---
title: How to Add Prior Authorization to a Patient's Chart?
description: How to Add Prior Authorization to a Patient's Chart?
---

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October 6, 2026

# How to Add Prior Authorization to a Patient's Chart?

## A step-by-step guide on how to add prior authorization in a patient's chart from Authorizations tab.

Authorizations are saved under a specific patient insurance, so the number only applies to claims billed to that insurance.

**Steps**

1. Open the patient chart and go to **Authorizations**.
   
   ![](https://knowledge.populateemr.com/hs-fs/hubfs/image-png-Oct-06-2026-08-20-09-1894-AM.png?width=670&height=363&name=image-png-Oct-06-2026-08-20-09-1894-AM.png)
2. Click **+Add Authorization** from the bottom navigation panel to get started.
3. Once the dialog box appears, enter the **Authorization number**, the **insurance** it belongs to followed by the **Effective dates**. 
   
   ![](https://knowledge.populateemr.com/hs-fs/hubfs/image-png-Oct-06-2026-08-26-23-2285-AM.png?width=670&height=354&name=image-png-Oct-06-2026-08-26-23-2285-AM.png)
4. Choose the type:
5. **Visits**: enter the number of **approved visits**. Visits authorizations apply to any CPT code.
   
   ![](https://knowledge.populateemr.com/hs-fs/hubfs/image-png-Oct-06-2026-08-29-21-0677-AM.png?width=1917&height=1026&name=image-png-Oct-06-2026-08-29-21-0677-AM.png)
6. **Units**: add one allowance per CPT code, with approved units for each. Each CPT code can appear only once.
   
   ![](https://knowledge.populateemr.com/hs-fs/hubfs/image-png-Oct-06-2026-08-36-25-3512-AM.png?width=1917&height=1026&name=image-png-Oct-06-2026-08-36-25-3512-AM.png)
7. If some of the authorization was used outside Populate, enter it in **Already Used**.
   
   ![](https://knowledge.populateemr.com/hs-fs/hubfs/image-png-Oct-06-2026-08-37-11-8170-AM.png?width=1917&height=1017&name=image-png-Oct-06-2026-08-37-11-8170-AM.png)
8. Add notes if needed, then click **Create**.

**Same number for visits and units**

If the payer approved both visits and units under one number, create two authorizations with the same number on the same insurance: one Visits and one Units. Populate shows them as one choice on the claim and keeps their totals separate.

![](https://knowledge.populateemr.com/hs-fs/hubfs/image-png-Oct-06-2026-09-10-04-7474-AM.png?width=1917&height=1026&name=image-png-Oct-06-2026-09-10-04-7474-AM.png)

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