--- title: Box 23 – Prior Authorization Number description: What Box 23 of the CMS-1500 means and how Pabau prefills the prior authorization number from the auth case attached to the appointment. --- [Skip to content](https://support.pabau.com/en/pabau2/box-23-prior-authorization-number#main-content) [![pabau logo white](https://support.pabau.com/hubfs/pabau%20logo%20white.svg)](https://support.pabau.com/en/pabau2?hsLang=en) Open main navigation Close main navigation - [Get Support](https://pabau.com/support-center/) [Get Support](https://pabau.com/support-center/) Pabau Knowledge Base - There are no suggestions because the search field is empty. 1. [Pabau Knowledge Base](https://support.pabau.com/en/pabau2?hsLang=en) 2. [Insurance Billing](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en) 3. [US Insurance Billing Additional Resources](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#us-insurance-billing-additional-resources) # Box 23 – Prior Authorization Number On the CMS-1500 claim form, **Box 23** holds the **prior authorization number** — the number the payer issued when it approved the billed services in advance. This guide explains what the box means and where Pabau takes the value from. **NOTE:** This article is part of the *US Insurance Billing Additional Resources* series, which walks through every box of the CMS-1500. If you are new to claims in Pabau, start with [Creating a US Professional (CMS 1500) Claim](https://support.pabau.com/en/pabau2/creating-a-us-professional-cms-1500-claim?hsLang=en). ## Box 23 — Prior authorization number ![Box 23 of the CMS-1500 claim form for the prior authorization number](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/cms1500-box23-form.png) *Box 23 on the CMS-1500 form* Some payers require services to be **authorized before they are performed**. When they do, they issue an authorization number, and Box 23 is where that number goes so the payer can match the claim to its approval. The box is **situational**: on a claim for services that needed no pre-authorization it simply stays empty. (The NUCC also allows a referral number or CLIA number in this cell for certain claim types; on Pabau claims the box carries the prior authorization number.) **How Pabau fills it** The value lives in the **Claim details** section of the claim, in the **Prior authorization number** field. You rarely type it there by hand: Pabau prefills it from the auth case attached to the appointment, and the field stays editable per claim, so you can correct or replace the number before validating and sending. ![The Claim details section of a Pabau claim with the Prior authorization number field](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/cms1500-box22-claim-details.png) *Prior authorization number in the claim’s Claim details* Auth cases live on the client card: open the **Insurance** tab of the left panel and scroll to **CASE DETAILS**, below the insurance policies. Each case carries the payer-issued authorization number for a course of treatment, and when you book the appointment you attach the case via the booking's **Auth case** option — that is what carries the number onto the claim. ![The CASE DETAILS list on the Insurance tab of the client card, showing auth cases with their authorization numbers](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/cms1500-box23-case-details.png) *Auth cases and their authorization numbers on the Insurance tab* **When Box 23 Is Empty but an Authorization Covers the Visit** If the client has an auth case whose authorization covers the visit, but the claim is not linked to that case (for example, the case was not attached when the appointment was booked), the claim warns you before you send it. A yellow **Prior authorization number missing** banner appears at the top of the claim: - With one matching case it reads: *Authorization \[number\] covers this visit, but box 23 is empty. Assign its case to add the number.* - With more than one matching case it reads: *Authorizations \[numbers\] each cover this visit, so none was added. Assign the case this visit belongs to.* Pabau will not guess between two authorizations, so you choose. To fix it: 1. Click **Assign case** on the banner. 2. Under **Insurance case for** the client, choose the case the visit belongs to, then click **Assign**. The case is linked to the visit's invoice, its authorization number fills Box 23 and the banner disappears. ![The Prior authorization number missing banner on a claim with the Assign case button marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/471860511975-01-prior-auth-missing.png) *The claim warns when a covering authorization is missing from Box 23* ![Choosing the auth case to assign to the claim](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/471860511975-02-assign-case.png) *Assign the case the visit belongs to* **NOTE:** The warning only appears while Box 23 is empty. If you type a number into **Prior authorization number** yourself, it goes away. While it is showing, **Validate with Claim.MD** still runs, but the result reminds you that Box 23 is empty instead of saying the claim is ready to submit. **On the electronic claim:** the number is sent to Claim.MD as the prior authorization number, which lands in Loop 2300, Segment REF with qualifier G1. **TIP:** When a payer issues an authorization, record it as an auth case on the client card and attach the case at booking — every claim from those appointments then carries the number without retyping. Box 23 is situational, so leave the field empty when no authorization was required. To set up auth cases and link appointments to insurance, see [Insurance Guide Part 3: Connect Appointments to Insurance in Pabau](https://support.pabau.com/en/pabau2/insurance-guide-part-3-connect-appointments-to-insurance-in-pabau?hsLang=en). **What's next?** - [Insurance Guide Part 3: Connect appointments to insurance in Pabau](https://support.pabau.com/en/pabau2/insurance-guide-part-3-connect-appointments-to-insurance-in-pabau?hsLang=en) - [Insurance Guide Part 4: Submit and track insurance claims in Pabau](https://support.pabau.com/en/pabau2/insurance-guide-part-4-submit-and-track-insurance-claims-in-pabau?hsLang=en) - [Tracking electronic claim submissions](https://support.pabau.com/en/pabau2/tracking-electronic-claim-submissions?hsLang=en) --- Was this guide helpful? Let us know by voting below - your feedback helps us write clearer articles. 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