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Chart check
The daily check an audit would otherwise do for you: late and unsigned notes, copied notes, groups over the limit, short days and weeks, service days with no approval, plans and assessments with pieces missing. It checks timing, signatures, counts and dates. It does not judge clinical quality.
Synthetic data. Every finding below was planted on purpose to test the checks. In a real program, a person fixes each one the same day and never changes a signature date.
Sofia Grant (C-0004) 4 findings
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| critical 3 service days with no approval Sofia Grant (C-0004) · 2026-09-24 |
Services were delivered on 2026-09-24 to 2026-09-26, and no approved authorization covers those dates. Late requests start on the day of receipt, and days not requested on time are denied. | Check whether a request for these dates is pending or was never sent. If it was never sent, send it today, and log how the gap happened so the countdown can prevent the next one. | SERVICE-NO-AUTHA-011, A-052 |
| high Assessment covers 4 of 6 dimensions Sofia Grant (C-0004) · 2026-09-20 |
The multidimensional assessment dated 2026-09-20 does not cover dimensions 5, 6. The level of care and the plan are based on all six. | Complete the missing dimensions and update the assessment before the next plan review. | ASSESS-DIMENSIONSA-021, A-048 |
| high Comprehensive plan is missing 7 required elements Sofia Grant (C-0004) · 2026-10-04 |
The comprehensive plan dated 2026-10-04 lacks: Other agencies and their roles; Individualized discharge plan; Family engagement activities; Community aftercare with target dates; Choice of provider offered; Member signature (or reason none); Level(s) of care stated. An ISP without all required elements is incomplete and does not meet reimbursement requirements. (The pharmacotherapy element, which applies to opioid and alcohol use disorders, is not checked here.) | Add the missing elements with the person, sign and date the update, and have a CATP sign off. | PLAN-ELEMENTSA-049, A-022 |
| normal Week of 2026-09-27: 3 hours (minimum 9) Sofia Grant (C-0004) · 2026-09-27 |
ASAM 2.1 expects at least 9 hours a week on average. The week of 2026-09-27 (Sunday to Saturday) has 3 hours across 1 day. The chart does not say adult or youth; this assumes adult. | Record why hours fell short, tell the plan (weekly for ASAM; at the next review for MH), and if it keeps happening, reassess the level of care or the step-down plan in the ISP. | WEEK-HOURSA-015 |
Maya Brooks (C-0002) 4 findings
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| critical Note text matches an earlier note Maya Brooks (C-0002) · 2026-10-03 |
The individual note N5 (2026-10-03) is at least 90% the same wording as N4. DMAS does not reimburse dates of service whose notes are not individualized, and duplicated notes do not count. | The author rewrites it to show what was different for this person that day (what they said, did, and how they responded), or the day is not billed. A group note must show each person's own participation. | NOTE-CLONEDA-023 |
| critical Note is still unsigned Maya Brooks (C-0002) · 2026-10-04 |
The progress note for 2026-10-04 has no signature. It was due 2026-10-05 (next business day, Virginia state holidays + weekends); today is 2026-10-08. | The author signs and dates it now with the date they actually sign. Do not back-date. Tell the compliance officer how late it is. | NOTE-UNSIGNEDA-023 |
| high No time or units on a billable note Maya Brooks (C-0002) · 2026-10-05 |
The individual note for 2026-10-05 records neither minutes nor units. A note has to show content that supports the time or units billed. | The author adds the time actually spent (start and end for mental health services) before anything is billed from this note. | NOTE-NO-TIMEA-023 |
| normal 4 hours on 2026-10-04 (minimum 5) Maya Brooks (C-0002) · 2026-10-04 |
ASAM 2.5 needs at least 5 service hours on a service day. 2026-10-04 shows 4. No deviation note is linked to that day. The chart does not say adult or youth; this assumes adult. | Document the reason the person did not complete the minimum, and tell the plan about the deviation (weekly for ASAM 2.1 and 2.5; at the next authorization review for MH-PHP). Do not bill hours that were not delivered. | DAY-HOURSA-016 |
Program-wide 2 findings
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| high No exclusion check on record program |
No monthly exclusion check date came through for this person. | Run the LEIE search now, save the result as evidence, and set a recurring monthly reminder. If a hit appears, report it to DMAS immediately. | EXCLUSION-STALEA-030, F-009 |
| high Last exclusion check 60 days ago program · 2026-08-09 |
The last OIG exclusion search for this person was 2026-08-09. Providers must search the LEIE monthly for all employees and contractors. | Run the LEIE search now, save the result as evidence, and set a recurring monthly reminder. If a hit appears, report it to DMAS immediately. | EXCLUSION-STALEA-030, F-009 |
Aisha Cole (C-0007) 1 finding
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| high No multidimensional assessment on file Aisha Cole (C-0007) · 2026-09-23 |
Other assessments were imported, but there is none for E-7. A multidimensional assessment is required for ASAM 2.1 to 4.0, and services must start within 30 days of it. | Find it in the chart. If it exists, the report that fed this import left it out. If not, it has to be done now. | ASSESS-MISSINGA-021, A-048 |
Jordan Ellis (C-0001) 4 findings
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| high Supervisee therapy note has no CATP co-signature Jordan Ellis (C-0001) · 2026-09-25 |
The individual therapy note for 2026-09-25 was signed by a supervisee (CSAC-S) and has no co-signature. Therapy notes by supervisees need a licensed CATP's co-signature. Group notes do not. | A CATP reviews and co-signs with the actual date. Add the co-sign step to the supervisee's weekly routine. | NOTE-COSIGNA-023 |
| high Note signed 5 days late Jordan Ellis (C-0001) · 2026-09-27 |
The individual note for 2026-09-27 was signed 2026-10-03. The rule is the time of service or within one business day, so it was due 2026-09-28. | Do not change the signature date. Record why it was late, and if this is a pattern, raise it in supervision. Late notes are an audit finding even when the care happened. | NOTE-LATEA-023 |
| normal Group of 14 (limit 12) Jordan Ellis (C-0001) · 2026-09-24 |
The group note for 2026-09-24 shows 14 participants. Group substance use counseling has a maximum of 12, or fewer depending on the clinical model. The limit may be exceeded on a CATP's clinical determination. | If a CATP decided the larger group was appropriate, that determination has to be in the record. If not, split the group going forward. | GROUP-SIZEA-018 |
| normal 2 hours on 2026-09-26 (minimum 3) Jordan Ellis (C-0001) · 2026-09-26 |
ASAM 2.1 (adult) needs at least 3 service hours on a service day. 2026-09-26 shows 2. No deviation note is linked to that day. The chart does not say adult or youth; this assumes adult. | Document the reason the person did not complete the minimum, and tell the plan about the deviation (weekly for ASAM 2.1 and 2.5; at the next authorization review for MH-PHP). Do not bill hours that were not delivered. | DAY-HOURSA-015 |
Lena Ortiz (C-0010) 1 finding
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| normal Week of 2026-09-27: 6 hours (minimum 9) Lena Ortiz (C-0010) · 2026-09-27 |
MH-IOP expects at least 9 hours a week on average. The week of 2026-09-27 (Sunday to Saturday) has 6 hours across 2 days. | Record why hours fell short, tell the plan (weekly for ASAM; at the next review for MH), and if it keeps happening, reassess the level of care or the step-down plan in the ISP. | WEEK-HOURSA-035 |
Avery Lane (C-0020) 1 finding
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| normal Week of 2026-09-27: 6 hours (minimum 9) Avery Lane (C-0020) · 2026-09-27 |
ASAM 2.1 expects at least 9 hours a week on average. The week of 2026-09-27 (Sunday to Saturday) has 6 hours across 2 days. | Record why hours fell short, tell the plan (weekly for ASAM; at the next review for MH), and if it keeps happening, reassess the level of care or the step-down plan in the ISP. | WEEK-HOURSA-015 |
Sam Rivera (C-0021) 1 finding
| Finding | What was found | What to do | Rule |
|---|---|---|---|
| normal Week of 2026-09-27: 10 hours (minimum 20) Sam Rivera (C-0021) · 2026-09-27 |
ASAM 2.5 expects at least 20 hours a week. The week of 2026-09-27 (Sunday to Saturday) has 10 hours across 2 days. | Record why hours fell short, tell the plan (weekly for ASAM; at the next review for MH), and if it keeps happening, reassess the level of care or the step-down plan in the ISP. | WEEK-HOURSA-016 |
The checks 14
Each one is plain code. It names the library records that back it, and it does not run unless they are primary-read with a source snapshot.
| Check | Levels | Backed by | Ran |
|---|---|---|---|
NOTE-LATE Note signed after the next business day | 2.1, 2.5, MH-IOP, MH-PHP | A-023 | yes |
NOTE-UNSIGNED Note still unsigned after the next business day | 2.1, 2.5, MH-IOP, MH-PHP | A-023 | yes |
NOTE-NO-TIME Billable note with no time or units | 2.1, 2.5, MH-IOP, MH-PHP | A-023 | yes |
NOTE-CLONED Note text duplicated from another note | 2.1, 2.5, MH-IOP, MH-PHP | A-023 | yes |
NOTE-COSIGN Supervisee therapy note without a CATP co-signature | 2.1, 2.5 | A-023 | yes |
NOTE-TIMES Mental health note without start and end times | MH-IOP, MH-PHP | A-044 | yes |
GROUP-SIZE Group larger than the limit | 2.1, 2.5, MH-IOP, MH-PHP | A-018, A-044 | yes |
DAY-HOURS Treatment day under the hour minimum | 2.1, 2.5, MH-IOP, MH-PHP | A-015, A-016, A-035, A-037 | yes |
WEEK-HOURS Treatment week outside the hour range | 2.1, 2.5, 3.1, MH-IOP, MH-PHP | A-015, A-016, A-035, A-037, A-053 | yes |
SERVICE-NO-AUTH Service day with no approval covering it | 2.1, 2.5, 3.1, 3.3, 3.5, 3.7, 4.0, MH-IOP, MH-PHP | A-011, A-041, A-052 | yes |
PLAN-ELEMENTS Comprehensive plan missing required elements | 2.1, 2.5 | A-049, A-022 | yes |
ASSESS-DIMENSIONS Multidimensional assessment missing dimensions | 2.1, 2.5 | A-021, A-048 | yes |
ASSESS-MISSING No multidimensional assessment on file | 2.1, 2.5 | A-021, A-048 | yes |
EXCLUSION-STALE Monthly exclusion check overdue | 2.1, 2.5, MH-IOP, MH-PHP | A-030, F-009 | yes |