Overview
Sometimes, notes may be marked as late, and when a clinician attempts to release them for review, the system displays an error message indicating that the note is past due. When this occurs, the best practice is to create a request in the system to have the note reviewed by a supervisor.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
- Note (Assessment)
- Group Notes
- Setting:
- -60 NOTE - LATE ENTRY - Prohibit users from releasing notes where the created date is more than X hours after the service date.
- -66 NOTE - LATE ENTRY - Prohibit users from releasing notes where the released date is more than X days after the service date.
Step-by-Step Instructions
Step 1: Late Note Settings
When settings -60 and -66 are active, if a clinician attempts to release a late note, they will receive an error message stating that the note cannot be released because it is late.
Example of an error message
Step 2: Requests and Primary Diagnosis Code
We recommend using the Requests feature in PIMSY to create a trackable request for releasing a late note. To learn about making requests, check out our article on How to Create Requests.
Before sending the request, ensure the client has a Primary Diagnosis assigned, as sessions cannot be billed without a primary diagnosis code.
Next, check the Allow Unconditional Release option on the note, then click Save. Be sure to complete this step only after confirming that a diagnosis code has been assigned to the client.