Yes! You can use AI to fill out Patient Encounter and Authorization Tracking Form

Users sometimes check boxes in multiple case type sections, such as both 'WC' (Worker's Compensation) and 'PI' (Personal Injury), for a single visit. This is a critical error as billing, authorization, and legal requirements are completely different for each case type, leading to claim rejections and significant payment delays. To avoid this, always verify the primary case type from the patient's chart and ensure only one category is selected.

A common mistake is entering a date for a service request (e.g., 'Rx Date' for Surgery or MRI) but failing to check either the 'Authorized' or 'Denied' box. This leaves the status of the request unclear, forcing staff to waste time investigating and potentially delaying patient care or leading to non-reimbursable services being performed. Always complete the row by marking the final authorization status as soon as it is known.

Staff may enter generic terms like 'back' or 'arm' in the 'Body Part(s)' fields instead of the specific, authorized terminology like 'Lumbar Spine' or 'Left Shoulder'. Since authorizations, especially in WC cases, are tied to exact body parts, this vagueness can cause immediate claim denials for any related treatment or diagnostic test. Always use the precise language found in the official authorization documents.

The form contains several fields that depend on a previous selection, such as entering a 'Last Seen' date only if 'Follow-Up' is checked. Users often make the initial selection but forget to provide the associated detail, leaving the record incomplete and lacking important context. AI-powered form filling tools like Instafill.ai can prevent this by automatically prompting for dependent information based on checkbox selections.

For Physical Therapy, Chiro, or Acupuncture, the '# of Visits Comp.' field is frequently left blank or not updated after each session. This makes it impossible to accurately track remaining authorized visits, risking the provision of unapproved services that will not be reimbursed. This field must be diligently updated at every relevant appointment to maintain accurate utilization records.

When medical records are requested, users may check the 'Status' box next to 'Med Recs in File' but forget to write what the actual status is (e.g., 'Pending', 'Received 10/26', 'Faxed request'). This makes the checkbox useless and requires the next person to re-investigate the status of the request, causing redundant work. The text field should always be filled with a concise, dated update to ensure clarity.

In the 'PVT' (Private) insurance section, a user might check the 'Other' box but leave the corresponding line blank. This fails to identify the actual payer, making the entry useless for billing and eligibility verification staff who then have to look up the information elsewhere. To prevent this, the specification line must be treated as a mandatory field whenever 'Other' is selected.

The 'Form Completed by' field is crucial for accountability but is often left blank in a busy office environment. Without this information, it becomes difficult or impossible to ask clarifying questions about entries or correct errors, especially during an audit. A strict office policy should require every user to enter their name or initials upon completing the form.

Users may accidentally enter dates in a non-chronological order, such as a 'Date of Sx' (surgery) that occurs before the 'Date Submitted for Authorization'. Such logical errors undermine the integrity of the entire record and can cause significant problems during legal reviews or claim audits. Always double-check that dates follow a logical progression of events. Since this form is a non-fillable PDF, a tool like Instafill.ai can convert it to a smart, fillable version that can validate date sequences to prevent these errors.

A user might check 'Initial Dictation Complete: Yes' but also 'Report in File: No' without providing any context in the notes. This creates confusion as to whether the report is pending transcription, has been lost, or is simply delayed, which is critical information for both medical and legal continuity. If a report is not in the file after dictation is complete, a brief note explaining the status (e.g., 'At transcription') is essential.