Breadcrumb: BCBA › Authorizations
Monitor authorization use across your learners
See at a glance which of your learners are running out of authorized hours, near the end of an authorization or receiving therapy without one, and what each warning tag means.
Opening each learner's authorizations one by one takes time. The Authorizations page puts them side by side: one row per learner, with the time left, how much is used, the next end date and warning tags, the most urgent first. From a row you go straight to that learner's authorizations to act on it.
Before you start
- You work in the web app. Select Authorizations in the top menu.
- The page lists your active learners that have at least one authorization that is not cancelled. Org owners see every learner of the clinic.
- If your clinic's subscription is suspended, the web app takes you to the billing page instead.
Read the overview
Authorizations overview shows one row per learner:
| Column | What it shows |
|---|---|
| Learner | The learner's name |
| Remaining | Time left across the learner's current authorizations. A minus sign means more was delivered than approved |
| Utilization | The share of the approved time already used. It can go above 100% |
| Next expiry | The nearest end date of an authorization that has not ended yet |
| Unauthorized (last 90 days) | Time delivered in the last 90 days on days no authorization covered |
| Indicators | The warning tags below |
The rows start with the most urgent learners, then the soonest end date. Select the Learner, Utilization, Next expiry or Indicators header to sort by that column instead; the list shows 25 learners per page.
What the tags mean
| Tag | Meaning |
|---|---|
| Exhausted | All the approved time is used |
| Nearly full | 80% or more of the approved time is used |
| Expiring soon | The authorization ends within 30 days |
| No renewal on file | It ends within 30 days and no later authorization continues it |
| Projected over-run | The time used plus the sessions already scheduled go over the approved time |
| Behind pace | Past the middle of the period, the learner is on track to use less than 80% of the approved time |
| Hours at risk | It ends within 30 days with approved hours that are likely to go unused |
A learner can carry several tags, from different authorizations.
Act on a learner
Select a row. The learner's page opens on the Authorizations tab, where the Live utilization cards show the same figures per authorization: see Manage a learner's authorizations.
To come back, use the browser's back button. The overview opens again at the top, in its default order.
What happens next
- The overview loads once when you open it. To see new numbers, reload the page.
- You do not have to check it every day: each night ABACare sends you and every org owner a notification when an authorization needs attention, and your Needs Attention list shows the most urgent ones. See Work the Needs Attention list.
- If a learner's numbers cannot be worked out, their row is left out. If every row fails, the page shows No tracked learners as if there were none.
- To keep a copy, open Reports, pick Authorization Utilization and select Download Excel. The workbook shows the numbers as they stand at that moment.