records that are currently in Level 1 review but will not need to act on them until the PARs move to a Level 2 review status.
If a workload administrator is also a Level 1 or Level 2 reviewer for an organization for which they are not a workload administrator, search results will only display PARs for organizations where they have a workload administrator role.
For example, PAR Search results for the user below will display only Medication, DME, and MTG/Non-MTG PARs for A Insurance Group and C Group because this user holds the role of a workload administrator for those PAR types submitted to these organizations. The PAR Search results will not display any PARs for P INSURANCE COMPANY because this user is only a Medication Level 1 Reviewer for that organization.
Searching for PARs
To search all inflight PARs, select the option for All Inflight PARs and then select Search.
To search all closed PARs, select the option for All Closed PARs and then select Search.
PARs that were responded to or assigned by the workload administrator and have been closed in the last 30 days will display.
Custom PAR Search allows the workload administrator to narrow search results by entering specific search criteria.
Searches can be done by entering data in one or more fields for: PAR ID, PAR Type, PAR status, Patient Last Name, WCB Case Number, Claim Admin Claim Number, Insurer ID, or Provider Name.
Searches can also be done for PARs submitted during a specific date range, or for PARs with a status date within a specific date range.
If a search result contains over 10,000 records, the system will not show results. You will be prompted to enter more specific search criteria to narrow the results.
Workload Administrators Who Are Also Designated Reviewers
Prior Auth – My PARs Tab
Workload administrators who have a reviewer role will also have a “My PARs” tab. All PARs assigned to the workload administrator for review will appear on this tab.
Prior Auth – Resolved Tab
The Resolved tab is a list of PARs the workload administrator has responded to from the My PARs tab. These are PARs that have received a final decision from the payer and cannot be escalated by the health care provider, or have received a decision from the Board’s Medical Director’s Office.
For example, the PAR was granted, or denied and the time to escalate by the health care provider has passed.
It is recommended that you check your Resolved tab daily for final PAR decisions.
Examples of PAR Status on the Resolved tab:
- L1 Granted – Final
- L1 Denied – Final
- L2 Granted in Part – Final
- L2 Denied – Final
- Denied – IME Related
- Grant After Deny
- L3 Granted – Final
- L3 Denied – Final
- OOTC Issued – Granted
Draft eForms Tab
The Draft eForms tab will display any PAR assigned to the workload administrator that has a saved drafted response which has not yet been submitted. Select the Draft eForm Name link to open and complete the draft. Drafted eForms will be automatically removed from the system after 30 days if they are not submitted.
Select the Actions button in the corresponding eForm row to discard the draft.
Submitted eForms Tab
The Submitted eForms tab will display all submitted PAR responses that were assigned to the workload administrator.
You can print or download a copy by selecting the Actions button in the corresponding row. To view the document generated by the eForm submission, select the link from the eForm Document column.
PAR IDs are links in your dashboard to the PAR Details page where you can view all details associated with that PAR.
Selecting from the list of links on the PAR Details page will allow you to jump quickly to a specific section of the page.
Patient and Claim Details
Related Entities and Users will provide the health care provider, payer, and claimant information associated to that PAR. On the Health Care Provider tab, select the Health Care Provider link to go to the health care provider’s information page.
On the Payer tab, select the Claim Sender link to go to that organization’s information page.
In the Associated Users section, you will be able to see all users within your organization that have access to the PAR, along with their roles. The Actions button will allow you to add an associated user with the same role to allow them to access the PAR.
Request Details will provide all request and response information for that PAR. The example below shows a Durable Medical Equipment PAR that was denied from the Level 1 and Level 2 reviewer, the reviewers’ names, and the date and time for each submitted review.
Further information about each review response can be seen by expanding the blue highlighted sections of Additional Request Details, Level 1 Insurer Response Details, and Level 2 Insurer Response Details.
At the bottom of this section, Additional PAR Details can also be expanded for more information.
The Medical Necessity section will show the statement of medical necessity entered in the text field during a PAR submission. If a statement of medical necessity is attached instead of entered on the eForm, this section will be blank. To see the attached statement of medical necessity, go to the Documents section.
The Documents section will update with new generated eForms created during the PAR process. Documents the provider may attach when submitting a PAR, or responding to a request for information from the claim administrator, will appear in this list, along with any documents attached by the claim administrator throughout the review process.
Related PARs will show any PAR that has been submitted on the same claim.
Correspondence History will show correspondence between the provider and the claim administrator when there is a request for additional information. The Comments column will show the details of the request. To view the full text, hover your mouse over the response text until a box with the full request details appears.
After a response from the health care provider is submitted, the Correspondence History section will update. The Activity column will show a Provider Response Submitted link. Select the link to show the response, which will include links to any documents that were attached to the response.
If documents are attached, the checkbox in the Supporting Attachment column will be checked and the documents will also appear in the Documents section.
Related Activity will display all of the various activity conducted on a PAR request. This section will be updated with completed items or action items that are ready for review.