Tracking RFAs (Requests for Authorization)
Step 1 — Find the RFAs section on the injury
Open an injury and scroll to the RFAs section (a clipboard icon, with a count of how many RFAs are on the claim). Each RFA row shows the requested code(s), a color-coded status badge (No Response / Approved / Partial / Denied), the date requested, and — once the claims administrator responds — the date responded, plus any note you added.
Step 2 — Add an RFA
Click Add RFA. Enter the authorization Code(s), comma-separated (at least one is required), and the Date Requested (defaults to today). Set the Status — it starts at No Response. If the claims administrator has already responded, change the status to Approved, Partial, or Denied and set the Date Responded; the response date only applies once they've responded. Add an optional note for context, then save.
Step 3 — Edit or remove an RFA
When the claims administrator responds later, click the pencil on the RFA to update its status and add the response date — the same form, pre-filled. To remove one, click the trash and confirm. RFAs are sorted newest-requested first, so the most recent authorization activity is always on top.
Step 4 — Read the RFA Count card
In the injury's right rail, the RFA Count card rolls the whole claim up: the total, then No Response, Approved, and Denied. Partial approvals count toward Approved (some authorization was granted). The card is the at-a-glance answer to 'what's still pending authorization on this claim?' — so an outstanding No Response count tells you which requests to chase before the related bills stall.
An RFA — Request for Authorization — is how a provider asks the claims administrator to authorize treatment on a claim. Mindbill tracks them right on the injury page: a list of every RFA filed on the claim with its codes and status, plus an RFA Count card that breaks the claim down into No Response / Approved / Denied. Tracking RFAs on the injury keeps the authorization picture next to the bills they support, so you know what's been approved before you bill it. Note: this is a treating-provider feature. RFAs don't apply to a med-legal QME evaluator, so this tutorial is hidden from the Spectrum org's Help index (it stays reachable by direct URL for every org).