--- title: "Submitting an Authorization: Form, Portal, & External" description: This article explains how to submit form prior authorizations in SamaCare using the auto-populate feature. --- [Skip to content](https://help.samacare.com/submitting-an-authorization-form#main-content) English - United States Show submenu for translations [![samacare logo](https://help.samacare.com/hubfs/SamaCare_logo_hubspot.svg)](https://www.samacare.com/) - [Home](https://help.samacare.com/) Open main navigation Close main navigation - [Home](https://help.samacare.com/) - English - United States Show submenu for translations How can we help you? - There are no suggestions because the search field is empty. 1. [SamaCare Help Center](https://help.samacare.com/?hsLang=en-us) 2. [Authorizations](https://help.samacare.com/authorizations?hsLang=en-us) 3. [Submitting Authorizations](https://help.samacare.com/authorizations?hsLang=en-us#submitting-authorizations) August 26, 2026 # Submitting an Authorization: Form, Portal, & External ## This article explains how to submit prior authorizations in SamaCare using the auto-populate feature. - [Starting a New Authorization](https://help.samacare.com/submitting-an-authorization-form#start-auth) - [Submitting Using a Form](https://help.samacare.com/submitting-an-authorization-form#submit-form) - [Submitting Using a Portal](https://help.samacare.com/submitting-an-authorization-form#submit-portal) - [Submitting an External Authorization](https://help.samacare.com/submitting-an-authorization-form#submit-external) --- ### Start a New Authorization 1. From the **PA Table **tab, click on **New** in the top-right corner. ![Screenshot 2026-05-29 at 10.42.35 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2010.42.35%20AM.png?width=405&height=102&name=Screenshot%202026-05-29%20at%2010.42.35%20AM.png) 2. Under  **Auto-populate from documents,** select **Automatically create**. 1. This feature auto-fills your prior authorization request using uploaded clinical notes, referrals, or other documentation. ![Screenshot 2026-05-29 at 10.44.52 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2010.44.52%20AM.png?width=393&height=195&name=Screenshot%202026-05-29%20at%2010.44.52%20AM.png) 3. Select the clinical documents you want to upload, then click **Continue** at the bottom of the page. 1. Files must be in **PDF, JPEG, or PNG** format. 4. You will be taken to a processing screen while the system extracts relevant information from the uploaded documents and converts it into structured prior authorization data. When processing is complete, click **Continue to review**. ![Screenshot 2026-05-29 at 10.47.12 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2010.47.12%20AM.png?width=425&height=178&name=Screenshot%202026-05-29%20at%2010.47.12%20AM.png) 5. On the review page, you will see an overall confidence score for the auto-filled fields, along with a breakdown of how accurately each field matched the uploaded document. After reviewing the results, click **Continue to Authorization Details**. ![Screenshot 2026-05-29 at 10.49.08 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2010.49.08%20AM.png?width=455&height=252&name=Screenshot%202026-05-29%20at%2010.49.08%20AM.png) 6. On the **Patient & Insurance** page, you will see the newly created, auto-filled prior authorization. Key information, such as patient, service, and insurance details, will already be populated. Click **Next** to continue to the **Service & Diagnosis** page. ![Screenshot 2026-05-29 at 11.03.49 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.03.49%20AM.png?width=345&height=298&name=Screenshot%202026-05-29%20at%2011.03.49%20AM.png) 7. On the **Service & Diagnosis** page, as much information as possible will be auto-filled based on the uploaded documentation. Click **Next** to continue to the **Servicing Provider & Location** page. ![Screenshot 2026-05-29 at 11.10.17 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.10.17%20AM.png?width=356&height=355&name=Screenshot%202026-05-29%20at%2011.10.17%20AM.png) 8. On the **Servicing Provider & Location** page, the appropriate provider and location are preselected to reduce additional entry. Click **Next** to continue to submission selection. ![Screenshot 2026-05-29 at 11.11.47 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.11.47%20AM.png?width=387&height=382&name=Screenshot%202026-05-29%20at%2011.11.47%20AM.png) --- ### Submitting using a Form 1. On the **Submission Selection** page, choose **Fax Form** as your submission method 1. 1. If the recommended form is not appropriate, you can select a different form. 2. You will then see a preview of the form so you can confirm it is correct before moving forward. Click **Use Form** to continue. ![Screenshot 2026-05-29 at 11.40.06 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.40.06%20AM.png?width=365&height=171&name=Screenshot%202026-05-29%20at%2011.40.06%20AM.png) ![Screenshot 2026-05-29 at 11.40.34 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.40.34%20AM.png?width=385&height=411&name=Screenshot%202026-05-29%20at%2011.40.34%20AM.png) 2. Next, choose a fax number to send the form to. A recommended and verified fax number will appear first, but you can also add an alternative number. Make your selection and click **Next**. ![Screenshot 2026-05-29 at 11.42.08 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.42.08%20AM.png?width=301&height=283&name=Screenshot%202026-05-29%20at%2011.42.08%20AM.png) 3. You can now edit the form and make any necessary changes. When you are finished, click **Continue to Cover Letter**. 4. On the cover letter page, you can include a pre-filled cover letter and add notes. You can also edit the cover letter if needed. When finished, click **Next**. ![Screenshot 2026-05-29 at 11.44.35 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.44.35%20AM.png?width=428&height=222&name=Screenshot%202026-05-29%20at%2011.44.35%20AM.png) 5. On the **Attachments** page, you can attach additional documents. The document used to auto-populate the prior authorization will also appear here. When finished, click **Next** to continue to the **Signature** page. ![Screenshot 2026-05-29 at 11.46.03 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.46.03%20AM.png?width=429&height=228&name=Screenshot%202026-05-29%20at%2011.46.03%20AM.png) 6. On the **Signature** page, sign using the physician associated with the prior authorization, or enter a different name. Click **Next** to continue to the final review. ![Screenshot 2026-05-29 at 11.52.16 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.52.16%20AM.png?width=363&height=325&name=Screenshot%202026-05-29%20at%2011.52.16%20AM.png) #####  Review the Fax and Policy Before Submission 1. On the **Fax Review** page, review the cover letter, payer form, and supporting documentation attached to the authorization before submitting. Click **Review Against Policy** to continue. 1. If any changes are needed, use the corresponding tab on the side to make edits. 2. On the **Policy Review** page, the submitted information is checked against policy requirements. ***Note:** Policy Review is only available for sponsored brands.* ![Screenshot 2026-05-29 at 11.53.37 AM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-05-29%20at%2011.53.37%20AM.png?width=411&height=240&name=Screenshot%202026-05-29%20at%2011.53.37%20AM.png) 3. When you are ready, click **Submit Fax** to complete the submission. --- ### Submitting using a Portal 1. On the **Submission Selection** page, choose **Payer Portal** as your submission method. ![Screenshot 2026-06-02 at 4.08.57 PM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-06-02%20at%204.08.57%20PM.png?width=313&height=164&name=Screenshot%202026-06-02%20at%204.08.57%20PM.png) 2. You will first see a list of top portals, followed by a full list on the **Select a Portal** page. Select the portal you want to use for the authorization, then click **Next**. ![Screenshot 2026-06-02 at 4.10.35 PM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-06-02%20at%204.10.35%20PM.png?width=386&height=265&name=Screenshot%202026-06-02%20at%204.10.35%20PM.png)   3. Before you are redirected, you can review and edit the authorization information. When you are ready, click **Launch Portal**. ![Screenshot 2026-06-02 at 4.11.51 PM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-06-02%20at%204.11.51%20PM.png?width=362&height=416&name=Screenshot%202026-06-02%20at%204.11.51%20PM.png) 4. The portal opens in a new tab, where you can log in, if needed, and continue the submission process. ###### **   💡Curious about auto-submission? See more [here.](https://help.samacare.com/a?hsLang=en-us)** --- ### Submitting an External Authorization      An external authorization allows you to keep an internal record of an authorization that may have been submitted outside of Samacare.  1. On the **Submission Selection** page, choose **Skip Submission **as your submission method. ![Screenshot 2026-06-02 at 4.28.26 PM](https://help.samacare.com/hs-fs/hubfs/Screenshot%202026-06-02%20at%204.28.26%20PM.png?width=306&height=213&name=Screenshot%202026-06-02%20at%204.28.26%20PM.png) 2. On the Review page, you can review and edit the authorization information. When you are ready, click **Finish** to create the authorization record. --- ### **You're Done! ** You're prior authorization has now been successfully submitted.         - [Welcome Aboard](https://help.samacare.com/welcome-aboard?hsLang=en-us) - [Getting Started](https://help.samacare.com/getting-started?hsLang=en-us) - [Authorizations](https://help.samacare.com/authorizations?hsLang=en-us#main-content) - [Submitting Authorizations](https://help.samacare.com/authorizations?hsLang=en-us#submitting-authorizations) - [Managing Authorizations](https://help.samacare.com/authorizations?hsLang=en-us#managing-authorizations) - [Help and Support](https://help.samacare.com/help-and-support?hsLang=en-us) - [FAQ](https://help.samacare.com/faq?hsLang=en-us) - [EHR](https://help.samacare.com/ehr?hsLang=en-us) - [Home](https://help.samacare.com/) [![samacare logo](https://help.samacare.com/hubfs/SamaCare_logo_hubspot.svg "samacare logo")](https://www.samacare.com/) Copyright © 2026,