HCFA-1500 Box 23 - Prior Authorization Number

On the HCFA-1500 form, Box 23 is used to report additional claim identifiers required by certain payers. This can include prior authorization numbers, referral numbers, CLIA numbers, or other certification identifiers.

Tip: Always confirm the payer’s requirements for Box 23. Some payers may require a prior authorization number, while others may use this field for CLIA or mammography certification numbers.

In our example below, the provider reported a prior authorization number of 1234456789.

In the X12 837P 5010 transaction, Box 23 maps to the REF segment in the 2300 Claim Information Loop, with the REF01 element indicating the type of identifier and REF02 containing the number itself.

Common REF Qualifiers for Box 23

• G1 – Prior Authorization Number (REF*G1*)
• 9F – Referral Number (REF*9F*)
• X4 – Clinical Laboratory Improvement Amendment (CLIA) Number (REF*X4*)
• EW – Mammography Certification Number (REF*EW*)

Sample 837P (5010) – Box 23 Mapping

Segment Breakdown:

• REF01: Qualifier indicating the type of number (e.g., G1 for prior authorization)
• REF02: The actual number or identifier (e.g., 1234456789)

Note: Box 23 should only contain one number. If multiple identifiers are required, they should be sent in their appropriate EDI segments per payer specifications.

For additional information on the X12 837 standard, please refer to the official implementation guides published by X12.

HCFA-1500 Form Box Locations

• HCFA-1500 Box 0 - Carrier Block
• HCFA-1500 Box 1 - Insurance Type
• HCFA-1500 Box 1a - Insured's ID Number
• HCFA-1500 Box 2 - Patient's Name
• HCFA-1500 Box 3 - Patient's Birth Date and Sex
• HCFA-1500 Box 4 - Insured's Name
• HCFA-1500 Box 5 - Patient's Address
• HCFA-1500 Box 6 - Patient Relationship to Insured
• HCFA-1500 Box 7 - Insured's Address
• HCFA-1500 Box 8 - Reserved For NUCC Use
• HCFA-1500 Box 9 - Other Insured's Name
• HCFA-1500 Box 9a - Other Insured's Policy or Group Number
• HCFA-1500 Box 9b - Reserved For NUCC Use
• HCFA-1500 Box 9c - Reserved For NUCC Use
• HCFA-1500 Box 9d - Insurance Plan Name or Program Name
• HCFA-1500 Box 10 - Is Patient's Condition Related To
• HCFA-1500 Box 10d - Claim Codes
• HCFA-1500 Box 11 - Insured's Policy Group or FECA Number
• HCFA-1500 Box 11a - Insured's Date of Birth and Sex
• HCFA-1500 Box 11b - Other Claim ID
• HCFA-1500 Box 11c - Insurance Plan Name or Program Name
• HCFA-1500 Box 11d - Is There Another Health Plan
• HCFA-1500 Box 12 - Patient's or Authorized Person's Signature
• HCFA-1500 Box 13 - Insured's or Authorized Person's Signature
• HCFA-1500 Box 14 - Date of Current Illness, Injury, Pregnancy (LMP)
• HCFA-1500 Box 15 - Other Date
• HCFA-1500 Box 16 - Dates Patient Unable to Work in Current Occupation
• HCFA-1500 Box 17 - Name of Referring Provider or Other Source
• HCFA-1500 Box 17a - Other ID
• HCFA-1500 Box 17b - NPI
• HCFA-1500 Box 18 - Hospitalization Dates Related to Current Services
• HCFA-1500 Box 19 - Additional Claim Information
• HCFA-1500 Box 20 - Outside Lab Charges
• HCFA-1500 Box 21 - Diagnosis or Nature of Illness or Injury
• HCFA-1500 Box 22 - Resubmission Code and Original Reference Number
• HCFA-1500 Box 23 - Prior Authorization Number [You are Here]
• HCFA-1500 Box 24a - Date(s) of Service
• HCFA-1500 Box 24b - Place of Service
• HCFA-1500 Box 24c - EMG
• HCFA-1500 Box 24d - Procedures, Services, or Supplies
• HCFA-1500 Box 24e - Diagnosis Pointer
• HCFA-1500 Box 24f - Charges
• HCFA-1500 Box 24g - Days or Units
• HCFA-1500 Box 24h - EPSDT/Family Plan
• HCFA-1500 Box 24i - Rendering Provider ID Qualifier
• HCFA-1500 Box 24j - Rendering Provider ID
• HCFA-1500 Box 25 - Federal Tax ID Number
• HCFA-1500 Box 26 - Patient's Account No.
• HCFA-1500 Box 27 - Accept Assignment
• HCFA-1500 Box 28 - Total Charge
• HCFA-1500 Box 29 - Amount Paid
• HCFA-1500 Box 30 - Rsvd for NUCC Use
• HCFA-1500 Box 31 - Signature of Physician or Supplier Including Degrees or Credentials
• HCFA-1500 Box 32 - Service Facility Location Information

Grab a sample of the HCFA-1500 claim form here - HCFA 02/12 Claim Form