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Ediiting or deleting a locked progress note

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33 comments

  • Lucila

    Hi Lisa,

    I can definitely provide some clarity here. Once you sign and lock a progress note, you cannot edit or delete it. However, you may append an addendum to any locked note.

    You can add an addendum by using the Chart Note feature on a client's Overview page, but this feature will not add onto the original progress note. The chart note would be a separate item on the client's chart. The note can be backed dated in order to see both the original note and the addendum close together on the client Overview page.

    For situations where you need to append an addendum to a locked progress note, it's best to follow these easy steps: Adding an addendum to a locked progress note. Ultimately, you’ll be creating a chart note to record the addendum. These chart notes remain in the client's file along with progress notes so if you, or anyone else, ever needs to review the client's file, all the documentation can be appropriately addressed.

    -1
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  • Pamela A. Spearman

    So this means that since I typed a note in the wrong client's chart, there is nothing that can be done.  I think Simple Practice needs to work on this as it ends up being an HIPPA violation that could in fact be fixed.  

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  • Ali Lunnon

    I would agree with Pamela on this. I too pasted a progress note to the wring client and am unable to delete it. My biggest worry right now is audit from insurance company and a HIPPA violation. 

     

    Can this be resolved somehow?

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  • Perry Clark

    I'm in a similar state with an accident. There need to be away to handle this. Even if it require some extra layer of monitoring or security.

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  • Christiane Blanco-Oilar, Ph.D., ABPP

    I charted the note for a couple and need to switch to the other member of the couple for insurance purposes. Please do provide a solution to this

     

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  • Patty Schroeder

    I agree, there should DEFINITELY be a feature that would allow for deleting a locked note. There could be a requirement that you type an explanation as for why the note has been deleted. Or maybe even a time limit after the note is locked to go in and delete the note? But to have no way to remove an incorrect or mistakenly locked note seems like it could lead to some pretty rough outcomes that could have easily been avoided. 

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  • LeAnn Clegg

    I worked on another EMR for 15 years and it had the ability to unlock a note, but it could only be done by the administrator.  I agree that there is no reason why the notes can't be unlocked by someone.  I'm sure SP has the ability to do it themselves, but don't want us bombarding them with unlock requests.  My provider accidentally pasted a note in the wrong patient's chart.  What happens if that patient requests a copy of the note?  I can't give them a note with another's patient's name in it.  Someone at SP needs to address this issue ASAP.

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  • Samantha Hartman

    I listed the wrong note for the correct client but the incorrect session. This needs to be rectified. I find this incredibly frustrating and entirely unnecessary, mistakes happen and this can lead to a great amount of confusion and potential legal ramifications.

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  • Katherine Jones

    I completely agree with everyone. I have mistakenly done the same things and it is incredibly problematic to not be able to edit or delete a locked progress note. Most every other EMR systems allow for this. 

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  • Rachel Guidry

    I need to delete an appointment, but you're not allowed to deleted an appointment that has a note.  Yet you cannot delete a locked note.  So now I'm stuck with this appointment that did not happen.  We need a solution for this.  

     

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  • Stefanie M. Trento

    Agreed! I accidentally added a note to a client's chart and need to delete it now, but cannot because it is locked.  Please resolve this!

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  • Reina Olivera

    I also agree with everyone. Maybe SP can make the unlock function only available to the supervisor as a precautionary measure. Thoughts?

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  • Sarah Levy

    I agree an unlock option needs to be added to account administrators this is very frustrating.

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  • Robert Clarke

    I accidentally locked a note for a FUTURE appointment. It seems like an obvious bug that the system will let you do that.

    I agree that you should be allowed to unlock a note and that should be acceptable if you are required to provide an explanation AND if the modified note has the new date -- so there is a paper trail. Or, they could let you unlock notes for certain reasons such as: wrong client, session did not occur, session is in the future, etc.

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  • Kristy Barnes

    I did the same thing as Robert - SP, please help!

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  • Gillian

    Hi all, thank you for your feedback regarding this. We're working on introducing a new feature for SimplePractice that will allow locked Progress Notes to be unlocked in cases where providers need to edit the note or add an addendum. Our engineering team is actively developing this new feature, and we look forward to updating our Community when it's available. 

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  • Robert Clarke

    A very simple way to fix many of these issues would be to list the client name and session date/time on the pop-up windows that warns about locking the note. That would have stopped me from locking it.

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  • Suzanne Coote

    I agree that an administrator should be able to delete locked notes if there is a HIPAA violation or something.  Thank you for working to fix this issue.  

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  • Gillian

    Hi Suzanne, that's exactly how we're building the new Unlock Progress Note feature - administrators on the SimplePractice account will have the ability to unlock Progress Notes if needed, and can also grant other Team Members the ability to unlock Progress Notes. 

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  • Dr. Peter Karinen

    Any update regarding this?

    Also, does anyone know if notes need to be "locked" for insurance purposes? My supervisor is finding it rather time-consuming to review my notes, unlock them, then communicate to me his edits in another format. It would be much easier for me to simply "save" notes then he can look at charts at his leisure... any advice here would be appreciated. Is there a way for a supervisor to route a note back to me with edits? Thanks.

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  • Gillian

    Hi Peter, we are continuing to work with Early Adopters on our Unlock Progress Notes feature and look forward to releasing it soon. 

    We highly recommend locking your notes, particularly if you take insurance. Locking the note appends a timestamp and your name and credentials, and is equivalent to signing and dating a paper note.

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  • Ali Lunnon

    Thanks for hearing us Simple Practice team. It is nice to know we can lock notes and unlock them as needed. Will certainly help with insurance audits and know that they won't be edited in some way. 

    Great working with you guys. 

    - Ali 

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  • Gillian

    Ali, we're glad to hear you're a fan of our new Unlock Progress Notes feature, which was released yesterday. Account Owners and clinicians with Administrative Access can now unlock a note to make any needed edits, and can also grant the ability to unlock notes to other clinical Team Members in the practice. If you have any questions about this new feature of SimplePractice, I'd be happy to help.

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  • Pushpa Autry

    I have a client's name twice, because I had his email address incorrectly and then corrected it, but now it shows up twice. I sent him intake info twice, but he filled it out once (due to incorrect email from me) and I can't delete one of them. I fear it will delete all info connected with that name. How can I fix it? 

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  • Gillian

    Hi Pushpa, I'd be happy to help. First, find the client profile that has less information in it (the one with the incorrect email) and go to Edit Details > Delete Client. Then, enter the client's full name. The correct profile will not be deleted when you delete the incorrect profile. Let me know if you have any additional questions about this, or anything else SimplePractice. I'm here to help. 

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  • Rob Bumbaco

    I saw this when it first came out, but I no longer see the option to unlock a progress note.  Is rhis still an option?

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  • Gillian

    Hi Rob, you can unlock a locked Progress Note if you are the Account Owner, or if the owner of your account grants you access to unlock notes under My Account > Settings > Team Members. Let me know if that helps clear things up.

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  • Elizabeth Dimino

    I am trying to fix a note that was inadvertently duplicated and then locked (I still don't know how this happened!).  I went to Team Members but I don't see where I can unlock the Progress Note.....

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  • Elizabeth Dimino

    Just figured it out!  "Unlock" at the bottom of the note---I had to scroll down :-)

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  • Katie Johnson

    How do I delete a note that I haven't finished. Is there a delete button? 

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