Documentation Timelines

Document Timelines

Document	5/days	Exceptions	Notes
Daily Notes	X
Intake	X		Intake docs need to be e-signed in the Admin tab of child’s RT file. Paper documents will be submitted to Admin for scanning.
Provider Individual Eval	X		The functional evaluation is developed from two providers intial evals. remember that other providers rely on this document to complete the Functional Eval
IFSP (initial, revision, annual, transition)	X		Complete: All relevant tabs in the IFSP document Signature pages listing those present at eligibility/IFSP; list secondary evaluator, even if not present E-signature pages or paper documents * Initial IFSP: link the primary contact
POC (intial, update, annual, exit)	X		Must be completed before the first visit for billing; this can be completed the same day as the first visit (this applies to secondary providers) Consult with secondary about goals
Consult			Requires a PWN and Consent to Eval if not within two months of the initial or annual evaluation.
Functional Eval		Within 7 days	Complete prior to eligibility meeting to review with family. this links to the IFSP when one is created.
Exit		Within 7 days of child exit	Close out the goals with a comment on each.
Tasks		By specific due date	Send back a response, do not send back blank tasks. If a task is complex, email or call manager for support.
Communication Log		As communication occurs	Impacts compliance and provides a narrative trail--keeping comm log current as it clarifies and justifies delays and gaps in services. First place Admin and Manager looks for information.

5 business days

PIC’s policy and clinical standard requires that all service notes be completed and signed within 5 business days of the date of service. While the final due date is 7 calendar days from the date of service, best practice is to complete documentation on the same day the service is delivered, or at minimum, within the work week in which the service occurred.

This standard is grounded in the following principles:

Timely documentation increases the accuracy and quality of clinical notes.
It reduces the number of non-billable events, such as those resulting from missing Plans of Care or other required elements.
It supports the agency’s cash flow stability by reducing billing delays.
It allows time for the billing team to identify and correct errors, ensuring compliance before claims are submitted.

Definition of 5 Business Days:
The five-business-day window begins on the date the service is delivered and ends at midnight on the fifth business day. For example, if a service is provided on a Thursday, the note is due by the following Wednesday at 11:59 PM. Business days exclude Saturdays, Sundays, and observed holidays. However, non-scheduled workdays (such as Fridays for part-time staff) still count toward the 5-day timeline, and providers are expected to plan accordingly.

Planned Leave and Closures:
Providers are expected to complete all documentation within the 5-business-day standard even in advance of planned vacation, extended leave, or the winter closure period.

Important Note on Compliance:
Staff who follow the Medicaid 14-day signature guideline should be aware that this does not meet PIC’s documentation standard. PIC requires adherence to the 5-business-day timeline for internal compliance and operational effectiveness.