Documentation Timeline

Document Timeline and 5 business days

Document	5 business days/7 days	7 days	Notes
Daily Notes	X
Intake	X		Intake docs need to be e-signed need to be completed in the Admin tab of child’s RT file.
Provider Individual Eval	X		Other providers rely on this document to complete the Functional Eval
Functional Eval		X	Complete prior to eligibility meeting to review with family. Will roll to the IFSP, if one is developed.
IFSP initial	X		Complete: All relevant tabs in the IFSP document Signature pages listing those present at eligibility/IFSP; list secondary evaluator, even if not present Service ticket E-signature pages (and confirm family signed) * Open in tandem with the POC * Complete POC before signing off
POC, Initial	X		Must be completed before the first visit for billing Complete with secondary if there is one Complete with enough time to allow secondary to do POC prior to THEIR first visit. The doctor has 14 days to sign off, so submit ASAP. Open in tandem with the IFSP
Consult	X		Requesting provider should complete a Consult Request Form and email to the requested provider.
IFSP revision	X		Complete: All relevant tabs in the IFSP document Signature pages listing those present at eligibility/IFSP; list secondary provider, even if not present Service ticket E-signature pages (and confirm family signed) * Open in tandem with the POC to keep in sync * Complete POC before signing off
POC revisions	X		Must be completed before the next visit for billing Complete with secondary if there is one Complete with enough time to allow secondary to do POC prior to THEIR next visit. The doctor has 14 days to sign off, so submit ASAP. Open in tandem with the IFSP
Exit		X	Impacts PIC enrolled numbers—exit within 7 days of child’s exit
Communication Log		X	Impacts all staff who communicate with clients while provider is away or occupied
Tasks		By specific due date	At least by next visit with family, and if you continue to have a signature problem or a complication with documentation please contact admin ASAP

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.