**OWCP Web Portal**

**Medical Authorization**

**User Guide**

Table Of Contents

[Medical Authorization Entry Features
1](#medical-authorization-entry-features)

[Medical Authorization Entry Page 2](#medical-authorization-entry-page)

[Medical Authorizations 3](#medical-authorizations)

[Surgical Authorizations 5](#surgical-authorizations)

[Physical/Occupational Therapy Authorizations
7](#physicaloccupational-therapy-authorizations)

[Durable Medical Equipment Authorizations
9](#durable-medical-equipment-authorizations)

[Medical Authorization Entry - Attachments
11](#medical-authorization-entry---attachments)

[Medical Authorization Entry -- Review
13](#medical-authorization-entry-review)

[Medical Authorization Entry - Confirmation
14](#medical-authorization-entry---confirmation)

[Glossary 17](#glossary)

**Web Medical Authorization Entry (FECA and DEEOIC Providers only)**

To enter medical authorization requests via the DOL OWCP web portal
([http://owcp.dol.acs-inc.com](http://www.dol.gov/cgi-bin/leave-dol.asp?exiturl=http://owcp.dol.acs-inc.com&exitTitle=http://owcp.dol.acs-inc.com))
, a provider must have an enrollment status of \'Active\' and an
OWCP-assigned provider ID.  Additionally, the provider user must have
medical authorization entry access privileges assigned by his or her
administrator.

+-----------+----------------------------------------------------------+
| ![](m     | To access Medical Authorization Entry:                   |
| edia/imag |                                                          |
| e1.png){w | **FECA - Provider \> Accept \> Login \> Medical          |
| idth="0.3 | Authorization Entry** (hyperlink located in left         |
| 229166666 | navigation menu)                                         |
| 666667in" |                                                          |
| hei       | ####### OR                                               |
| ght="0.38 |                                                          |
| 541666666 | **DEEOIC - Provider \> Accept \> Login \> Medical        |
| 66667in"} | Authorization Entry** (hyperlink located in left         |
|           | navigation menu)                                         |
+-----------+----------------------------------------------------------+

## Medical Authorization Entry Features

-   Employs 128-bit encryption and requires User ID and password

-   Automatically submits provider information (based on log in) when
    user submits authorization request

-   Allows entry of up to five procedure codes with each request

-   Allows the attachment of supporting documentation, such as patient
    progress reports and attending physician reports

-   Provides a real-time response indicating whether a request is
    approved, denied, or pending

## Medical Authorization Entry Page

![](media/image2.png){width="5.997222222222222in"
height="4.551388888888889in"}

1.  Select Authorization Type from the drop down list on the Medical
    Authorization Entry page.  

> The Web portal offers providers the ability to enter the following
> types of authorizations:

-   Medical -- This category includes radiology, laboratory, and
    non-surgical diagnostic and treatment procedures. Requests for
    non-surgical hospital admissions must be faxed.

-   Surgical

-   Physical / Occupational Therapy

-   Durable Medical Equipment

2.  Based on the Authorization Type selected, the appropriate entry
    fields become available.

###  Medical Authorizations

![](media/image3.png){width="5.6722222222222225in"
height="8.175694444444444in"}

1.  For General Medical authorizations, enter data in the following
    fields:

> CLAIMANT INFORMATION

-   Case File \# (REQUIRED) - 9 digit numeric

-   Date of Birth (REQUIRED) - mm/dd/ccyy format

> PROCEDURE CODE INFORMATION

-   Date of Service From (REQUIRED) - mm/dd/ccyy format

-   Date of Service To (REQUIRED) - mm/dd/ccyy format

-   Procedure Code

```{=html}
<!-- -->
```
-   Description (REQUIRED) - 5 alphanumeric characters; HCPCS and CPT-4
    codes are accepted.

-   Modifier (Optional) - drop down list; Choices: Right Side (RT), Left
    Side (LT), and Bilateral (50)

-   Units/Days Requested (REQUIRED)

2.  To add attachments to the medical authorization request, click the
    **Add/Edit Attachments** button.

> The Medical Authorization Entry - Attachments page opens.

3.  To continue to the next step, click the **Continue** button.

> The Medical Authorization Entry - Review page opens.

### Surgical Authorizations

![](media/image4.png){width="5.996527777777778in"
height="8.373611111111112in"}

1.  For Surgical authorizations, enter data in the following fields:

> CLAIMANT INFORMATION

-   Case File \# (REQUIRED) - 9 digit numeric

-   Date of Birth (REQUIRED) - mm/dd/ccyy format

> PROCEDURE CODE INFORMATION

-   Date of Service From (REQUIRED) - mm/dd/ccyy format

-   Date of Service To (REQUIRED) - mm/dd/ccyy format

```{=html}
<!-- -->
```
-   Procedure Code

```{=html}
<!-- -->
```
-   Description (REQUIRED) - 5 alphanumeric characters; HCPCS and CPT-4
    codes are accepted.

-   Modifier (Optional) - drop down list; Choices: Right Side (RT), Left
    Side (LT), and Bilateral (50)

```{=html}
<!-- -->
```
-   Units/Days Requested (REQUIRED)

2.  To add attachments to the medical authorization request, click the
    **Add/Edit Attachments** button.

> The Medical Authorization Entry - Attachments page opens.

3.  To continue to the next step, click the **Continue** button.

> The Medical Authorization Entry - Review page opens.

### Physical/Occupational Therapy Authorizations

![](media/image5.png){width="4.7in" height="8.146527777777777in"}

1.  For Physical or Occupational Therapy authorizations, enter data in
    the following fields:

> CLAIMANT INFORMATION

-   Case File \# (REQUIRED) - 9 digit numeric

-   Date of Birth (REQUIRED) - mm/dd/ccyy format

> PROCEDURE CODE INFORMATION

-   Date of Service From (REQUIRED) - mm/dd/ccyy format

-   Date of Service To (REQUIRED) - mm/dd/ccyy format

-   Procedure Code

```{=html}
<!-- -->
```
-   Description (REQUIRED) - 5 alphanumeric characters; HCPCS and CPT-4
    codes are accepted.

-   Modifier (Optional) - drop down list; Choices: Right Side (RT), Left
    Side (LT), and Bilateral (50)

-   Units/Days Requested (REQUIRED)

2.  Enter Treatment Plan information, which consists of the following
    fields:

    -   Body Part to be Treated (REQUIRED)

    -   Length of Time Previously in Physical Therapy (REQUIRED) --
        E.g., '3 months'

    -   Frequency Requested (REQUIRED) -- E.g., 'Once a week'

    -   Duration Requested (REQUIRED) -- E.g., '1 month'

    -   Patient's Progress (Optional) -- Refers to patient's progress
        against short and long term goals

    -   Short and long term goals for the requested period (Optional)

    -   Is there a physician's prescription? (REQUIRED) -- Choices: Yes
        or No

3.  To add attachments to the medical authorization request, click the
    **Add/Edit Attachments** button.

> The Medical Authorization Entry - Attachments page opens.

4.  To continue to the next step, click the **Continue** button.

> The Medical Authorization Entry - Review page opens.

### Durable Medical Equipment Authorizations

![](media/image6.png){width="5.679861111111111in" height="8.23125in"}

1.  For Durable Medical Equipment authorizations, enter data in the
    following fields:

> CLAIMANT INFORMATION

-   Case File \# (REQUIRED) - 9 digit numeric

-   Date of Birth (REQUIRED) - mm/dd/ccyy format

> PROCEDURE CODE INFORMATION

-   Date of Service From (REQUIRED) - mm/dd/ccyy format

-   Date of Service To (REQUIRED) - mm/dd/ccyy format

-   Procedure Code

```{=html}
<!-- -->
```
-   Description (REQUIRED) - 5 alphanumeric characters; HCPCS and CPT-4
    codes are accepted.

-   Modifier (Optional)- drop down list; Choices: Right Side (RT), Left
    Side (LT), and Bilateral (50)

```{=html}
<!-- -->
```
-   Rental or Purchase (REQUIRED)

-   Estimated Total Charges (REQUIRED)

2.  To add attachments to the medical authorization request, click the
    **Add/Edit Attachments** button.

> The Medical Authorization Entry - Attachments page opens.

3.  To continue to the next step, click the **Continue** button.

> The Medical Authorization Entry - Review page opens.

## Medical Authorization Entry - Attachments

![](media/image7.png){width="5.996527777777778in"
height="4.561111111111111in"}

1.  Click **Browse** to locate the desired file. Only files of .doc and
    .txt format may be attached, and files must be smaller than 3MB.

2.  Select the file and click **Open** on the Choose File dialog box.

> ![](media/image8.png){width="3.8520833333333333in"
> height="2.8270833333333334in"}

3.  The file is now attached to the authorization request.  Repeat steps
    1 and 2 to attach more files.  As each file is uploaded, its file
    name is listed in the ATTACHMENTS section at the bottom of the page.
    Attachments may be removed by clicking the **Remove** button
    adjacent to each filename.

```{=html}
<!-- -->
```
4.  After attaching all applicable attachments, click the **Return To
    Request** button.

5.  The Medical Authorization Entry page reopens.

### Medical Authorization Entry -- Review

![](media/image9.png){width="5.997916666666667in" height="4.75625in"}

1.  To make modifications to the request, click the **Modify Request**
    button to return to the Medical Authorization Entry page.

2.  When satisfied with the request, click the **Submit Request** button
    to submit the authorization request for processing.

3.  If the request contains no errors, the Medical Authorization Entry -
    Confirmation page opens.

## Medical Authorization Entry - Confirmation

![](media/image10.png){width="1.5798611111111112in" height="0.16875in"}

The **Medical Authorization Entry - Confirmation** page displays after
an authorization request is submitted.  A unique fifteen digit
Confirmation Number displays at the top of the Confirmation page, and
all previously entered information from the Medical Authorization Entry
page displays back to the user. Additionally, the user is given a status
for each procedure code requested.

Each procedure code requested is assigned an authorization level, which
indicates whether authorization is required or if medical review is
necessary. There are three authorization levels:

-   Level 1 - The procedure code requested is considered routine care
    for the case in question and does not require authorization.

-   Level 2 - The procedure code requested requires review of the case
    file.  A response can be expected shortly.

-   Level 3 or 4 - The procedure code requested requires review of the
    case file.  A response can take as much as 30 days.

## Glossary

\#

**.doc:** File format indicative of a Word document.

**.txt:** File format indicative of a plain text document.

A

**ACS:** Affiliated Computer Services, Inc.

B

**browser:** Software for a PC that allows the user to access
information through the Internet or Intranet. Also known as a Web
browser.

C

**Case file #:** A unique 9-character number assigned by the Department
of Labor to a claimant to identify associated illnesses or injuries.

E

**Encryption:** A means of scrambling data for transmission or storage
such that the data is unintelligible without unscrambling it with a
specific key.

F

**FECA:** Federal Employees Compensation Act

H

**hyperlink:** A hyperlink, or hyperlink text, is a pointer within a Web
page that leads the user to another location. Link is used as an
abbreviated form of this word.

O

**OWCP:** Office of Workers\' Compensation Programs

U

**User ID:** A unique login ID, which is used to log in to the Web
portal.