How to adjust time in notes?
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Is there a way to adjust the time in notes? Let's say the client was 10-15 minutes late for session.  The appointment was scheduled to start at 4:00, but actually didn't start until 4:15 pm., but the time change isn't reflected in the time stamp of the note that auto-populates.  Same would go for adjusting the billing code from a 60 minute session to 45 minute session. I know I can go back into the calendar appointment and adjust the time/billing and then complete the note, but it's a bit of a hassle. Any suggestions? Thanks!

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    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.

    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.

    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. 

    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.

    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! 

    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.

    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.

    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.

    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.

    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!  

    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!