Sign the note and mark sessions that didn't happen
Signing the note completes the record for a session. If a session didn't happen, mark its status so it isn't mistaken for unfinished work.
- You've reviewed the note and added the diagnosis (Lesson 6.4)
- You've checked that the CPT code on the appointment matches what happened (Lesson 6.2)
Sign and complete the note
- Check both codes one more time: the CPT code on the appointment and the diagnosis in the note's Medical coding tab.
- Click Sign and complete, then confirm your signature.
This signs and locks the note in one step, so no further edits can be made. Signing finishes the documentation, so it's a good moment to catch anything that needs correcting. We'd suggest doing it within 24 hours of the session.
Mark sessions that didn't happen
Open the appointment in the Calendar and choose the status next to the client's name. It saves straight away.
- Choose Did not attend for a no-show. If your policy allows it, you can invoice the client for your no-show fee, but you can't claim it through insurance. You don't need a note or claim.
- Choose Canceled when nothing should be billed and no note is needed.
Carepatron won't submit an electronic claim for a session marked Did not attend or Canceled. If the status you need isn't available, add it under Calendar → Settings (gear) → Manage statuses.
Finish each session in this order
- Confirm the CPT code on the appointment.
- Confirm that the diagnosis is in the note's Medical coding tab.
- Click Sign and complete on the note.
- Mark any session that didn't happen.
When you finish these steps promptly, you can submit the claim sooner.
Tick these off in your own workspace before moving on.
Why do I need to mark no-shows for billing?
The status shows that the client didn't attend, rather than leaving the appointment looking like a session with an unfinished note. It also lets you invoice the no-show fee.
What happens when I sign and complete a note?
Carepatron adds your signature and locks the note, so no further edits can be made. This protects the finished documentation.
What if I signed the note before checking the CPT code?
That's fine. Signing the note doesn't change the services on the appointment. Correct the service on the appointment's Billing tab before you create the claim. If you've already created or sent the claim, correct the claim as well.
Can I create my own appointment statuses?
Yes. Go to Calendar → Settings (gear) → Manage statuses. Make sure no-shows and cancellations are clearly different.