> ## Documentation Index
> Fetch the complete documentation index at: https://trust.denialbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Tracking appeal status

> Deadlines, follow-ups, outcome capture, and learning loops.

## The tracking view

All submitted appeals live in **Appeals → Tracking**. Filter by status, payer, assignee, or deadline window.

| Status                      | What it means                                           |
| --------------------------- | ------------------------------------------------------- |
| `submitted`                 | Appeal filed, awaiting payer response.                  |
| `acknowledged`              | Payer confirmed receipt.                                |
| `in_review`                 | Payer has assigned a reviewer.                          |
| `additional_info_requested` | Payer wants more docs. Action required.                 |
| `upheld`                    | Denial upheld (appeal denied).                          |
| `overturned`                | Denial overturned (appeal approved).                    |
| `partially_overturned`      | Partial approval — e.g., a subset of services approved. |
| `external_review`           | Escalated to IRO / state regulator.                     |
| `closed`                    | Terminal state — no further action.                     |

## Deadline and follow-up reminders

<Steps>
  <Step title="Automatic deadline compute">
    The payer's response SLA is computed from the submission date and the specific appeal type (first-level, second-level, external review).
  </Step>

  <Step title="Reminder cascade">
    * **T-14 days**: Light reminder in inbox.
    * **T-7 days**: Email + in-app notification to the assignee.
    * **T-1 day**: Escalation to the assignee's manager.
    * **T+0**: Automatic follow-up task created.
  </Step>

  <Step title="Follow-up action">
    On overdue response, we draft a follow-up letter or phone-call script and surface it as an action item.
  </Step>
</Steps>

## Capturing outcomes

When the payer responds:

* If the response is a formal letter — upload it (or let it sync from your EHR/scan-to-email). Denialbase extracts the outcome automatically.
* If the response was verbal (phone, peer-to-peer) — click **Record outcome** and fill in the fields.

Outcomes capture:

* Final amount approved (if any)
* Reference / claim number
* Notes (e.g. "provider agreed after peer-to-peer")
* Follow-up needed (e.g. "resubmit with modifier")

## Reporting

<CardGroup cols={2}>
  <Card title="Dashboards" icon="chart-line">
    Overturn rate by payer, denial type, provider, and strategy. Trend over time. Filterable and exportable.
  </Card>

  <Card title="Per-payer performance" icon="hospital">
    Which payers have the highest overturn rates for your practice? Which are slowest to respond? All sliceable.
  </Card>

  <Card title="Financial recovery" icon="dollar-sign">
    Total dollars recovered this month / quarter / year. By payer, by provider, by billing staff member.
  </Card>

  <Card title="Exports" icon="file-export">
    CSV, XLSX, or JSON. All exports are audit-logged per HIPAA requirements.
  </Card>
</CardGroup>

## Learning loops

Every outcome is fed back into the system in three ways:

<AccordionGroup>
  <Accordion title="Strategy model">
    The overturn-probability estimate for similar future denials is updated based on the actual outcome.
  </Accordion>

  <Accordion title="Draft tuning">
    If your edits materially changed the submitted letter, those edits inform the drafts for similar future appeals — tuned to your practice's voice.
  </Accordion>

  <Accordion title="Payer playbooks">
    Patterns across many practices — "Kaiser overturns 80% of `coverage_exclusion` denials when peer-to-peer is requested" — feed the insurer-specific guides at [Insurer guides](/insurer-guides/overview).
  </Accordion>
</AccordionGroup>

## External / IRO review

When a first-level appeal is upheld and the amount justifies escalation:

* For ERISA plans: external review via an IRO.
* For state-regulated plans: state insurance department review.
* For Medicare/Medicaid: ALJ hearing or state fair hearing.

Denialbase will surface the correct next-level appeal channel based on the plan type and jurisdiction, and pre-fill the escalation packet.

## Exporting the full appeal history

For audit or transition purposes, you can export the complete appeal history for any patient or the whole practice:

* **Settings → Data → Export → Appeals** — generates a downloadable archive (documents + metadata) within 10 minutes.
* Every export is audit-logged per HIPAA §164.312(b).