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This free prior authorization tracker Excel template gives clinic operations teams a structured way to monitor authorization requests, payer decisions, follow-up dates, and approval periods. The 2026 Excel workbook includes 100 prepared operational rows, validated inputs, formula-driven alerts, dashboard summaries, two charts, editable reference lists, and instructions.
Populated sample records demonstrate the workflow and should be replaced or cleared before operational use.
Preview 1 — “Dashboard” sheet Click to enlarge
In practice
What this template helps you manage
✓
Keep authorization requests organized from submission through approval, denial, or withdrawal.
Assign each request to an owner and record its clinic, payer, priority, service category, and request type.
✓
Standardize recurring entries with dropdown lists for eight tracker fields.
How to use it
How to use the workbook
Start on the Dashboard by setting the As of Date, the Decision Due Soon threshold from 0 to 30 days, and the Expiration Warning threshold from 1 to 365 days. In Authorization Tracker, replace or clear the populated samples and enter records in the prepared rows 6–105. Maintain the user-input fields while preserving the gray formula cells in columns T–X. Review Operational Alert and Data Quality Check results, use the sheet filters to focus the work queue, and return to the Dashboard for summary counts and charts. Update the Lists sheet when the supplied dropdown options need maintenance. Use only non-patient authorization record IDs, and confirm payer requirements through approved organizational sources.
Preview 2 — “Authorization Tracker” sheet Click to enlarge
Inside the file
Included features and controls
＋Four worksheets: Dashboard, Authorization Tracker, Lists, and Instructions.
＋100 prepared authorization record rows covering rows 6–105.
＋Nineteen user-maintained fields for IDs, organizational details, dates, status, ownership, units, denial information, and operational notes.
＋Five calculated columns: Request Age Days, Days to Decision Due, Days to Expiration, Operational Alert, and Data Quality Check.
Track the full prior authorization workflow
The Authorization Tracker records Authorization Record ID, Clinic, Payer, Service Category, Request Type, Submitted Date, Decision Due Date, Status, Decision Date, Authorization Number, Service Start Date, Service End Date, Owner, Priority, Next Follow-Up Date, Units Requested, Units Approved, Denial Reason, and Operational Notes. These fields support a consistent prior authorization workflow without adding dedicated patient-name, birth-date, diagnosis, or medical-record-number fields.
Preview 3 — “Lists” sheet Click to enlarge
Prioritize deadlines with calculated alerts
Formula columns calculate request age, days to the decision deadline, and days until an approved authorization expires. The Operational Alert can display Data issue, Overdue decision, Follow-up overdue, Decision due soon, or Authorization expiring soon when the relevant conditions are met. These deadline and follow-up alerts depend on the Dashboard As of Date and complete, accurate entries.
Review workload on the authorization dashboard
The Dashboard reports Open Requests, Overdue Decisions, Decisions Due Soon, Information Requested, Approvals Expiring Soon, Records With Data Issues, and Approval Rate. It also summarizes request counts for Draft, Submitted, Payer Review, Info Requested, Approved, Denied, and Withdrawn, along with open requests by listed clinic and Other / Unassigned. Two charts present the status and clinic workload summaries.
Preview 4 — “Instructions” sheet Click to enlarge
Improve consistency with validations and data checks
Dropdowns standardize eight input fields, while validations constrain applicable dates and unit counts. The Data Quality Check identifies duplicate authorization record IDs and missing clinic, payer, service category, request type, status, owner, or priority values. The Dashboard counts rows with these data-quality issues so users can locate records needing correction.
Use the workbook with appropriate operational safeguards
The Instructions sheet states that users should enter a non-patient Authorization Record ID and must not enter patient names, birth dates, medical record numbers, diagnoses, clinical narratives, or other direct patient identifiers. Dashboard calculations use calendar days, and payer requirements must be verified through approved organizational sources. The workbook’s alerts are only as reliable as the information entered.
Common questions
About this template
The Authorization Tracker contains 100 prepared operational rows, covering rows 6 through 105. Several rows include sample data that demonstrates the workflow; those examples use part of the prepared range and should be replaced or cleared before operational use.
The supplied status list includes Draft, Submitted, Payer Review, Info Requested, Approved, Denied, and Withdrawn. Status selections feed the tracker formulas and Dashboard summaries.
The workbook calculates Request Age Days, Days to Decision Due, and Days to Expiration from entered dates and the Dashboard As of Date. It can also flag overdue decisions, overdue follow-ups, decisions due soon, and authorizations expiring soon when the applicable dates and statuses are present.
Yes. The Dashboard accepts a Decision Due Soon setting from 0 to 30 days and an Expiration Warning setting from 1 to 365 days. It also includes a validated As of Date input from January 1, 2020 through December 31, 2100.
The Data Quality Check can identify duplicate authorization record IDs and missing clinic, payer, service category, request type, status, owner, or priority values. Records containing a data-quality message are counted on the Dashboard.
No. Use a non-patient Authorization Record ID and do not enter patient names, birth dates, medical record numbers, diagnoses, clinical narratives, or other direct patient identifiers. This workbook is intended for operational tracking, and payer requirements should still be confirmed through approved organizational sources.
Editorial process
Prepared and reviewed against the workbook
Maya Brooks
Workbook editor
Maya Brooks is an editorial pseudonym used for the role that structures workbook requirements, fictional sample data, calculations, and operating checks.
Daniel Reed
Content checker
Daniel Reed is an editorial pseudonym used for the role that compares page copy with the generated workbook and states practical limits.
