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How to adjust time in notes?

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21 comments

  • David Flowers

    User for three years, here. I'd be surprised if there's any way to do it other than that.

    I have added a time field to my progress notes, so I always write in each note what time a client starts the session, and -- at the end -- how many minutes the session went. If I'm billing a 90837, and a client comes in 10 minutes late but I was able to tack that time on at the end, then I keep the code the same, and my progress note records the actual time.

    I'm not sure if there's a problem with that, but that's what I do. If I can't or don't want to tack the time onto the end, and the actual code needs to be changed, that's when I go in and change code in appointment itself and, while I'm at it, I just change the appointment time so it's accurate as well.

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  • David Flowers

    Sorry if not clear: the point is, I only change the time in the appointment tab if we were not able to meet the number of minutes the billing code requires.

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  • Gillian

    Happy to help. David is correct (thanks for choosing SimplePractice all these years, David!) The best way to adjust the appointment start time or appointment duration is by editing the appointment on the Calendar. 

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  • Nicole “Nikki” Schwartz

    I will click the appointment box at the top right of the notes page, which does take you back to the calendar, but it’s fewer clicks than going back from the left hand calendar menu scanning for the appointment, clicking and editing.

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  • Danielle Lenser

    Thank you David, Gillian, and Nicole for the feedback. Sounds like I'm doing it the same way everyone described.  Some of them I try to tack on the time in the end too David, and just document it in the note as well. The clicking the appointment box in the note saves a little time too, thanks Nicole.  Good to know I'm on the right track and thanks everyone for the feedback, it's greatly appreciated! 

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  • David Flowers

    Clicking the box on the notes page is a good idea. For some reason I never think about that, but it does save a step.

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  • Suzanna Styles

    I appreciate this thread as I am new to SP and had the same question. It seems weird to me that I can only select duration of a session based on 5-minute increments when I try to adjust the time in the calendar, as was advised within this thread.  I am used to tracking everything based on minute increments.  I can adjust my 10:00 session in the calendar to start at 10:02, but there is no way to represent that it was a 58-minute session rather than a 55 or 60 minute session.  Like you, David F., I added a start and end time to my customized progress note, but I wonder how that looks for an auditor to have discrepancy between what SP reports in the note's header (55 minutes) and what I manually report on my progress note (58 minutes).  I looked at a print version of my progress note and the discrepancy between the reported durations seemed to scream out at me.  I, for one, would like the ability to accurately represent the duration of my session in minute intervals in SP without having to customize a solution that may then be a red flag for auditors.

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  • David Flowers

    I take your point. I can't imagine an auditor having an issue with this. If they did, they would have to take it up with Simple Practice, as I have made sure to accurately note the time.

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  • Suzanna Styles

    Thanks for weighing in, David F.  For the record, my conclusion at this point is to have fields labeled "Exact Start Time" and "Exact Duration (minutes)" at the start of my custom progress note with a parenthetical note "(Exact start time and duration supercede the automated start time and duration in the header.)" for an explanation. Hoping that suffices.

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  • Mark Fisher

    Hello, I am doing my first super bill and need to go back in time and change the amount of time the sessions were, they ran over 1 hour for example.  The billing cost was OK, but the minutes show I hour, when it as 2 hours, for example?  This was a session a few weeks a ago and I can’t seem to change the minutes from 60 to 120 or 90min?  They seem to be set minutes, I need to add, but it was a few weeks ago.  How do you adjust them for a super bill I need to give to the client to submit to insurance the end of the month?  

    Thanks for your help!  

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  • Ruth

    Hi Mark - If you want to add time to an appointment, or use add-on service codes to calculate the extra time you're charging your client, you need to first delete all billing documents you've generated and then add the service codes. Next, regenerate the invoice and then generate a Superbill. Here's a guide on Appointment Level Billing Changes. Also, this guide goes over Using add-on codes

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  • Betty Baumann

    I have been told time and time again through CEU seminars as well as work that the start and end time on the note must be exact.  EG Start 3:02 pm - 3: 58 pm.  I do not see a way to do this other than manually note it in Simple Practice.  I wish there was a way to change the start / end time on the progress note.

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  • Ruth

    Hi Betty, we hear you, which is why our Product and Engineering Teams are working on a feature enhancement that will allow you to adjust the exact start and end times of appointments down to the minute. Please keep your eye out for the email announcing this release, it's coming soon, I promise! 

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  • Barbara Schmitz

    I have the same issue as Betty Baumann. " Ruth" in SP Customer Service writes a response 2 months ago which promises this feature is "coming soon". When can we reasonably expect this, as exact start and stop times are details clinicians are ethically expected to record?

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  • Danielle Lenser

    Hello everyone, I feel to some extent they did fix the time in notes so that you can be more precise. I've been able to when typing my note adjust the time straight from the note page and did not have to go back to the calendar to update it. Depending on your screen layout (mines to the top right of the note)...

    -find where it lists "Appointment Info"

    -under that there's a button to click "edit date & time" that allows you to change the time directly while writing your note. 

    From there you can change it to reflect the exact times of your session. Ex: 9:03 am-  9:59 am  and change minutes to the exact length...56 minutes. 

    This does require a little math since you manually have to key in the total minutes to establish the session end time. Little tricky, but at least you can have exact times in your notes.

    I'd recommend maybe with future updates that you can also key in the end time and thus it automatically calculates the exact minute length of session and vise versa.  This way people can calculate it both ways. 

    Hope this helps everyone! 

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  • Gillian

    Hi Barbara, as Danielle notes, we released an update to SimplePractice recently that allows you to enter the exact start and end times of a session. We hope you enjoy using this feature!

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  • Cherie Thompson

    I'm new to SP and appreciate the post. It appears that you can only edit the time within the note (as Danielle & Gillian explained 2 months ago) after the session is over. Is there any chance that an update could be made so the start time could be adjusted while the session is going on? And I would also recommend that you be able to enter the end time as Danielle suggested (instead of calculating the length). When billing insurance they want the exact start/stop time, otherwise it raises a concern and it could trigger an insurance audit.

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  • Ruth

    Hi Cherie, we recently changed appointment start and stop times to be editable by minute, so that customers could edit their appointments to reflect the exact length of the appointment held. You can adjust it from the client's Progress Note, which you can access on their Overview page after the session ends, or you can do so from the Calendar on the appointment's flyout window anytime. The reason you have to calculate the exact time was to accommodate the insurance requirements. 

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  • Tiffany Cloud

    I am new to SP, just started with it today and saw my first client. Like many others who have posted on here, I have always been taught to keep meticulous records of my start and end time. I have added a text box to include this function into my SOAP note, however, I feel it would be helpful to have a more streamlined approach to this. I want to be able to edit the time and date to reflect my exact times with clients, not just based on the minutes I was with them. Would it be possible to expedite this? Someone else mentioned fear of audits and this is definitely something that is on my radar. 

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  • Jaime Kadylak

    I can no longer edit my time after a session, I can edit the length of time but not a start time, I'm not sure how to fix this, any help would be appreciated 

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  • Elyse Jacobson

    Just like Jaime (above), I tried to edit my time after my sessions today and am no longer able to change the start time. It defaults back to the scheduled time. This is different than the past 8 months I've been using SP.

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