Patient progress updates: guidelines and examples

Quartet’s Care Team Experience (CTE) enables primary care physicians and mental health providers to collaborate on a patient’s treatment plan. Due to the sensitivity of the information, this memo addresses what type of communication is appropriate between providers.


The HIPAA Privacy Rule and certain state and Federal rules (collectively, “Privacy Rules”) establish standards to protect patient health information. Pursuant to these Privacy Rules, certain information, which receive special protections, should not be shared in communications facilitated by the Care Team Experience, including: psychotherapy notes, substance abuse records, and HIV/AIDS-related information.


Psychotherapy notes are recorded by a mental health provider documenting or analyzing the contents of a conversation during a confidential individual, group, joint, or family session. Quartet does not permit such notes to be communicated in order to protect your patient’s privacy.


Substance abuse records from “Part 2” federally assisted treatment programs require an additional level of consent for disclosure and Quartet is not responsible for obtaining the requisite consent from clients. Quartet does not permit such records to be disclosed in order to protect your patients’ privacy if you are a Part 2 Program, unless you have obtained appropriate consent. If you are not a Part 2 Program, you may use your discretion in sharing this information.


HIV/AIDS-related information is often protected under state law and Quartet does not permit this information to be disclosed in order to protect your patient’s privacy.


Below are guidelines and examples to follow when engaging in collaborative care.


Guidelines for sharing patient information through Quartet

Progress updates help clinicians and mental health professionals approach their patient’s care by giving each perspective on the patient’s total health.


Initial progress update 
  • Diagnosis
  • Treatment plan (modalities, recommended frequency, medication)
  • Alerts (engagement/compliance, functional status and motivation)

Ongoing progress updates
  • Attendance
  • Symptom changes (decrease/increase)
  • Results of clinical assessments or tests
  • Alerts (engagement/compliance, functional status and motivation)