Compliance checks

Checks written against the rules your auditor will cite

AraSync looks at the paperwork behind a note before it is completed, the wording while it is written, and the queue before a supervisor approves it. Findings point to the rule they come from. Your team keeps the final say.

Checks in order

Every check runs before the claim goes out.

The note, the visit times, the signatures and the units are checked in order, and the supervisor approves before anything is billed.

  • Treatment plan current before the note opens
  • Visit times matched to the EVV record
  • Supervisor approval before billing
One visit, connected H2017 · ARMHS
Client A. · Community session Tue 10:00 to 11:15 · 5 units · Practitioner: MHP
Illustrative example
  1. Progress noteTreatment plan current · signed
    Complete
  2. Visit verifiedCheck-in and check-out match the note
    Matched
  3. Pre-billing checkUnits, signatures, timing
    Passed
  4. Supervisor reviewThe final call stays with your team
    Approved
835 posted · paid against the line
Where a finding comes from

Findings that name their source

When a check flags a note, the practitioner sees which requirement it falls short of, not a generic warning. The checks are written against these sections of Minnesota law:

  • ✓Minn. Stat. § 245I.10: assessments and treatment planning (DA, FA, ITP)
  • ✓Minn. Stat. § 245I.08: documentation standards for progress notes
  • ✓Minn. Stat. § 245I.09: client records, including discharge summaries and crisis plans
  • ✓Minn. Stat. § 256B.0623: ARMHS covered services
  • ✓Minn. Stat. § 256B.0659: PCA supervision
  • ✓Minn. Stat. § 256B.85: CFSS worker requirements
  • ✓Minn. Stat. § 256B.073: electronic visit verification

When a finding reflects clinical guidance or your agency's own standard rather than the statute, it is labeled that way, not dressed up as a legal citation.

What gets checked
  • Documentation DA, FA and treatment plan current
  • Signatures and timing Missing signatures, overlapping sessions
  • Authorizations Units left before billing
  • Staff credentials Warnings before expiry
  • Supervision Next due dates recorded
Checks flag and hold work for review. Your team makes the call.
What has to be current for an ARMHS note
Diagnostic assessmentValid three years
DA · 3 years
Functional assessmentValid one year
FA · 1 year
Treatment planValid 180 days
ITP · 180 days
Shortest clock sets the paceThe treatment plan renews most often, so it is the one most likely to stop a note.
Seen before it lapsesDocuments coming due appear ahead of time, so the renewal can be scheduled.
Enforced at the noteA note cannot be completed on a date when any of the three has lapsed.
1. Before completion

The note stays in step with its paperwork

A billable ARMHS progress note needs a diagnostic assessment, a functional assessment and a treatment plan that are on file and in date. AraSync checks that they are current, not just that they exist.

  • ✓Judged at the date of service: a note written late is checked against what was current on the session date
  • ✓Checked on the server: not a reminder in the browser that can be clicked past
  • ✓Only the note is held: the practitioner can still write the assessment or plan that clears the way
2. While writing

A wording check you can repeat

The writing check is rule-based, not generative. It applies fixed rules to the practitioner's wording, so the same note gives the same findings every time. If someone later asks why a note was changed, the finding behind it can be reproduced.

  • ✓Staff action, skill and purpose: looks for what the staff member did, the skill involved and the purpose it served
  • ✓Vague phrasing: flags filler such as “supported the client” or “talked about” where no skilled action is described
  • ✓Reads context: softer phrasing passes when a clear action verb is already in the same passage
  • ✓Adjustable by agency: add terms to the flagged lists to match your own reviewers

The AI assist is a separate tool. It suggests wording on request, and nothing lands in the note unless the practitioner accepts it.

From draft note to approved record
  1. Practitioner writes the note Person

    Drafts save automatically while they work.

  2. Prerequisites checked AraSync

    The diagnostic assessment, functional assessment and treatment plan must be current on the date of service.

  3. Wording checked AraSync

    A rule-based writing check flags vague phrasing against DHS documentation standards, and the AI assist can suggest edits.

  4. Practitioner signs Person

    The practitioner decides what stays in the note.

  5. Supervisor reviews Person

    Approve, or send it back with a reason.

If a prerequisite has lapsed

The note cannot be completed, and the form names which document needs renewing. The practitioner can still write the plan or assessment that unblocks it.

When it is approved

The approval is logged with who and when, and the service line becomes eligible for the pre-billing check.

3. Before approval

A supervisor queue that shows where to look first

Overnight, AraSync can review the behavioral health notes completed since its last run and email supervisors a digest that separates notes needing attention from notes that look ready.

  • ✓Your choice to turn on: the overnight digest runs only for agencies that enable it in notification settings
  • ✓Triage, not judgment: the digest points to what to read first
  • ✓Available on demand: supervisors can run the same review over a selected set of notes at any time
  • ✓Nothing is approved automatically: approval stays a human decision, recorded against a named supervisor, who can also send a note back for revision
The rules

What the checks look at

Configured checks can help flag gaps in documentation, authorization and billing before review. Each rule is set per organization to warn or to block, so an agency can tighten a check as staff get used to it.

Clinical documentation

  • ✓Session start and stop times: expected on every note, with an exemption for residential settings
  • ✓Service type: the note states which covered service was delivered
  • ✓Billable setting: flags services recorded in settings the program does not cover, such as an inpatient hospital
  • ✓Progress per goal: each goal worked has a client response that describes progress
  • ✓Next steps: flags an intervention with no next step recorded
  • ✓Observations when risk is present: risk language calls for substantive observations
  • ✓Travel: flags a travel leg recorded in one direction only
  • ✓No progress over time: several sessions without progress, and no documented change of approach, is surfaced

Authorization and billing

  • ✓Authorization: an authorization is in force on the date of service where the program requires one
  • ✓Modifier combinations: flags modifier pairs that should not appear together
  • ✓PCA supervision interval: days since the last supervisory visit, with a warning before the limit
  • ✓Required documents: per-program document sets with configurable age and warning windows
  • ✓Possible duplicates: the same client, code, date and payer already billed or paid
Staff credentials
  1. 90 days out First notice
  2. 60 days out Reminder
  3. 30 days out Renewal due soon
Warnings go out ahead of the expiry date, so the renewal happens before it matters.
Staff credentials

The right person for the service, with renewals seen early

A compliance rule lists the credentials and provider types a service requires, and the check looks at whether the person who delivered it holds them.

  • ✓Required credentials: such as a license, CPR or DHS background study, by service
  • ✓Expiry warnings: at 90, 60 and 30 days before a credential lapses
Overlapping sessions

One practitioner, one place at a time

A practitioner records Client A from 1:00 to 2:00 and Client B from 1:30 to 2:30. Both notes are complete and both read well. AraSync flags the conflict so someone can correct it before either is billed.

  • ✓At submission: an overlapping note is held with the conflicting session named
  • ✓Across the organization: a separate scan looks over a date range, not only the note in front of you
  • ✓In the nightly reports: overlaps also appear in the pre-billing scan and the supervisor digest
One service line, start to finish
  1. Visit and note Session times and the approved note land on one service line.
  2. Pre-billing check
    • Authorization and units left
    • Signatures present
    • No overlapping times
  3. Claim sent MN-ITS for MHCP, Availity for managed care. 837P
  4. Status tracked Accepted, pending or denied, by line. 276 / 277
  5. Payment posted The remittance posts back to the line it paid. 835

FlaggedA line that fails a check is flagged for your billing team with the reason attached, so it can be fixed before it comes back denied.

Same record from the session to the remittance. Nothing re-keyed.
Before billing

Before anything is billed

Documentation review and the billing run share one record, so one does not get ahead of the other.

Approval comes first

A note still pending, or sent back for revision, is held out of the billing run until a supervisor approves it.

Nightly pre-billing scan

Early each morning, a scan reviews unbilled service lines and emails the billing team what it found, while there is still time to correct it.

Monthly eligibility check

On the first of each month, eligibility requests go out for the roster. Lines for a member shown as ineligible for that month are held for review.

Similar narrative across notes

An on-demand scan can help flag narrative reused across different clients or carried forward from an earlier month, for a person to review.

See a note go through the checks

We will walk an ARMHS progress note through the prerequisite check, the wording check and supervisor review, and show you what each one flags.

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