How Late Can I Write My Therapy Progress Notes? When to Write Them and How to Catch Up

Writing notes can feel like a heavy load, especially after a long day of being present for your clients. 

It can feel even more stressful when you're not able to keep up with them. As a private practice therapist, you have a lot of responsibilities. I understand that you might often feel pulled in many directions. I've often found it hard to sit down and get administrative tasks done, too. Especially writing progress notes. 

If you're like me, you're probably looking to rest at the end of your clinical workday. 

If you've ever wondered, “How late can I write my progress notes?” you’re not alone. 

This is a question that many therapists have asked themselves at least once.

Is There a Deadline for Writing Therapy Progress Notes?

Over 25% of therapists write their progress notes more than 24 hours after the session. There's no hard rule on when you have to write your notes. But, if you're letting them pile up for later, it can become a huge task and feel like a chore. 

Technically, there’s no deadline for writing notes. Some workplaces might set a deadline for you, if you're an employee. Insurance companies also outline predetermined timelines, which apply if you're an in-network provider. 

There is a limit to how well we can recall information, though. 

As therapists, we don't want to write notes that aren't accurate. With this in mine, you can develop a routine that capitalizes on your memory. This way you can accurately capture the integrity of your sessions. 

No matter what your current routine is, its not too late to get on top or your note-writing. If you're able to optimize a process, it'll make your life easier in the long run. 

We become what we practice, after all.

How Do I Get Caught Up with Therapy Notes?

Getting back on track, you want to make sure you’re balancing what you remember while honoring what you don’t. It can be tempting to put down some vague ideas that you remember to fill up the page. However, making up information isn't going to help you in the long run. 

It's not recommended to write a short note with no details, but at the least you should do that. You can record that your client showed up and a treatment was given. Your progress note could say something like, “Client attended the session and treatment goals were addressed. The treatment will resume on dd/mm/yy.” It’s not the most informative entry, but could suffice as long as you have a treatment plan.

How Do I Know When To Write Therapy Progress Notes in Private Practice?

So when is it the best time to write a progress note? Ideally, it's right after a session. This is when the information is still fresh in your mind. 

Over the years I've been in private practice, I've sought advice from healthcare lawyers. They advised that progress notes should be written within 30 days. Treatment plans should be created within 90 days. With this information, I ask of this from colleagues in my practice. 

If you have back-to-back sessions, you might not have time to write notes right away. It can be helpful to start on brief note during the session. When you circle back later in the day, you'll have the key points already jotted down. They'll also help to jog your memory. 

You can even use your in-session notes to summarize the session for your clients. 

Try to get as much done during and immediately after a session as possible. This can cut down on your mental workload. Jot down clear notes about the session. If you write entirely in shorthand, it can be confusing when you go back and read it. You can then better organize the details later in the day.

Strategies for Writing Therapy Progress Notes

Carve Out Time so You Don’t Have to Get Caught Up with Therapy Notes

If you’re too lax with yourself, you’ll end up in a never-ending cycle of putting off your progress notes. Carve out a dedicated time slot in your weekly schedule for doing notes and don’t use it for anything else.

Streamline Strategies for Writing Therapy Progress Notes 

Having a set format or relying on productivity software can make it much easier to get your notes in order. It breaks the writing down into simpler steps.

Practice Intention and Meet Your Deadline for Writing Therapy Progress Notes

Your environment can help boost your productivity. 

If you know you work well while listening to music, put on some tunes! 

If you’re easily distracted, keep a clear desk (or screen) and dedicate yourself to focusing. 

Boost Your Productivity With Clarity Notes

At the Clarity Cooperative, we’re here to help our fellow therapists grow. 

My difficulty with writing and staying on top of progress notes in a timely manner is why I created Clarity Notes. I got tired of typing out notes for each client day after day. With our Clarity Notes, we have pre-filled fields, and you can even add your own custom fields. I now exclusively use this therapy note generator because of the point-and-click feature that lets me write notes in minutes. 

If you’re having trouble with your progress notes, check out our note generator and library of resources and other related articles!  

Also, join us for a free 30-day trial to our PRO subscription to try out Clarity Notes, and more.  

You can also check out our article: 

Top 5 Strategies To Alleviate the Overwhelm of Progress Notes