Quick Start (For Users)

Approved Admissions allows you to perform ad-hoc or scheduled eligibility verifications. 

1. How to Login and/or Reset Password
   
   Approved Admissions online portal is accessible via the following URL: https://portal.approvedadmissions.com
   
   Your designated Approved Admissions administrator will need to create login credentials for you. Once credentials are created, you will receive a welcome email and will have the ability to create a new password.
   
   When you login into the portal, in most cases, your email address is your username. If you don’t receive a welcome email (sometimes it gets caught in spam filters), you can create a password via forgot password link https://portal.approvedadmissions.com/Account/ForgotPassword
   
   Note: If the link in your welcome email has expired, you can use the Forgot Password link to request a new one.
   
   
2. How to run a manual one-time verification?
   
   After logging in, click on the Manual Requests tab and the blue “New Request” button. Check the type of payer you want to query and fill out the rest of the input boxes on the screen.
   
   Typically, within 10-20 seconds, verification results will be displayed on the screen.
   
   
   Please pay attention to the required fields for the selected payer. Some payers only require the policy or Medicaid number, and some require first and last name, DOB, and SSN or policy number. This will be indicated in red on the right side of the screen.
   
   
3. How does Approved Admissions compare and notify us when coverage information changes?
   
   When an organization signs up for coverage tracking, we set up a census feed that updates our system daily with all changes in the patient roster. Any time a patient is added to the feed, we take a baseline verification. That initial verification will not trigger any change notifications, but going forward we will compare each consecutive verification to the prior verification on file.
   
   When we detect a change, it will trigger a notification (an email or an API update) for users on the weekly notification list. When the administrator creates a new user, a separate checkbox needs to be selected if this user should receive weekly change notifications.
   
   If you receive change notifications via email, an email similar to the one below will be sent:
   
   
   Note: Each email notification will be accompanied by an Excel spreadsheet. It's very important to review the attached Excel file. It may contain any issues or errors that might require your action. If verification was not successfully processed, we cannot track any changes for that patient.
   
   
4. How often are emails sent out?
   
   Typically, emails are sent out 2x per week on Monday or Thursday (in some cases, you might be on a different schedule, for example, 2x per month or the 5th and 25th).
   
   
   
5. Provider Credentials
   
   Depending on the state of your facility, certain states will require provider login information to be entered into Approved Admissions. If your facility is in the state of NJ, PA, RI, MD or DC please review this FAQ: https://support.approvedadmissions.com/support/solutions/articles/26000023477-how-to-enter-nj-credentials
   
   
6. How can I export or view the latest verification results?

   
   

   After logging in, you will see the Batch Requests tab on the left. If you don’t see this section, please contact your designated Approved Admissions administrator to request access (your permission will need to be adjusted).

   
   

   On the Batch Request screens you will see all manual batches uploaded and batches set up for automatic verification. You can click on the latest verification results under the Medicare or Medicaid column, and that will take you to the next page, where all results can be seen. From there, you can export results to Excel or csv.

   
   

    

   
   

   To manually upload a custom batch, please review this FAQ for the exact format that Approved Admissions will accept: https://support.approvedadmissions.com/support/solutions/articles/26000016401-batch-file-import

   
   

   For additional information how to review the batch results screen, please navigate to this FAQ: https://support.approvedadmissions.com/support/solutions/articles/26000023021-how-to-review-batch-verification-results