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Scheduling Supervision Appointments

Heather C.
  • Updated

 

You can schedule and manage supervision appointments on your calendar. Your supervision hours will then appear on the supervision report which you can generate to keep track of the percentage of direct hours that were supervised. 


[Supervision Status Service Types] [Schedule Supervision Appointments]
[Edit Supervision Appointment] [Edit Date/Time for Direct Appointments]
[Direct Appointment Status Updates]

 

Supervision Status Service Types

Before you can schedule supervision appointments and use the Supervision Report, you need to classify your service types using the Supervision Status field on the Billable and Non-Billable Service Types pages. The system will identify direct service appointments that you are able to supervise while scheduling your supervision appointments. 

  1. From the Organization tab, add a new billable / non-billable service type or edit an existing service type. 
    • Billable Service Type
      2022-08-25_16-20-28.png

    • Non-Billable Service Type
      2022-08-25_16-22-52.png
  2. Select the status from the Supervision Status field: Supervision or Direct.
     
    • Billable Service Type

      Screen_Shot_2022-08-25_at_4.31.11_PM.png
    • Non-Billable Service Type
      Screen_Shot_2022-08-25_at_4.33.24_PM.png

Schedule Supervision Appointments

Schedule a supervision appointment that will be supervising a direct service appointment.

NOTE: You cannot create a supervision appointment if you do not select a direct service appointment.

  1. Schedule a new appointment.
  2. Select a service type that has a supervision status of Supervision.
  3. Go to the Select Overlapping Direct Service Appointment menu to view billable and non-billable direct appointments that overlap with the new supervision appointment. 

    NOTE: If no direct appointments are available a message displays: No overlapping appts within time range. 2022-08-26_08-31-06.png
    Make adjustments to the Date/Time of the supervision appointment to see overlapping direct appointments. This feature is not available for group appointments. 

  4. Select the direct appointment you would like to supervise.
  5. Click Save. 
    Snag_86801603.png

  6. The Supervision Time overlapping with the direct appointment will be calculated and entered into the Supervision Report.
    2022-08-25_17-33-28.png

Edit Supervision Appointment

  1. Make edits to an existing supervision appointment.
  2. Go to the Select Overlapping Direct Service Appointment menu.
  3. Select the direct appointment to overlap with your supervision appointment.
  4. Click Save.
    Screen_Shot_2022-08-26_at_11.47.09_AM.png
  5. The edited supervision time overlapping with the direct appointment will be calculated and entered into the Supervision Report.

Edit Date/Time for Direct Appointment

  • If you try to edit the Date/Time on a direct appointment with an overlapping supervision appointment, an error message appears: You can not edit the date or time of a direct appointment; please delete or reschedule the overlapping supervision appointment to proceed.
    Screen_Shot_2022-08-26_at_12.16.09_PM.png

Direct Appointment Status Updates

Change Status to Canceled, No Show, or Late Cancel

  • If you change the status of a Direct service type appointment to Canceled, No Show, or Late Cancel, the system will also update the Supervision service type appointment with the same status change. 
  • A notification will be sent as an Alert or by email to the staff member who was scheduled for the supervision appointment to let them know about the change. 

Attempt to Delete, Change Status to Rescheduled, Change Staff, or Use the Drag & Drop Feature in the Calendar

  • If you try to do these actions and click save, a message will appear:
    You can not delete, change the status to Rescheduled, change staff or move a direct appointment on the calendar; please delete or reschedule the overlapping supervision appointment to proceed.

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