Medicare Behavioral Health Documentation Checklist

Medicare Behavioral Health Documentation – Practical Note Template

Use the prompts below in each note to clearly show why this visit was medically necessary right now and to support Medicare requirements.

1. Medical Necessity – Why THIS Visit, RIGHT NOW

• Current clinical presentation & acute needs:
• Presenting symptoms today (onset, duration, severity):
• e.g., "Reports 6 days of worsening insomnia (sleeping ~3 hours/night), increased tearfulness, and difficulty concentrating at work."
• Acute stressors/changes since last visit:
• e.g., "Recent job warning, conflict with spouse, anniversary of loss."
• Why symptoms require intervention now:
• What would likely happen without this visit?
• e.g., "Without intervention, patient at risk for job loss and worsening depressive symptoms."
• Functional impairment linked to symptoms:
• Work/school: "Missed _ days; productivity reduced by ~_%."
• Home/ADLs: "Difficulty completing chores, bathing, cooking, managing meds/finances."
• Social: "Avoiding friends/family, canceled ___ events."
• Health: "Poor adherence to medical care, missed ___ appointments."
• Justification of timing, frequency, and level of care:
• Why this visit today (vs. later)?
• Why this frequency (e.g., weekly vs. monthly)?
• Why this level of care (outpatient vs. IOP/PHP/inpatient)?

2. Risk Assessment & Safety Evaluation

• Suicide risk:
• Ideation: present/absent; passive vs. active; frequency; intensity.
• Plan: present/absent; specificity; access to means.
• Intent: present/absent.
• History: past attempts, self-harm, hospitalizations.
• Protective factors: supports, reasons for living, engagement in care.
• Harm to others / violence risk:
• Thoughts, plans, intent, access to weapons, history of violence.
• Non-suicidal self-injury / self-harm:
• Methods, frequency, severity, medical risk.
• Current safety status:
• e.g., "Denies current SI/HI; no plan or intent; contracts for safety; agrees to seek help if symptoms worsen."
• Changes from previous visit:
• e.g., "SI decreased from daily passive thoughts to rare fleeting thoughts; no plan or intent today."
• Safety planning (when applicable):
• Safety plan reviewed/updated; warning signs; coping strategies; supports; emergency contacts; crisis resources; means restriction.

3. Specific Symptom Documentation

• Standardized measures (when used):
• PHQ-9: score ___ (previous ___); notable item scores.
• GAD-7: score ___ (previous ___).
• Other scales (e.g., PCL-5, MDQ, AUDIT-C): score and comparison.
• Depressive symptoms (examples):
• Low mood, anhedonia, sleep, appetite, energy, concentration, guilt, psychomotor changes, hopelessness.
• Frequency/duration: "5/7 days," "most of the day," ">2 weeks."
• Anxiety symptoms (examples):
• Excessive worry, restlessness, muscle tension, irritability, panic attacks (frequency, duration, triggers), avoidance behaviors.
• Other relevant symptoms:
• Psychosis: hallucinations, delusions, disorganization (with examples).
• Mania/hypomania: decreased need for sleep, pressured speech, grandiosity, risky behavior.
• Trauma-related: re-experiencing, avoidance, hyperarousal, negative cognitions.
• Substance use: type, amount, frequency, last use, consequences.
• Functional impact (measurable):
• e.g., "Missed 3 of 5 workdays last week due to panic attacks,"

"Spent ~6 hours/day in bed,"

"Late paying 2 bills due to poor concentration."

• Changes from baseline/previous visit:
• "Sleep improved from 3 to 6 hours/night."
• "Panic attacks decreased from daily to 2x/week."
• "No change in anhedonia despite 4 weeks of treatment."

4. Clinical Justification (Level & Frequency of Care)

• Why this level of care is appropriate:
• Why outpatient is sufficient (or why higher level not needed):
• e.g., "No imminent risk, stable housing, able to adhere to outpatient plan; does not require 24-hour monitoring."
• If higher level considered and not chosen, document rationale.
• Why this frequency of visits is necessary:
• e.g., "Weekly visits needed to monitor recent medication change and manage escalating anxiety impacting work attendance."
• If reducing frequency, explain why (stability, progress, patient preference).
• Link treatment plan to specific symptoms and goals:
• Symptom → Goal → Intervention.
• e.g., "Panic attacks (4x/week) → goal: reduce to ≤1x/week in 8 weeks → CBT for panic + exposure + breathing techniques."
• Progress toward goals OR justification for continued care:
• Progress: "PHQ-9 decreased from 18 to 10; now attending work full-time."
• If limited/no progress:
• Identify barriers (e.g., nonadherence, psychosocial stressors, comorbidities).
• Document treatment adjustments (med changes, new modality, referrals).
• Justify why continued treatment is still medically necessary.

5. Treatment Intervention Documentation

• Be specific about what you did (not just "discussed"):
• Psychotherapy examples:
• CBT: cognitive restructuring, behavioral activation, exposure, thought records.
• DBT: distress tolerance, emotion regulation, interpersonal effectiveness, mindfulness.
• Trauma-focused: grounding, processing trauma memories, cognitive processing.
• Supportive therapy: validation, problem-solving, strengthening coping and supports.
• Medication management examples:
• Medications started/stopped/adjusted (dose, schedule, rationale).
• Side effect assessment and management.
• Lab/ECG monitoring and rationale.
• Patient response to interventions:
• Engagement, insight, ability to use skills, homework completion.
• Immediate effect (e.g., decreased distress by end of session) when applicable.
• Adjustments based on clinical response:
• Changes to diagnosis, treatment modality, frequency, medications, referrals.
• Rationale for each change.
• Document clinical decision-making:
• e.g., "Chose to increase SSRI due to persistent moderate depressive symptoms and good tolerability at current dose."
• "Did not hospitalize because patient denies intent/plan, has strong supports, and agrees to safety plan with close follow-up."

6. Final Pre-Claim Checklist (Quick Self-Audit)

Before signing/submitting the note, confirm:

1. Medical necessity clearly stated:

• Can a reviewer see why this visit was needed today (acute change, risk, functional impact)?

1. Symptoms are quantified and specific:

• Use frequencies, durations, severity ratings, and standardized scores when available.

1. Risk and safety are clearly documented:

• Current risk status, changes from prior visit, and any safety plan or higher-level care considerations.

1. Level and frequency of care are justified:

• Explicit rationale for outpatient level and visit frequency.

1. Interventions and responses are documented:

• Specific techniques/med changes, patient response, and clinical reasoning.

If the medical necessity is not obvious on a quick read, add:

• More specific symptoms,
• Clear functional impairment, and
• Explicit rationale for why intervention was required now.