Progress Note due dates are based on your facility and payer rules for reporting periods. If a due date looks earlier or later than expected, it’s likely because the system adjusted the reporting period based on visit activity, scheduling, or submitted documentation.
How Progress Note Due Dates Work
A reporting period starts on the Evaluation date (unless it’s Eval-only).
It ends when the visit max or day max is reached—whichever comes first.
A Progress Note is due at the end of that period.
A new reporting period starts the next day.
When Due Dates May Shift
🟩 1. One visit left, and it’s scheduled
If only one treatment visit remains and it’s scheduled, the system sets the due date to the scheduled visit date—even if it hasn't happened yet.
If the visit is completed → PN due that day.
If the visit is canceled or rescheduled → due date recalculates based on day max or the new scheduled visit date.
Only the final visit is considered for this logic. If more than one visit remains, scheduled visits are not factored in.
🟩 2. Visit max or day max is hit
If the max number of treatment visits or days is reached, the Progress Note is due that day—whichever comes first.
Only notes with billed treatment codes count as visits. One visit is counted per day.
🟩 3. Recertification submitted during a reporting period
If a recert is submitted with a Cert Start Date that falls in the middle of an active reporting period:
The original Progress Note is no longer required.
A new reporting period begins on the Cert Start Date, and a new PN will be due at the end of that period.
Overdue PNs from before the recert are still due.
🟩 4. Discharge not submitted yet
Progress Note alerts continue to generate until the Discharge document is submitted.
Even if a patient is anticipated to discharge, the PN alert stays active.
If the Discharge doc is submitted before the PN due date → the PN is no longer required.
If the Discharge is after the PN was already overdue → the PN must still be completed.
🟩 5. Adjusting the Thru Date
If a PN is not overdue, the Thru Date can be changed to an earlier date—this might be needed for payer preferences.
If a PN is overdue, the Thru Date must match the prefilled due date to clear the alert.
Where You’ll See PN Due Dates
Docs Due (My Dashboard): Includes a brief reason (e.g., “10th Visit Today”, “10th Day Reached”).
My Day: Shows PNs due today or overdue, assigned to you based on schedule or prior documentation.
Episode of Care > Required Documents: Displays due dates, treatment visits completed, and reasons.
Recheck for Discharge: Shows all required or overdue documents.
Schedule Print: Uses updated due dates, but reason text is not yet displayed (coming soon).
Other Notes
Only visits with at least one billed treatment code count toward the visit max.
Eval-only notes, missed visits, or non-billable treatment time do not count toward visit totals.
Only one visit per day is counted, even if multiple treatment notes are submitted.
If a therapist submits a Progress Note early (with an earlier Thru Date), the system recalculates the next due date based on that earlier date.
The first Progress Note alert after a transitional eval may have an inaccurate due date—submit a Progress Note ASAP to reset the visit and day tracking.
Negative day counts (e.g., “-2/30”) may appear if a previous PN had a future-dated Thru Date. This no longer happens moving forward but may appear in past cycles.
Let us know if a due date still doesn’t seem right—we’re happy to double-check based on your documentation and schedule.