How to Invite New Users to Join Your RateFast Account

Update for 2021: RateFast Express is an even easier alternative to the wonderful RateFast software. Try RateFast Express today!

This post is intended for RateFast users who want to invite other users to join their RateFast practice. Last updated on June 24th, 2022.

If you’ve just joined RateFast, then you may want other members of your staff to join your practice to help collaborate on writing and tracking workers’ compensation reports.

What You Need

  • A RateFast Organization Account. Don’t have your own Organization Account? Join for free by contacting us.
  • You need to be an “Admin” or “Superadmin” user. If you are the person who originally signed up for your own Organization Account, then you’re automatically a Superadmin.
  • The email address of one or more colleagues who want to join your Organization Account.

How to Invite Users

In order to bring your colleagues into your RateFast account, you need to invite them as new users. Here’s how it works:

1. Login to your RateFast organization account at

2. Once you’re in, click the button in the upper right corner where your username displays, then click the “Invite Users” link.


3. Then, enter the information about the people you want to invite to join your practice. This is where you can assign their role and permissions.

To learn more about roles and permissions, check out our blog post about the different user levels.

4. If you want to invite multiple people, click the “Add Another” button.

5. To send the invitation, click the “Send” button.

This will send an email to your colleague inviting them to sign up for Ratefast. The email will contain a link. Ask your colleague to click the link, choose their username, password, and then login to the organization account.

If they already have a RateFast user account associated with the email you invited, then they will receive an email inviting them to login to your organization account using their normal username. In this case, there is no need to choose a new username/password.

6. Confirm that the email is received.

It may appear to your colleague that the invitation email hasn’t been received. There are two common reasons why this happens:

  • The email was mistyped. Try to invite the email address again by repeating step 3.
  • The email has been marked as junk mail. Ask your invited-colleague to check their Spam folder.
  • The email may have been directed to another folder. To find the invitation, ask your invited-colleague to search their entire email system for the keyword “ratefast”. This should pull up a list of all emails sent from RateFast, including the invitation email.


How to get RFAs approved for your patients using RateFast

You want your patients to get the treatments that you’ve ordered for them. Quickly. With as little hassle as possible.

Unfortunately, in the world of work comp, getting an insurance carrier to authorize what you’ve ordered for your patient isn’t always simple.

This article is about how you, as a medical provider, can write medical reports and RFAs that get services authorized for your patient.

(If you want to learn more about RFAs, then click here).

What Utilization Review Wants to Know

When you send your request to your patient’s insurance carrier, then the insurance company’s Utilization Review team (UR) reviews the RFA and—the accompanying visit note—to determine whether or not the treatment should be authorized. Here’s what you can do to help your RFA get approved.

1. Complete the RFA as thoroughly as possible.

Each RFA should include diagnostic codes of the patient’s condition(s), the service/good/treatment that is being requested, and any supporting details. Failure to include any of this information may result in the insurance carrier sending the RFA back to the provider.

Also, ensure that the physician has signed the RFA. Nurse practitioners and Physician’s assistants should not sign RFAs.

2. Include the full medical report with the RFA.

An RFA is very difficult to authorize without context. Therefore, send the RFA and the workers’ comp report together, and make sure that the report supports the RFA. The information in the report should be consistent with the RFA and be crystal clear to the claims adjuster who reads teh report.

If you use RateFast to write your workers’ compensation reports (Doctor’s First, PR-2, and PR-4 reports), then RFAs will automatically be included at the end of the report as you select treatments, referrals, medical equipment, and other services for your patient while completing the RateFast report.

3. Include the medical history.

Include a list of all treatments used, the patient’s response to the treatment, self-care, home-exercise programs, and so forth.

Reports written in RateFast will always include this information, so long as you complete the “Subjective Complaints” and “Medical History” sections of each RateFast report.

4. Tell a convincing story.

Together, your RFA and workers’ comp report should make a persuasive case that the medication, therapy, equipment, or other treatment that you are requesting will benefit your patient.

For example, if you are requesting authorization for a treatment that the patient has already used, then your report needs to demonstrate that the treatment has helped the patient in the past.

To understand the full story, the UR department needs to know answers to the following questions:

  • Is the patient feeling better?
  • Has the patient improved functionally improved? In other words, is their range of motion, flexibility, and/or strength measurably improved?
  • Is the patient complying with the current treatments?
  • How are the current treatments affecting the patient’s activities of daily living?
  • If a patient stopped receiving a treatment, is the condition now worsening as a result of no longer receiving that treatment?

In order to answer these questions, it’s important to include information about all changes—or lack of changes—in the patient’s condition. This would usually be described in a PR-2 report (Physician’s Progress report). If you use RateFast to write your PR-2 reports, then you’ll be prompted by the software to make a note of all changes.


Answer these questions and your RFA will be a cut above the rest.

For real-life examples and details given by Dr. Alchemy, MD, QME, tune into our podcast on RFAs and Utilization Review.

Click here to learn more about how RateFast users can automatically fill out RFAs while writing reports.

Try RateFast Express today!

What’s an RFA, anyway?

If you’re in workers’ compensation in California, then you probably know that an RFA (“Request for Authorization”) is a standardized form distributed by the Department of Industrial Relations. Click here to view the official RFA form on the DIR website.

Click here to download a copy of the RFA form.

Medical providers need to complete an RFA for every treatment they order for the patient. The Utilization Review department of the insurance carrier must then review the RFA, and either approve or deny the request.

Each RFA includes the following:

  1. Basic information about the patient and the claim
  2. Diagnostic codes of the patient’s condition(s)
  3. The actual service that is being requested—such as medication, therapy, referrals, equipment, etc.

Failure to include any of this information may result in the insurance carrier sending the RFA back to the provider.

The good news is that medical providers and office workers can create and manage RFAs for work-related injuries using RateFast. For free.

Click here to learn more about how RateFast users can automatically fill out RFAs while writing reports.

To get a more in depth description of how to get your RFAs approved by insurance carriers, click here.

Try RateFast Express today!

Frequently Asked Questions about Impairment Ratings

This article is intended for RateFast users who have questions about the Whole Person Impairment ratings that come with each PR-4 Permanent & Stationary work injury report.

This FAQ contains answers to a few common questions that we’ve received regarding RateFast impairment ratings.

We pride ourselves in the accuracy of our impairment ratings, and would be happy to explain how they are being calculated. If your question isn’t answered here, then please contact us with questions about your PR-4 report.

Continue reading Frequently Asked Questions about Impairment Ratings

Never Fill Out an RFA again: How to Write and Track RFAs in RateFast

Whenever you order a treatment for an injured worker, you also need to complete a Request for Authorization form. Completing and keeping track of RFAs for every treatment and referral isn’t always easy. And it’s never fun. We know.

Fortunately, there’s now a solution.

Continue reading Never Fill Out an RFA again: How to Write and Track RFAs in RateFast