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PAPER CHARTING GUIDELINES

WARNING: Charting on paper is only accepted for the following conditions:

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  1. You are a legacy HHC nurse (hired 2021 & prior) with grandfathered approval to continue paper charting under the strict guidelines set forth below - with the understanding that repeated failure to comply with these guidelines will result in loss of paper charting privileges. 
     

  2. Device failure and / or Unavailability of cellular service. In the event your charting device loses cellular signal, battery or fails to operate for the purposes of charting in the home, paper copies of HHC standard documentation should be available in your car kit at all times. This should be a backup option for rare occasions only. 

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Documentation charted manually (paper & pen or electronic form fill)

are subject to the following requirements:
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  1. Document(s) are original to the date of service and do not include pre-filled or previously filled patient information, clinical details, signatures or narratives.
     

  2. Document(s) are clearly legible, free of shadows, discoloration, erroneous marks, etc., and all required & applicable fields are complete. 
     

    • Client signature is required at every visit. You must obtain signature(s) prior to departure from the client's residence. 
       

      • Admission / SOC visits require at least three (3) signatures, sometimes more.
         

  3. Document(s) are completed on current, applicable and required forms, pursuant to the instructions provided at the time of your visit confirmation. 
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  4. Visit Details (Pt Name, DOB, Visit Date) are entered electronically in the Visit Note Portal accurately matching the information on the submitted document(s).
     

  5. Document(s) are submitted within 48 hours of the visit.
     

    • ​Paper documentation takes longer to process, therefore must be submitted in a timely manner to ensure Agency compliance with contractual obligations.
       

      • Nurses that "batch" submit all or most notes on the day prior or the day of the submission deadline, will be contacted directly and a plan of correction will be implemented.
         

  6. Incomplete and/or incorrect submissions will be returned via the Visit Note Portal.  You will receive an email notification regarding the correction request.
     

    • Documentation is considered late if corrections are not submitted prior to the payroll period deadline.
       

    • Documentation submitted on or near the submission deadline does not provide flexibility for corrections. Please do your best to submit notes timely and accurately to avoid late pay.
       

  7. Paper submissions and associated errors are tracked and reviewed per nurse.

     

    • Continued acceptance of paper documentation is based on compliance with the requirements above. 
       

      • IMPORTANT: Repeated errors, revision requests and/or delinquent, late or "batch" submissions will be reviewed and can result in the loss of paper charting privileges for those nurses grandfathered in to this exception.​​

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