Create a Session Note Retroactively

If a therapist was unable to start a session on Alpaca at the time of the appointment and do live data collection, they can still create a note retroactively.

Note - this should not be a common occurrence for compliance reasons. Especially for Medicaid programs in Texas and Colorado, Electronic Visit Verification is required, which means sending the state a notification when a session actually begins.

Creating an Ad-hoc Session

To create an ad-hoc session for data that was collected but needs to be recorded with different details:

1. Click "Start Ad-hoc Session" on the navigation bar

2. Select the appropriate CPT as the service code

3. Select Self Dictation as the method

4. Select the correct client

5. Add the session data and take additional notes

6. End the session

7. Sign the note with the appropriate date, start time, end time, and other correct details

Important Timing Considerations

If you need to create an ad-hoc session for payroll purposes, make sure to complete this process before your payroll deadline to ensure proper billing and documentation.

When to Use Ad-hoc Sessions

Ad-hoc sessions are useful when:

• A session was started with the wrong date

• Data was collected for one client but recorded under another client's file

• You need to create a session record after the fact with specific timing details

This method allows you to maintain accurate records while ensuring all session data is properly documented under the correct client and date.