Guidelines for Note Void Requests: Knowing When to Submit a Note Void Request

Purpose of this Article

The purpose of this article is to help a user determine if a HHUNY Help Desk Note Void request is necessary when an edit needs to be made to a finalized note, or if an alternative resolution is recommended. Please note, the recommendations in this article are not absolute; a HHUNY Hep Desk ticket is permitted at any time.

When is a HHUNY Help Desk Note Void Request Required?

1. A note was finalized with PHI/information regarding a different member.
2. A field within the note contains incorrect information and cannot be edited by a Care Manager Supervisor, AND it is a field that is tracked for auditing purposes. (Example: Primary Reason for Contact- Case Review)
3. The Contact Date is incorrect AND the correct Contact Date is within a different month.

When is a Note Void Ticket Not Required, and How to Resolve?

1. Fields in Finalized Note that are Editable by a Care Manager Supervisor 

If one of the following fields in a finalized note was entered incorrectly, anyone with Care Manager Supervisor level access in Netsmart is permitted to edit the field by selecting the Edit button on the note. An Error Resolution Contact Note is not necessary for corrections made to a note by a Care Manager Supervisor.

• Service Code (Billable vs Non-Billable)
• Type of Activity (Care Management, Community/Social, Health Promotion, Member Support, No Core Service Provided, Transition of Care)
• Contact Type
• Contact Status (Contact Achieved, Contact not achieved)

*If the Care Manager Supervisor receives an error while attempting to edit one of these fields, please reach out to the HHUNY Help Desk for further guidance.  

2. Append Feature

The Append is used when additional information needs to be added to an existing finalized note, or when incorrect information has been saved in an existing note—provided there is no PHI for a different member. If an Append is used to rectify the error, a HHUNY Help Desk Note Void submission is not required. The following are some circumstances when an Append might be sufficient. For further details please see guidance on the HHUNY Portal: Append Note Guidance.

1. Contact Date is incorrect and the correct Contact Date is within the same month.
2. Note is incomplete and there is additional information to include in the note.
3. A mistake was made in the content of the note that needs to be edited, granted there is no PHI for a different member.

*Please make sure the Append is entered with the correct information before saving, as any further void requests would require the entire note (original + append) to be voided. 

* If PHI was entered into the chart for the wrong member, a HHUNY Help Desk ticket must be submitted.*

*If unsure how to proceed, please submit a Note Void request ticket for assistance.*