Understanding the Therapy Authorization Process: What Parents Need to Know

Click here to download our Authorization Cycle guide!

At Therapy Trails, we know navigating insurance and paperwork can feel overwhelming—especially when all you want is to get your child the care they need. One of the most important parts of that journey is insurance authorization. Let’s break it down so you know what to expect, and how we can work together to keep your child’s therapy on track.

💡 What Is Authorization?

Authorization is the official “green light” from your insurance company that allows therapy sessions to take place. It typically comes with a date range or a specific number of approved visits. Think of it as a permission slip from your insurance provider!

📝 Most evaluations do not require authorization, but therapy sessions following that evaluation usually do.

⏱ The Authorization Cycle: Step-by-Step

Here’s what happens after your child’s initial evaluation:

1. Complete Initial Evaluation
   Your child is evaluated to determine their therapy needs.

2. Send Plan of Care to Your Child’s Doctor
   We prepare a treatment plan and send it to your pediatrician for signature.

3. Receive Signed Plan of Care Back
   Once the signed plan returns, we move forward.

4. Gather Required Documents for Authorization
   These may include:

   • IEP, IFSP, or Intent to Homeschool

   • Recent hearing screening

   • Consent for Services (from your intake paperwork)

5. Submit Everything to Insurance
   When all pieces are in place, we send the request to your insurance company.

6. Receive Authorization (or Denial)
   This can take 2–4 weeks, depending on how quickly we get the documents from you, your doctor, and our team.

7. Schedule Ongoing Therapy
   Once approved, we schedule visits based on the insurance authorization.

8. Re-Evaluate Before Authorization Ends
   Toward the end of the approved period, your child will be re-evaluated.

9. Begin the Cycle Again
   After re-evaluation, we repeat the process to secure the next round of treatment.

📌 A Few Important Reminders:

• Timelines vary! Every insurance company has different processes and turnaround times. Some are quick, others not so much.

• Help us help you! The sooner we receive needed paperwork from your doctor and from you, the sooner we can request approval.

• No Authorization = No Scheduled Appointments
  If we don’t have an approved authorization after your child’s re-evaluation, we may need to pause therapy until it’s received.

💬 Questions?

We’re always here to walk you through the process. Our goal is to take the insurance stress off your plate so you can focus on your child’s progress. If you're unsure about anything or need help gathering documents, just ask!

Let’s keep your child’s therapy moving forward—together!