Downloading and Uploading Wellsky Authorizations
A daily upload your authorizations from Wellsky is highly recommended in order to ensure client authorizations in SpokeChoice match any changes made by FOCUS. This is done by logging into your account within Wellsky and exporting an Excel file. You will then upload/import that file into SpokeChoice.
Follow the directions below to upload/import your Wellsky Authorization file.
Once logged into Wellsky start with your top level provider ID (the one without a dash). You should see the following tabs
Select the authorizations tab.
Note: You should make sure you are at the top level of your provider numbers. If you are not you will be limited to only authorizations at a single location.
After selecting the Authorization tab you should see this link at the top left of the screen
Note: Wellsky is older software that requires pop-ups. You need to allow pop-ups so you can proceed to the next step. If you are not familiar with this please seek support from Wellsky or DDD
Next select a from and to date. You should go back ONE YEAR from todays date and the end date should be 1 year "forward" from todays date. This will ensure you get all authorizations including the closed or historical ones. Then view the report (top right).
Once you see the results choose the Floppy Image and choose Excel as an output. SpokeChoice only supports the Excel file format for this file.
Note: The floppy disk icon went out with software in the 90's, so you might not be familiar with it. Don't let that scare ya ;)
Once you have downloading your Wellsky Authorization file log into Spokechoice and import that file.
Navigate to Home Care>Health Plans>Client Authorizations and press the Browse button in the Wellsky Upload box.
Note: A mistake some people make is to use the MCO upload. DO NOT use that. That requires an authorization file used for insurance authorizations.
You should be able to refresh a member and see authorizations. The Last Updated Date column in the grid should be today's date.
What to check when things go wrong.
This article will help you if are having problems with authorizations where you see them in FOCUS and they are not in SpokeChoice. Commonly heard as "not synchronizing with SpokeChoice", there are only two potential reasons for this.
1. The Authorizations are not in the Wellsky Excel file.
If authorizations did not upload first ensure you can see authorizations in the Wellsky file and you have gone back a year when exporting the authorization file. Also, the wrong Medicaid (AHCCCS ID) on the members policy can affect the importing the authorization.
Open up the excel file and see if the authorization you are trying to bill against is in the file. Make sure and check the authorization desired from and to dates are found in the authorization file. If they are moved to the second reason. If they are not you have a problem with FOCUS/Wellsky. This is a common problem for some reason and one only DDD and/or Wellsky can fix.
2. The Assist or Medicaid ID is not assigned or incorrect in SpokeChoice.
On the client's payers policy you must have a DDD Assist and Medicaid ID that matches that within the Wellsky file. If it is incorrect then it will not attach to the client properly. Make sure that it accurate in both SpokeChoice and the Wellsky Authorization Excel file.
3. Providers say they are unable to clock-in to a client visit or that they do not have any authorizations.
Check to make sure that SpokeChoice definitely has authorizations for a few random clients. If you do not see any it is likely the Wellsky file was blank or the wrong format. Read in the Wellsky authorization file and verify you now have authorizations.