Difference between chart notes, administrative notes, psychotherapy notes?
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I have been using chart notes for collateral call notes or collecting contact or logistical information.  I use psychotherapy notes to expand on any client process, my reflections, content about legal or financial issues.  I haven't used administrative notes because I use the chart notes. Are chart notes and administrative notes interchangeable, or is there an obvious difference between the two?

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    Gillian

    Hi Devora, I'd be happy to help with this question. The primary difference between Chart and Administrative notes is that Administrative notes are not a part of the client's medical record and can be viewed by additional administrative Team Members in your account, i.e. Billers and Schedulers. Administrative Notes are a great place to add information about the client's billing, scheduling, or non-clinical information that you'd like to share with your team. 

    Hi Devora, I'd be happy to help with this question. The primary difference between Chart and Administrative notes is that Administrative notes are not a part of the client's medical record and can be viewed by additional administrative Team Members in your account, i.e. Billers and Schedulers. Administrative Notes are a great place to add information about the client's billing, scheduling, or non-clinical information that you'd like to share with your team. 

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    Lena Sheffield

    I've been using the administrative note to put the insurance authorization number or something that I want to be reminded of easily without having to look for it,   Like others on the treatment team, psychiatrist or RD. 

    Is there a place to put other consultants?  

    Lena

    I've been using the administrative note to put the insurance authorization number or something that I want to be reminded of easily without having to look for it,   Like others on the treatment team, psychiatrist or RD. 

    Is there a place to put other consultants?  

    Lena

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    Gillian

    Hi Lena, you can add other consultants to the Contacts section of your client's chart under Edit Details. There, you'll also be able to enter their contact information. 

    Hi Lena, you can add other consultants to the Contacts section of your client's chart under Edit Details. There, you'll also be able to enter their contact information. 

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    Carol Lee MEd., LPC, NCC

    Are chart notes psychotherapy notes?  If not, where are psychotherapy notes located?

    Are chart notes psychotherapy notes?  If not, where are psychotherapy notes located?

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    Michelle LeGault

    I am having trouble seeing the past chart notes.,  Is there a way to see chart notes that have been entered in the past.?

    Michelle, LICSW

    I am having trouble seeing the past chart notes.,  Is there a way to see chart notes that have been entered in the past.?

    Michelle, LICSW

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    Gillian

    Hi Carol, Chart Notes are not Psychotherapy Notes. Chart Notes are part of your client's medical record whereas Psychotherapy Notes are not. Michelle, you can view past Chart Notes on your client's Overview page - all notes and documentation is listed on the Overview page in chronological order. 

    Hi Carol, Chart Notes are not Psychotherapy Notes. Chart Notes are part of your client's medical record whereas Psychotherapy Notes are not. Michelle, you can view past Chart Notes on your client's Overview page - all notes and documentation is listed on the Overview page in chronological order. 

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    Lisa King

    Okay, so I can see the past chart notes listed in the client's overview page, but when I click on them to open them to read them nothing happens.  This is consistent from client to client so I cannot actually open them.  What am I doing wrong?

    Okay, so I can see the past chart notes listed in the client's overview page, but when I click on them to open them to read them nothing happens.  This is consistent from client to client so I cannot actually open them.  What am I doing wrong?

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    Gillian

    Happy to help, Lisa. Are you clicking on the title of the Chart Note? 

    Happy to help, Lisa. Are you clicking on the title of the Chart Note? 

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    Lisa King

    Hi Gillian - yes, I click on where it says "Chart note" in bold letters.  And nothing opens up.  Am I entering them incorrectly and thus not populating a note?  When I do enter a note, I've been typing the note and then hitting enter afterwards.  Then it shows up as a Chart Note in my list but will not allow me to open it. 

    Hi Gillian - yes, I click on where it says "Chart note" in bold letters.  And nothing opens up.  Am I entering them incorrectly and thus not populating a note?  When I do enter a note, I've been typing the note and then hitting enter afterwards.  Then it shows up as a Chart Note in my list but will not allow me to open it. 

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    Lisa King

    For example, I just went to a client's record and entered a sample chart note.  So, I typed in "Sample Note" in the text box for chart note, and then hit "add note".  "Chart Note" then appears in the notes list below for that client with an entry date of today, 3/31/20.  But when I click on that  "Chart Note" to open and read the note, nothing happens. 

    For example, I just went to a client's record and entered a sample chart note.  So, I typed in "Sample Note" in the text box for chart note, and then hit "add note".  "Chart Note" then appears in the notes list below for that client with an entry date of today, 3/31/20.  But when I click on that  "Chart Note" to open and read the note, nothing happens. 

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    Karen Lawee

    I have been experiencing this, too. I mistakenly entered a number of progress notes as chart notes, and when I went back to fix them, I couldn't open any chart notes (across several clients). I don't have a problem seeing progress notes, just chart notes. Thanks for any advice.

    I have been experiencing this, too. I mistakenly entered a number of progress notes as chart notes, and when I went back to fix them, I couldn't open any chart notes (across several clients). I don't have a problem seeing progress notes, just chart notes. Thanks for any advice.

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    Lisa King

    I still have not received an answer to this question as to why chart notes aren’t opening for us to review. Is it a system glitch? Can someone at SP please respond? It’s been a while with no clear answer.

    I still have not received an answer to this question as to why chart notes aren’t opening for us to review. Is it a system glitch? Can someone at SP please respond? It’s been a while with no clear answer.

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    Gillian

    Hi Lisa and Karen, my sincere apologies for our delayed response. I'll create a Help request for our Success team now for you both for our team to look into it. What browser are you using with SimplePractice?

    Edited by Gillian

    Hi Lisa and Karen, my sincere apologies for our delayed response. I'll create a Help request for our Success team now for you both for our team to look into it. What browser are you using with SimplePractice?

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    Joseph O. Baker

    I have also had this issue with chart notes.  By mistake I entered a patients appointments as "other" and then ended up entering my progress note as a chart note.  Unfortunately,  this session ended up being overlooked when it came to billing as the session as it did not show as a billable session in the billing section for the patient and too much time may have passed to bill insurance at this point. 

    I did see that the Chart note was viewable as a PDF.  There is a printer icon to the right when you hover over the chart note if you select that the PDF will pop up.  

    Is there a way to change a session inadvertently marked as "other" to an appointment with a service?  Or do I have to create a new appointment in the calendar and copy/paste the info from the chart note into the progress note? 

     

     

    I have also had this issue with chart notes.  By mistake I entered a patients appointments as "other" and then ended up entering my progress note as a chart note.  Unfortunately,  this session ended up being overlooked when it came to billing as the session as it did not show as a billable session in the billing section for the patient and too much time may have passed to bill insurance at this point. 

    I did see that the Chart note was viewable as a PDF.  There is a printer icon to the right when you hover over the chart note if you select that the PDF will pop up.  

    Is there a way to change a session inadvertently marked as "other" to an appointment with a service?  Or do I have to create a new appointment in the calendar and copy/paste the info from the chart note into the progress note? 

     

     

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    Lisa Danner

    I am brand-new to SP and entered my note as a psychotherapy note on a new client.  Now I cannot find that note.  Can you please tell me where to look?

    I am brand-new to SP and entered my note as a psychotherapy note on a new client.  Now I cannot find that note.  Can you please tell me where to look?

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    Laurel Mallonee

    Hello! I have the same issue - I'm unable to view chart notes by clicking on them. I enter them and then save them. The links show up on my Overview page for the note I entered on the correct date/time, but when I click on it to read the note it does nothing. Helpful to have the pdf viewable when I hit the 'print' icon (thanks for the tip from this thread), but yeah mine won't work either!

    Hello! I have the same issue - I'm unable to view chart notes by clicking on them. I enter them and then save them. The links show up on my Overview page for the note I entered on the correct date/time, but when I click on it to read the note it does nothing. Helpful to have the pdf viewable when I hit the 'print' icon (thanks for the tip from this thread), but yeah mine won't work either!

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    Ruth

    Hi All - We apologize for the late response. Thank you all for contributing to our Community Forum. Please find my answers to each of your questions here: 

    Joseph and Laurel - Try clicking on the two horizontal lines (Excerpt View) above the listed items in your client's Overview page. When in the List View (three horizontal lines), you can't click on the Chart Note to edit it directly, or click the Read More link that appears in the Excerpt View, pictured here:  

    Joseph - We don't recommend you use the Other Appointment option to create client appointments. As you've mentioned, this won't allow you to bill the appointments according to your set services. You also can't edit an Other Appointment to be a Client Appointment. I'd recommend deleting the Other Appointment and re-adding it to the Calendar as a Client Appointment. 

    Lisa - If you'd like to see or edit your Psychotherapy Note, go to your client's Overview page, click on the relevant Appointment and scroll down to the bottom of the page to find the Psychotherapy Note. I'd recommend copying the contents of this note onto the Progress Note Template above so the information is saved part of the client's official health record. 

    Here is more on How to use progress and psychotherapy notes

     

    Hi All - We apologize for the late response. Thank you all for contributing to our Community Forum. Please find my answers to each of your questions here: 

    Joseph and Laurel - Try clicking on the two horizontal lines (Excerpt View) above the listed items in your client's Overview page. When in the List View (three horizontal lines), you can't click on the Chart Note to edit it directly, or click the Read More link that appears in the Excerpt View, pictured here:  

    Joseph - We don't recommend you use the Other Appointment option to create client appointments. As you've mentioned, this won't allow you to bill the appointments according to your set services. You also can't edit an Other Appointment to be a Client Appointment. I'd recommend deleting the Other Appointment and re-adding it to the Calendar as a Client Appointment. 

    Lisa - If you'd like to see or edit your Psychotherapy Note, go to your client's Overview page, click on the relevant Appointment and scroll down to the bottom of the page to find the Psychotherapy Note. I'd recommend copying the contents of this note onto the Progress Note Template above so the information is saved part of the client's official health record. 

    Here is more on How to use progress and psychotherapy notes