✨ When You Need This Guide
Use this guide when you're asking:
“How do I pull a VSP or NVA authorization for a patient?”
“Do I need authorization before billing?”
“Where do I find the authorization number in Aloha?”
“Why does it say the authorization is held by a different office?”
“Can I pull authorizations for just one service?”
“How do I delete or cancel an authorization?”
Both VSP and NVA require authorizations before claims can be submitted for exams or materials. Aloha lets you pull these authorizations directly—and stores the results in both the insurance snapshot and the patient’s EHR, if connected.
This guide walks through pulling and managing both VSP and NVA authorizations step-by-step.
✅ What You’ll Need First
The patient’s insurance eligibility must already be loaded via search
Your office must be connected to VSP or NVA through Aloha
Know which vision plan the patient is using if multiple are listed
👓 Pulling a VSP Authorization in Aloha
VSP requires a full authorization before a claim can be submitted. When pulled through Aloha, the authorization includes both exam and materials.
Steps:
Find the Patient:
In Aloha, use Eligibility Search to locate the patient
Go to Authorizations:
Click the “Authorizations” section on the left panel
Choose the Right Plan:
If multiple vision plans are listed, select the one linked to VSP
Check the box next to it
Start the Pull:
Click the blue “Save” button
A spinning circle will appear—this means the system is retrieving the authorization
Check Completion:
Return to the Authorizations tab
You’ll see the date and time the authorization was pulled
The authorization number will appear in the Insurance Snapshot
To Delete a VSP Authorization:
Click “Edit” next to the authorization
Then click “Delete” and confirm with “Save”
🪪 Pulling an NVA Authorization (via PracticePal)
NVA allows authorizations to be pulled for all services or for individual services like exam, frames, lenses, or contacts.
Steps:
Find the Patient:
Search for the patient via Eligibility Search in Aloha
Go to Authorizations:
Click “Authorizations”
A panel will slide out on the right side of the screen
Choose the Service(s):
Select the checkbox next to the service(s) you need
Click “Pull Authorization”
Check Status Colors:
Green: Authorization available and pulled successfully
Red: Authorization not available for that service
Yellow: “Authorization held by a different office” means another office already pulled it
If Already Pulled:
The authorization number will appear directly in the panel
To Cancel/Delete an NVA Authorization:
Check the box next to the authorization in PracticePal
Click “Submit Request” to cancel or remove it
💡 Common Scenarios & What They Mean
💡 Common Scenarios & What They Mean
Scenario | What It Means | What to Do |
"Authorization held by a different office" | Another office has already pulled the authorization for this patient | Contact the other office directly or wait and try again later |
No authorization appears after pull | The patient may not be eligible, or their benefits aren't updated in the system | Recheck eligibility in Aloha; if it still fails, contact support |
Only want to authorize exams | You’re trying to authorize a specific service only (e.g., just the exam) | Use NVA and check the box next to only the exam service |
Can't delete a VSP authorization | Deletion isn’t intuitive within the UI | Go to the Authorizations tab, click Edit, then click Delete, and finally Save |
🎉 You’ll Know It Worked When:
A green status appears (NVA) or a timestamp appears (VSP)
The authorization number is visible in the Insurance Snapshot
Services like exam, lenses, or contacts are now listed as approved
💬 Need Help? We're Here!
📧 Support@reviewwave.com
📞 (800) 563-0469
Our team responds within 30 minutes during business hours.
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