Editing Appointments in the EMR

Who this is for

• Providers using the EMR
• Organization-based staff scheduling and documenting billable client sessions

Overview

Appointment details can be edited after an appointment has been created. The steps for editing depend on two factors: your role (Provider or Admin) and the current billing status of the appointment.

Keeping appointment details accurate is essential for both client care and billing records. Whenever possible, make edits before submitting an appointment to billing — changes made after submission require additional steps and Admin approval.

This article covers the following scenarios:

• Editing an appointment before submitting to billing (Provider)
• Editing an appointment after submitting to billing (Provider)
• Editing an appointment before sending to the clearinghouse/payer (Admin)
• Editing an appointment after a claim has been transmitted and paid (Admin)

Editing an appointment

Providers 

Editing Appointments Before Sending to Billing

Providers can edit appointment details at any time before an appointment is sent to billing. Look for the "Action Required" status to find appointments that are still pending submission.

1. Open the appointment from the Appointments page or the Appointments tab on the client's profile.
2. Click Edit to update the date, time, duration, or location.
3. Revise the DAP Notes or any progress notes in the client's Individual Recovery Plan as needed.
4. Click Save.
5. Click Submit.

Editing Appointments After Sending to Billing

Providers can edit appointment details — such as date, time, duration, and location — even after an appointment has been submitted to billing. Note that any changes will require Admin approval before taking effect. DAP Notes and IRP progress notes cannot be modified after submission.

1. Open the appointment from the Appointments page or the Appointments tab on the client's profile.
2. Click Edit to update the date, time, duration, or location.
3. Enter a reason for the change.
4. Click Submit.

The appointment will be sent to your Admin for review and approval.

Admins 

Editing Appointments Before Sending to the Clearinghouse/Payer

When a provider requests an edit at this stage, the process is straightforward — no external parties have been notified, so changes only need to be updated within the EMR. Appointments with a pending provider edit will show a "Needs Review" status.

Reviewing a provider's edit request:

• Open the appointment from the Appointments page or the Appointments tab on the client's profile.
• Click View.
• Review the pending changes and the provider's reason for the edit.
• Click Approve or Reject.

If you've already generated claims but haven't submitted them yet:

• Go to the Appointments page and locate the appointment with a "Needs Review" status.
• Click View.
• Click Approve or Reject.
• The claims list will update automatically — no need to regenerate claims.
• When ready, click Submit.

Editing Appointments After a Claim Has Been Transmitted and Paid

If a provider requests an edit after a claim has been fully transmitted and paid through a clearinghouse (such as Claim MD), the Admin must manually correct the claim externally in addition to approving the change within the EMR.

1. Locate the appointment with a "Needs Review" status on the Appointments page.
2. Click View to review the pending changes and the provider's reason for the edit.
3. Click Approve. A warning will appear reminding you that manual corrections are required in Claim MD.
4. In Claim MD, locate the claim and make the necessary corrections — such as updating codes or unit counts — then re-transmit the claim.
5. Back in the EMR, confirm that the external changes have been made. The appointment will return to a Completed status, and a note will indicate that the claim was modified after submission.

Troubleshooting

The Edit button is not visible

The Edit button may not appear if you don't have the necessary permissions or if the appointment is in a status that doesn't allow edits. Contact your Admin if you believe you should have access.

Not sure which billing stage the appointment is in? Check the appointment's status indicator:

• Action Required — The appointment has not yet been submitted to billing
• Needs Review — A Provider has submitted an edit request pending Admin approval
• If neither status is visible, the claim may have already been transmitted to the clearinghouse. Contact your Admin to confirm.

An edit request was submitted but no changes have been applied

Provider-submitted edits require Admin approval before they take effect. If you submitted an edit and it hasn't been applied, it may still be pending review. Contact your Admin to follow up.