How to complete chart notes
Where do I complete my chart note?
To create a chart note in Fay, go to your calendar, open your patient's appointment, and click View or add chart note.
What are the two sections in my chart note?
Each chart note has two parts:
Format required from insurance: This is the most important section to complete, as it helps ensure we have everything needed to support coverage and keep care accessible.
Freeform notes: This is your space to capture anything that’s most useful for you and your practice. How you use this section is optional and up to you.
How do I document the time I spent in the appointment with my patient?
Appointment start and end times will automatically pull from Zoom after your session. Just review the duration and confirm it's accurate.
Note: The start time reflects the first moment you and your patient were both in the Zoom meeting, and the end time reflects the last moment you were together.
What do I do if the auto-populated appointment times are wrong, or I met with my patient in person?
If the auto-populated times don’t accurately reflect the session (for example, due to technical issues), you can manually adjust the start and end times before confirming. You will then need to attest to the adjustment.
If you met with your patient in person, you can manually input the appointment start and end time.
What is the method of communication for my appointment?
When completing your chart note, you’ll select the method of communication that best reflects how care was primarily delivered for the majority (≥50%) of the session. The options are In-person, Video and audio, or Audio-only.
Do I need to confirm my patient's location?
To support compliant care, you must confirm the patient is located in a state listed on your Fay profile at the start of each visit and when scheduling follow-up appointments.
How do I complete a chart note for an initial consultation?
For initial consultations, the Assessment section of your chart note will be partially pre-populated with information from your patient's intake form. Review the Assessment section for accuracy before proceeding. All remaining required sections, indicated by an asterisk (*), must be completed in order to sign the chart note.
How do I complete a chart note for a follow-up appointment?
For follow-up appointments, information captured in the Format required from insurance section of your previous chart note will carry forward into future notes. Review and update any carried-over information for accuracy. To sign a follow-up chart note, you must complete the Visit summary and Monitoring and evaluation plan sections.
Do my chart notes auto-save if I need to close the page before I submit them?
Yes, your notes will auto-save as you go.
How do I sign and submit my chart note?
To submit your chart note, click Sign & complete when you're finished. Once a note is signed, it will automatically be marked as Occurred and is considered final, meaning it is locked and cannot be edited. Chart notes are locked after signing to support documentation integrity.
Adding an addendum to your chart note
What is an addendum?
An addendum is an addition to a signed chart note used to clarify or include additional details related to the visit. Addenda are time-stamped and appended to the original chart note.
Does adding an addendum count toward my reimbursement if I didn't complete my chart note within 24 hours?
Adding an addendum to a chart note does not affect payouts. All steps required for reimbursement must still be completed within 24 hours of the appointment end time.
Troubleshooting chart notes
What should I do if I'm experiencing an error when completing my chart note?
If you encounter an error when completing your chart note, try the following steps:
Ensure all required sections (marked with *) have been completed
Review the Appointment details section to confirm the date, time, and AM/PM are recorded correctly
Log out and back in
Ensure you are using an up-to-date browser. Google Chrome is recommended
Hard refresh the page:
Windows: Ctrl + Shift + R
Mac: Cmd + Shift + R
Clear site data for provider.faynutrition.com by clicking the lock icon in the address bar, selecting Site settings, then Clear data
Important: If errors persist after attempting the steps above, contact the provider support chatbot located at the bottom right-hand corner of your screen.