Skip to main content
Once a document is completed and billed, StrataEMR locks it from direct editing. To make a correction, you create an amendment — a new version of the document (V2) that records what changed and why. The original document stays in the account as a permanent reference.

​
When to Use an Amendment

Use the amendment process any time you need to correct the content of a document that has already been submitted to insurance. Common reasons include:
  • Wrong CPT code or number of units
  • Clinical content that needs to be updated after billing
If the document has not yet been billed, you may be able to edit it directly. Check the Pending Charges report first — if the document appears there, click Unlock Documentation & Edit Charges and make your corrections without creating an amendment.
Unlock Documentation and Edit Charges button in Pending Charges report
The date of service cannot be changed through an amendment once a note is billed. If the wrong date of service was entered on a billed note, you must void the original and create a new note. See Correcting a Wrong Date of Service below.
Creating an amendment on a billed document triggers a notification to StrataPT. The billing team will reach out to the insurance company with the corrected information. Do not use the amendment process for minor, non-billable corrections that do not affect the claim.

​
How to Amend a Completed Document

  1. From the patient’s account, select Documents in the Patient Menu Bar.
  2. Select Clinical Documents.
  3. Locate the document that needs correction and click the pencil icon in the Edit column.
  4. A warning will pop up, informing you that the document has already been completed with charges. If you wish to proceed, click Continue.
  5. In the Amended Medical Record field at the top of the document, describe the correction you are making. Be specific — this note becomes part of the permanent record.
    • Example: “Corrected units for 97110 from 4 to 3. Error identified on date of service.”
      Amended Medical Record field at top of document
  6. Make the necessary changes within the body of the document.
  7. Save the document as Completed.
Once you save, Version 2 (V2) of the document is created and becomes the active version for billing purposes. The original document (V1) remains visible in the account for reference.
V1 and V2 document versions shown in Clinical Documents list
The V2 document is what StrataPT uses for billing going forward. The V1 is retained for audit purposes and to show the difference between the original and corrected documentation.

​
What Happens After You Submit the Amendment

StrataPT receives an automatic notification when a completed document is amended. The billing team reviews the change and contacts the insurance company to reprocess the claim with the corrected information. You do not need to contact StrataPT separately — the notification is sent automatically when you save the amended document as completed.

​
Correcting a Wrong Date of Service

If the date of service on a billed note is incorrect, the amendment process alone cannot fix it. StrataEMR locks the date of service field once a claim has been submitted. Changing the date requires voiding the original note and creating a new one with the correct date. Here is the full process:
  1. Clone the original note and correct the date. Click the Clone button for the document within the Clinical Documents list to create an exact copy of the original note. Then change the Date of Service at the top of the document to the correct date. Complete the note as usual.
  2. Amend the original note to void it. Open the document and click the pencil icon to begin an amendment. In the Amended Medical Record field, note that the date of service was entered incorrectly and select Void All Charges for the Amendment Reason. Complete and save the document as Completed (this creates V2 and notifies StrataPT).
  3. StrataPT voids the claim. Once notified, the billing team submits a void request to the payer for the incorrect date. You do not need to take any additional action for this step.
  4. StrataPT submits the corrected claim. The new cloned note generates a new claim with the correct date of service, which the billing team submits to the payer.
If the note has not yet been billed, you may be able to correct the date of service directly without voiding. Check the Pending Charges report first — if the note appears there, use Unlock Documentation & Edit Charges to make the correction before billing.