Progress Notes - correction process

Owned by Daniel Smith, created
Last updated: Jun 21, 2022
2 min read

This article goes over the correction process for the following progress note types:

  • CA progress notes

  • Community progress notes

  • Subacute progress note

 Instructions

For the aforementioned progress notes, corrections are handled internally at the programs, typically by program leadership, supervisors or admin staff. We will break down corrections by type and by the forms needed to complete them. This assumes the note is in Final status; Draft notes can only be corrected by the staff that wrote the note.

Note Corrections (e.g. note content, note type)

For this, a note would have to be sent back to Draft status for the staff member to update/change. If the approver hasn’t yet approved the note, it can simply be rejected. However, if the note is in Final status:

  • Product Final to Draft Override - this form is typically only accessible from program leadership, superusers or possibly some admin staff. Instructions on form use is within the form itself.

    • When a note is sent back to Draft, it automatically removes the associated service as long as the note is within the current month’s billing cycle

  • Append Documents - this form is only to add comments onto an existing, Final status document. This will not correct the body of a note. All clinical staff typically have access. Please be aware that an Append will show in the chart with the date/time of the Append as well as the staff that wrote the Append.

Service Corrections (e.g. service date, service code, location, duration)

While the note can be sent back to Draft status to correct these, this can also be done another way while keeping the note in Final status. This assumes the note is within the same billing month; if the note is from a prior, closed month, Revenue Cycle must be engaged (e-mail to: RevenueCycleAvatarSupport@telecarecorp.com):

  • Edit Service Information - for community-based programs, this form is accessible by most staff. For other service lines, they may need office/billing staff.

Note Deletion

Depending on the disposition of the note, this may occur one of two ways:

  • From within the note form itself (Delete Draft Note button), and only by the staff that wrote the note while it is in Draft status

    • If the note is in Final status, please refer to the Note Corrections section above

  • Void Progress Notes - this will remove the note from the chart and it will only be visible with a Void status to those with access. Typically program leadership, MRTs and some admin staff will have access to this form.

    • Note that the service for the note would still need to be deleted separately

Access to the forms mentioned above is determined by job title or by a specific request from the program via UAR.