Common Date Types

There are many dates used in ChartCaddy and what they are trying to capture is sometimes confusing. Here is an explanation of what each date type is for on the items you will see in the system.

*Start DT and Stop DT: The date and time you are requesting to bill for, usually the date and time the service was actually performed. On most items, there is a minimum time difference that must be between these two, and the time difference cannot exceed 8 hours.

*Effective Date: When you want an date span to begin.

*Warn Date: When you would like to be notified that an expiration date is approaching. If you do not want to be warned, you may use the actual expiration date of the item. In some locations in ChartCaddy, such as Program or Payer information, you may enter the infinitive date 12/31/9999 CDT.

*Expires Date: The first day the item is considered "expired". You will often see that the ChartCaddy expiration date on a Preauth, Review Request, Treatment Plan, or Client Payer is one calendar day after the expiration date listed on PICIS or on OKHCA. This is normal and desired, as the dates used by PICIS and OKHCA include the expiration day, and the expires dates in ChartCaddy do not include that day. Extending the ChartCaddy dates by one day gives you the opportunity to use your final day as needed.

*Completed DT: For plans this is the day and time you moved the item to completed status (Submitted as "Trans DT" for OKHCA payers). On Preauths, Review Requests, and Treatment Plans, this date cannot be after the Effective Date. For other types of chart items the Completed DT field is simply the date you completed the item.

*Submitted DT: When the plan was submitted to the payer for those payers that require it. Moving the plan to Approved will date and time stamp this field for you, because that is when it is submitted to the payer. If the payer does not require prior authorization then the plan is not submitted.