EMR FAQs

December 3, 2025: Please note that this feature is currently only available to a small Pilot group of therapists. It will be progressively rolled out to our broader network in 2026, and we will inform you when the time comes for you to get access to this feature.

This article is designed to help Modern Health providers quickly find clear answers on the new Electronic Medical Records (EMR) features available in the Provider Dashboard.

Will I be able to opt out of new EMR features?

No, the use of Modern Health’s new EMR features is mandatory for all eligible providers (US based Therapists, not for use with minor dependents).

Can I use my own EHR forms?

No, moving forward, all clinical documentation, intake, and consent forms must use Modern Health’s templates for eligible clients.

What if the intake form is still incomplete at the first session?

If an intake form is still “In progress” or missing at the time of session, providers may use the chat feature in the ‘Messages’ tab to remind the member to complete it prior to initial evaluation. If not, conduct your session as normal and use the first session to do an intake for your client. There is no need to fill out the intake form on behalf of a member. Simply use the initial evaluation note to collect that information.

Can I see intake forms for members I previously matched with?

No, you can only see intake forms and notes for members you are currently matched with.

Is insurance/payment data collected?

No, providers should not collect insurance or payment information as part of Modern Health’s intake workflow.

What if I need to edit or add to a signed note?

Once signed, notes are read-only. Submit a chart note to supplement the original documentation.

What kind of notes are required of me in the EMR?

At this time, Modern Health requires use of the Initial Evaluation note, Progress Notes, and Chart Notes. Please note that psychotherapy notes should never be documented within the Modern Health EMR and should be stored off platform in a secure HIPAA compliant platform.

Modern Health defines a psychotherapy note as containing the therapist's personal and subjective impressions, observations, and hypotheses about a session, which are separate from factual, objective progress notes.  Essentially, they are a therapist's personal reflections on a session.

Will members have to fill out a Consent for Treatment form each time they see a new provider?

No, the Consent Form covers all care under Modern Health as a practice.

Does consent follow the member across providers?

By signing the consent form, members are giving consent to receive treatment from all Modern Health providers. The consent form is not provider‑specific. In practice, ensure a valid consent is on file whenever a member begins care with a new Modern Health Therapist. The consent process will be facilitated automatically by Modern Health. For any issues, please reach out to [e-mail].

Are members able to withdraw consent?

Members may withdraw consent to receive treatment via Modern Health. The consent form is not provider‑specific. If you are working with a member who would like to withdraw consent, please have them reach out to [e-mail].

When are consent forms sent?

Consent forms are automatically sent upon scheduling the Initial Evaluation, and you’ll receive reminders about outstanding pre-session forms 24 hours before the visit. Members are also automatically reminded to fill out pre-session forms between scheduling the appointment and joining the appointment.

Where do I check consent status?

In the provider dashboard under the ‘Clients’ tab, open the client profile and check the ‘Forms’ tab.

Consent form statuses

1. No consent form needed: If the ‘Forms’ tab has no consent form card, the member doesn’t need a new consent form. You can assume that the consent form you have collected from them before the launch of the Modern Health EMR is sufficient. Please continue care as normal as the member’s consent is not overdue.
2. Unsigned: If the consent form card shows “Unsigned,” please obtain the member’s signature before treatment, unless it’s an emergency.
3. Signed: If the consent form card shows “Signed,” proceed with treatment as normal.

Can I treat without consent if the member attends?

Only if allowed in limited exceptions provided under applicable law; otherwise, do not treat without a signed consent.

Does Modern Health have HIPAA compliance and security documentation for the EMR?

Yes.

Can you provide clarification regarding ownership and long-term access to clinical records?

Modern Health is the provider and owns the records.

If a Modern Health client requests their records directly, how can I share the notes from the Dashboard with them? How should I handle this type of request?

Regarding records delivery: Members may request access to their health information directly from their individual providers or from Modern Health. For requests that come to Modern Health, Modern Health may work with the individual providers within the Modern Health network to facilitate and fulfill such requests. Processing times for access requests vary depending on the nature of the request. In cases involving minors, the records requested are classified as highly sensitive and not readily accessible due to this classification and associated security controls.

For the Modern Health clients I have already been working with, will I be required to transfer their paperwork to the Dashboard immediately? How can I do this?

No, you will not be required to transfer any clinical notes to Modern Health’s EMR at this time. We may ask that providers do that at a later date.

What happens if I leave Modern Health? Can I take notes with me?

Modern Health is the provider / covered entity and has the responsibility to maintain members' medical record. However, there may be a basis under applicable law for providers to request copies of records in certain circumstances.

When is the post-pilot EMR launching?

We are monitoring pilot feedback to determine when the full launch will be.

Why do I have to use your EMR if I have my own system already? Can I import my past notes into your EMR?

At this time, you cannot import past notes into the Modern Health EMR. Modern Health is the provider / covered entity and is responsible for ensuring the privacy and security of member clinical data. Modern Health is requiring providers to use its EMR to secure its members' data in compliance with HIPAA.

Does this mean I need to use Modern Health’s EMR system for all my Modern Health members and use a different EMR for my other private practice patients? Or can I use Modern Health’s EMR for all of my patients?

Yes, providers must use the Modern Health EMR for all of your Modern Health members. At this time, we do not allow providers to use our EMR for non-Modern Health members.