Assigning Students their patient caseload

8/21/2020

From Admin Panel
1. Find the student therapist you would like assign a caseload to.
2. Click the blue "Edit" button to the right of the students name.
3. Scroll down to the "Permitted Patients" section
4. Use the check boxes to the right to select which patients you would like that user to have access to.
5. Click the green "Update User" button to finalize your changes.

From Client List
1. Find the client you would like to assign to a student.
2. Click next to that clients name.
3. Click the blue "Edit Info" button from the menu to the right.
4. Scroll down to the "Therapist" section
5. Use the check boxes to the right to select which therapists have access to that client.
6. Click the green "Save Patient" button to finalize your changes.

Important things to note:
Only Clinical Administrators have access to the Admin Panel

Return to Support Page

Report - Track Changes

8/20/2020

Track changes is a tool to give and receive feedback on Reports.

For Students

Start Report, fill it out & submit to your supervisor as normal
Do not click the “Track Changes” button when filling out the Report for the first time
When the Report is submitted back to you as a bold todo item, click “Edit” to open
Click the “Track Changes” button at the top of the Report - if you do not click this button, you will not be able to see any of the comments & changes your supervisor made
Review the ledger on the left-hand side to see all your supervisor’s comments
Click “More” to open each comment
Click the blue “Show” button
1. The area of the Report that the comment addresses will become highlighted
2. Click “Accept” to receive the change & reflect it on the final Report
3. Click “Reject” to disregard the change & not reflect it on the final Report
4. Click “Undo” to cancel your “Accept” or “Reject” action
Click the blue “Show Highlight” button
1. The area of the Report that the comment addresses will become highlighted
2. There are no “Accept” or “Reject” buttons for these comments because your supervisor did not type directly in the Report but instead gave a general suggestion about that specific area of the Report
3. Address the comment and click “Completed by Student”
If there is no “Show” or “Show Highlight” button for a comment, then it is addressing the Report as a whole and is not tied to a specific area
1. Simply address the comment and click “Completed by Student”
If you have a question about a specific comment, click “Reply” to respond to your supervisor

For Supervisors

Students will start, fill it out & submit Reports to you as normal
When you receive the Report as a bold todo item, click “Edit” to open
Click the “Track Changes” button at the top of the Report to turn on Track Changes
A ledger will appear on the left-hand side with a running list of all the comments
There are three actions you can take when Track Changes is turned on:

Edit directly in the Report
1. Type or delete
2. A comment will automatically be created in the ledger showing the change you made
3. The text you typed & your comment in the ledger will appear in a specific color - the first user to make edits is assigned Green, the second is Blue, and the third is Red
4. When typing directly in the Report, only write text you’d like to see reflected in the final Report
5. To strike out words, hit the backspace button on your keyboard
Make a comment tied to a specific area of the Report
1. Highlight the text you’d like to address in a comment
2. Right click to open a menu
3. Click “Comment”
4. A comment will automatically be created in the ledger with a pre-filled title of the words you highlighted
5. Type your comment
6. This comment will not be reflected directly in the Report, but it is meant to give directions to the student about a specific area of the Report
Make a comment about the Report as a whole
1. Click “Add Comment” at the top of the ledger
2. Give your comment a title
3. Type your comment
4. This is not tied to a specific area of the Report but is meant to be more general

Important things to note

Comments are colorful until they've been accepted, rejected, or (if they are right-click comments) marked completed by student or supervisor. Once the comment has been addressed, it becomes gray.
Students should NOT turn track changes on when they first create their Report. They will turn it on when the Report has been submitted back to them from their supervisor.
When the “Track Changes” button is dark blue, Track Changes is turned on and when the button is light blue, Track Changes is turned off.
Any changes you make in the Report when Track Changes is turned off will be regular edits that do not create automatic comments in the ledger.
In general, always turn Track Changes on whenever a Report is submitted to you.
The comments are listed in the ledger mirror the Report (i.e. changes made to the top of the Report appear as comments at the top of the ledger).
Submit the Report back-and-forth between supervisor and student until it is ready to sign like normal.
If a comment is tied to text in the Report that has been deleted, accept or delete the comment.
For the PDF Report to be accurate, all comments must be Accepted or Rejected.

Return to Support Page

ADMIN PANEL - EXPORT CLIENT INFORMATION

8/12/2020

* Only Clinical Administrators have access to the Admin Panel. In this module, they can export all client information to a csv file. *

To Export:
1. Click "View Admin Panel"
2. Click "Facility" tab
3. Click blue "Export" button
4. Click "Ok" to continue
5. Once a green message appears that says "Export Complete" click "Close"
6. Click "View Facility Files"
7. Click "View" for the file titled "Client Export" with the correct date & time
8. The export will download to your computer as a csv. file

Important things to note:
To include Inactive clients in your export, check the box that says "Include Inactive Patients" before clicking "Export" otherwise only Active clients will be included in the export.

Once the file has been downloaded to your device, you can utilize basic Excel features to filter and sort.

Return to Support Page

Schedule- Create a note, report, or form

8/11/2020

CREATE
From Main Dashboard
1. Double click on an event in the scheduler
2. Click "Edit current occurrence"
3. Click the "Note", "Report", or "Form" icon to start a new document.
4. Click "Save"
5. Select the supervising therapist who will be the official signer of this note
6. For Reports and Forms, select your template
6. Click “Yes” or "Generate" to open the new document

From Within Schedule
1. Click schedule icon to open the full schedule
2. Double click on event
3. Click “Edit current occurrence”
4. Click the "Note", "Report", or "Form" icon to start a new document.
5. Click "Save"
6. Select the supervising therapist who will be the official signer of this note
7. For Reports and Forms, select your template
8. Click “Yes” or "Generate" to open the new document

Return to Support Page

Update Friday, August 7, 7:20-7:40am CDT

8/6/2020

Please refrain from logging into ClinicNote at this time to avoid being kicked out of the system.

This update will release a couple changes that we want you to be aware of:

Note

Access Goal Manager without losing SOAP narrative
Multiple modifiers accepted & will sort for billing purposes accurately as long as there is a space between
Track changes updates - no problems with overwriting replies or deleting replies - your right click comments and manual comments will appear in your own designated color. If a change is tied to something that has been deleted, a message will occur. You can delete the comment.

Goal Manager

If delete goal, goal order corrects itself - back date notes, must save and reopen notes
No errors archiving goals

Report

Spacing available 1.5 2
Headers/Footers/#s
Report preview
New template tags: address, email, phone, pronouns, student therapist to name a few. If you have a specific tag you’d like us to put in your templates, please reach out to us. We will automatically update your templates to reflect the basics.

If you have any questions or concerns about this update, please submit a ticket.

Return to Support Page

Report Builder Tag Options

8/6/2020

The following is a list of all the potential tags to pull automatically into the report to help save you time when writing documentation.

Items will pull from the Client List.

Tags

Patient First Name
Patient Last name
Patient Gender
Patient Age
Patient Age in Months
Patient Birth date
Patient Phone
Patient Email
Patient Address
Patient Diagnosis
Allergies
Date of First Session
Number of Sessions Attended
Recommended Continuing Sessions
Reporting Period
Current Date
Current Time
Facility Name
Facility Address
Therapist Name
Therapist First Name
Therapist Last Name
Therapist Email
Therapist NPI
Referring Physician Name
Referring Physician NPI
Student Therapist Name
Appointments Attended
Appointments Canceled
Appointments Canceled By Therapist
Appointments Canceled By Client
Appointments No-Show
Family Member Name
Family Member Relationship
Family Member Phone
Family Member Email
Family Members: Name, Relationship, Phone, Email
He, She, The client
His, Her, Their
Him, Her, Them
Himself, Herself, Themselves
Insurance Provider
Membership ID
Insurance Group Number
Insurance Copay
Prior Authorization Number
Patient's Relationship to Insured
Secondary Insurance
Patient Information: (pulls like below)

Name: Lana Fox
Date of Birth: 06/29/1991
Age: 29 years
Diagnosis:
Therapist: Tyler Fox
Date of Report: 08/06/2020
Reporting Period: 04/06/2020 to 08/06/2020

Items will pull from the SOAP Note and Goal Manager from the Report Start and End Date Selected.

Appendix: Pulls all information from the SOAP Note Subjective, Objective, Assessment, Plan, & Assigned Homework
Assessment Comments: Pulls Assessment comments.
Quantitative Tracker Comments: Pulls Quantitative tracker comments
Subjective Comments: Pulls Subjective tracker comments
Goals & Graphs: Pulls Goals, objective tracker titles & graphs
Patient LTGs: Shows all patient long term goals.
Patient LTGs & STGs: Shows all patient long term and short term goals.
Present Therapy Goal List: Shows all LTGs & STGs that have NOT been marked Met/Not Met.
Complete Goal List: Shows archived & active goals

Return to Support Page

manage client goals - edit or delete goal

8/6/2020

Edit or Delete Goals
From Main Dashboard
1. Click "Manage Client Goals" module
2. Click client name
3. Click the "Goals" tab
4. Click "Manage" next to the goal you want to edit
*Note: If you do not see the "Manage Client Goals" module on your main dashboard you must ask an Administrator to update your user permissions.

To Edit
1. Make changes to the goal or any previous comments
2. Click "Save Goal"
IMPORTANT: If you have Quantitative trackers tied to a goal, do not re-word the goal and click save. It is better to click "met or not met" and start fresh with a completely new goal if the tracker will not make sense in association to the new edited goal.

To Delete Comments: (Permission for this is set by the Administrator.)
1. Click the red "Delete" button next to any previous comments to delete that comment only
2. Click "Save Goal"

To Delete Entire Goal
1. Click "Delete Goal" at the bottom of the page
2. Click "Yes"

Please note - changing or deleting any goals in the "Manage Client Goals" module will automatically change or delete the goals and associated short-term goals and data trackers in all previously created notes.

Return to Support Page

Assigning Students their patient caseload

Report - Track Changes

ADMIN PANEL - EXPORT CLIENT INFORMATION

Schedule- Create a note, report, or form

Update Friday, August 7, 7:20-7:40am CDT

Report Builder Tag Options

manage client goals - edit or delete goal

Author

Archives

Categories