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AI agent for psychologists

Insurance Authorization Tracker Agent

No session delivered without a valid authorization

AdministrationMonitoringScience and researchHealthcareOperations
See how it worksGet access
Insurance Authorization Tracker Agent: what goes in, what the agent does and what you get

What it does

Insurers often authorize a set number of sessions within a date range, and running past either limit means unpaid sessions. This agent tracks each client's authorization: sessions used, sessions left and end date. When a client nears the limit, it gathers what the insurer needs for reauthorization, such as diagnosis, progress measures and the treatment plan, and drafts the request. It then checks the draft against the insurer's form. If anything is missing, it gathers it before showing you the request. You review and submit it. The agent tracks the insurer's response and updates the record with the new session count and dates. If no response arrives in the expected time, it reminds you to follow up. Edge case: a session scheduled after the authorization end date is flagged before it happens.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedNo 1 STARTS WHEN Daily check 2 USES A TOOL Compare sessions used with authorizations 3 DOES Flag clients near limits 4 DOES Draft reauthorization requests 5 CHECKS THE RESULT Is each request complete for the insurer? If not: gather missing information. Back to step 4. 6 YOU APPROVE Psychologist reviews and submits 7 RESULT Authorization updated
Read the steps as a list
  1. Daily check
  2. Compare sessions used with authorizations
  3. Flag clients near limits
  4. Draft reauthorization requests
  5. Is each request complete for the insurer?If not: gather missing information. Back to step 4.
  6. Psychologist reviews and submitsThe agent waits here for your OK.
  7. Authorization updated

How it decides

It flags clients within the set number of sessions or days of their limit.

  • Flag sessions after end dates
  • Start requests before limits
  • Check insurer forms

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Sessions left that trigger a request (default 3)
  • Insurer forms
  • Reminder timing
  • Status report format

What keeps you in control

It always asks you first

  • Submitting requests

Hard limits

  • Never submits clinical information without approval
  • Shares only the minimum needed

It stops when

  • Done: authorization approved
  • Stop: request denied; tell the psychologist

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn July 10 a client had 2 of 20 authorized sessions left, with the authorization ending August 1. The agent drafted a reauthorization request with diagnosis, progress scores and the updated plan. Its completeness check found the insurer's form now required a functional impairment rating. It went back, pulled the latest rating from the intake update and added it. The psychologist reviewed and submitted the request, and 12 more sessions were approved.

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