Helping Therapists Submit Timely Documentation
As therapists, we can all resonate with the experience of having a backlog of notes. Leave that fester for longer than a day or two and having untimely documentation [🡨 hyperlink to blog #2] can present as an overwhelming, mountainous task to overcome. To prevent this unwanted backlog and its accompanying stress and strain, it is imperative for documentation to be routinely completed in a timely manner.
Although payer requirements differ, our industry standard generally suggests all documentation be completed within 24-48 hours of each respective encounter. Having awareness of this standard is step #1 to mitigating the risk untimely documentation can pose for the practice’s integrity and financial security. Step #2 involves helping clinicians strengthen their skillset. Consider these tips:
Set timers by first identifying the length of time desired to spend on each note and then practice completing notes within that timeframe.
Minimize distractions by closing email and silencing any phone or computer notifications while completing notes.
Plan for daily documentation by scheduling a time each day for note-writing to occur.
Practice PTO peace of mind by completing any outstanding documentation before going out of the office.
Create measurable goals to complete “X” number of treatment plans per week, “X” number of progress notes per day, etc.
Establish schedule “buffers” to create specified time for documentation. For example, this might include providing 5, 10, or 15 minutes between appointments to complete each session’s respective note.
As the human beings they are, all clinicians will struggle from time to time with completing timely documentation. When you show up for them as an ally by trying to understand their challenges, providing them with tips and tricks, and co-constructing plans to get back on track, the business as a whole can accomplish its goal of practicing compliantly!
Want to learn more about documentation standards and how to work alongside, not against, clinicians in upholding those standards? Check out Private Practice by Design’s compliance consultation services or sign up for your free, 30-minute introductory call today!
