VA Community Care Authorizations, Simplified
Chiropractic, Physical Therapy, Massage, and Acupuncture
One Dashboard.
VA Auth Solutions (VAAS) tracks every VA authorization, alerts you before auths expire, auto-fills RFS forms (VA Form 10-10172), and faxes chart notes to the VA in one batch. Built for clinics and the billing companies that manage their VA community care.
"We sure enjoy using VA Auth Solutions — it saves 8+ hours a week of work sending notes to the VA and sending authorizations. This is a great product."
True Life Chiropractic
Anchorage, Alaska
See It In Action
Real workflows from a live VA community care clinic.
The Problem
Printing RFS forms, chasing down providers for signatures, and manually faxing them back to the VA or uploading to HSRM
Tracking authorizations across spreadsheets, fax folders, and HSRM — no single source of truth
Uploading documents one patient at a time — tedious, repetitive, and prone to errors
No management layer for keeping up with authorization expirations and renewal deadlines
VA sends auth approvals by fax that never appear in HSRM — you don't know what you actually have
Billing packets take hours to assemble manually every week
| Feature | VA Auth Solutions | Spreadsheet/Paper | HSRM |
|---|---|---|---|
| Auth tracking | Partial | ||
| RFS auto-fill | |||
| Fax integration | |||
| Billing packets | |||
| Auth alerts | |||
| Chart notes library |
How It Works
VA Authorization Arrives by Fax
The VA sends authorization approvals by fax — not always through HSRM. When the fax comes in, you log it in VA Auth Solutions in seconds. The auth number, visit count, care type, and expiration date are saved to the patient record. The dashboard immediately reflects the new authorization and starts tracking it.
Dashboard Alerts Keep You Ahead of Deadlines
Three real-time widgets monitor your entire patient roster automatically. RFS Due shows every patient whose renewal request needs to go out within 3 days. Waiting on Auth shows patients whose RFS was already sent and are pending a new authorization. Auth Check flags patients with upcoming appointments whose current auth needs attention. Nothing falls through the cracks.
RFS Forms Auto-Fill and Fax in One Click
Open a patient, click Generate RFS. VA Form 10-10172 fills itself — patient info, diagnosis codes, CPT codes, care type, and your provider's signature all populate automatically. The most recent chart note from your notes library auto-attaches. Review it, hit send, and it faxes directly to the VA. The RFS sent flag updates on the dashboard instantly.
Chart Notes Upload Once and Work Everywhere
Export your notes from ChiroTouch as a bulk PDF. Upload it once and VA Auth Solutions automatically parses, splits, and files every note by patient, care type, and date of service. From that point forward notes auto-attach to RFS forms and billing packets — no hunting through folders, no manual matching.
Billing Packets Assemble and Fax in 3 Clicks
When it's time to bill, select your patients and date range. Chart notes auto-match to each patient. Review the selections, click merge, and VA Auth Solutions combines your cover sheets and notes into complete billing packets for every patient. One more click sends them all to the VA by fax. Your billing is done for the week.
Everything You Need
Purpose-built tools for VA Community Care providers
Authorization Dashboard
See every active VA authorization at a glance. Filter by provider, status, or due date. Never miss an RFS deadline again.
One-Click RFS Forms
VA Form 10-10172 auto-fills with patient info, provider signature, and chart notes. Fax to VA in seconds.
Batch Billing Packets
Select patients, auto-match chart notes, merge cover sheets, and fax complete billing packets to the VA in 3 clicks.
Chart Notes Library
Upload once, attach anywhere. Your notes library auto-matches to patients for RFS forms and billing packets.
Why VA Billing Feels Harder Than It Is
VA community care billing is actually simpler than most providers realize. Veterans don't pay anything — no copays, no deductibles, no payment reconciliation. The VA pays the full authorized amount. That's it.
The entire billing process is really just four steps:
Submit the claim to your clearinghouse
Download your chart notes for the dates of service
Attach those notes via HSRM or fax them to the VA
Check that it paid
The real problem is everything that happens before you get to step one.
Tracking which authorizations are active. Knowing when they expire. Sending renewal requests on time. Knowing how many visits are left. Assembling the billing packets. Managing it all across dozens of patients simultaneously.
That's where clinics lose hours every week. That's what billing companies are actually charging you 7% to manage. Not the billing — the authorization workflow.
VA Auth Solutions handles the entire authorization lifecycle so that by the time you're ready to bill, everything is already organized, assembled, and ready to submit. Your front desk manages it in minutes a week instead of hours.
And when it's time to submit your notes to the VA — instead of logging into HSRM and uploading one patient at a time, VA Auth Solutions merges your cover sheets and chart notes into complete billing packets and faxes them all to the VA in a single batch. Every patient. One click.
Who It's For
Solo Practitioners
Save 5+ hours per week on VA paperwork
Multi-Provider Clinics
Centralized auth tracking for your whole team
Billing Companies
Manage VA authorizations for every client clinic from one login
Billing Companies: Manage VA Authorizations for All Your Clinics
Your percentage depends on VA claims getting paid, and VA claims depend on authorizations being current. VAAS lets your team run the VA authorization workflow for every client clinic from one login.
- One login, every clinic — switch between client clinics in one click
- Owner view of all clinics, plus account-manager logins with assigned clinics
- Clinics connect by entering your company code — and can disconnect anytime
- Chart notes and VA faxes upload automatically from a folder on the clinic's computer
- Expiring authorizations and overdue RFS forms flagged across every clinic
- A new service line: about 1–2 hours a month per clinic with VAAS
Already Tracking Auths in your EHR? So Were We.
ChiroTouch is a great EHR. But it was never built for VA community care authorization management — and the difference shows.
| Feature | VA Auth Solutions | EHR |
|---|---|---|
| Auth number and date storage | ||
| Automatic expiration alerts | Manual only | |
| Visits remaining at a glance | Open each record | |
| RFS due date tracking | ||
| Dashboard across all patients | ||
| RFS form auto-fill and fax | ||
| Bulk billing packet assembly | ||
| Batch fax to VA in one click | ||
| Auth history when auths roll over |
"ChiroTouch stores your auth numbers. VA Auth Solutions manages your entire VA workflow around them."
When a patient calls to schedule, your front desk can see exactly how many visits they have left without opening a single record. When an auth is about to expire, the dashboard tells you before it becomes a problem. When it's time to bill, every packet is assembled and faxed in one click — not uploaded one patient at a time through HSRM.
No manual alerts to set up. No spreadsheets to maintain. No hunting through patient records when the phone rings.
"Built by a practicing chiropractor who bills VA Community Care daily — not a software company guessing at your workflow."
Frequently Asked Questions
Request a Demo
See how VA Auth Solutions can save your clinic hours every week.
We'll reach out within 24 hours to schedule a 20-minute walkthrough.