Initial Login Instructions

5/23/2019

Getting Started
Download this Training Document as a guide to know which support videos to watch first.

Login
1. Use Chrome browser ONLY
If you don’t have Chrome, follow these steps to install:

2. Click: https://dashboard.clinicnote.com/Home/SignIn

Change your password
1. Click “Settings” in the top right corner of the screen
2. Click “My Account”
3. Enter new password

Must be 8-32 characters, including alpha and numeric characters

4. Click “Update My Account”

Create your e-signature
1. Suggestion: Open ClinicNote on an iPad
2. Click “Settings”
3. Click “My Account”
4. Scroll down and click blue “E-sign” button
5. Use a stylus: Sign full name
6. Type “Name” and “Title” as you’d like it to appear under your signature
7. Click “Save Signature”
8. Click “Update My Account”

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Add Student & Supervisor Signatures

5/23/2019

To add student signature(s) to a note, form or report

Click light blue "Add signature" button
Click blue "E-sign" button that appears
Click "Used Saved Signature"
Click "Accept Signature"
If another student needs to sign, click "Submit," select the student's name, and click "Submit"
The document will appear on their todo list so that they can add their signatures as well
They will follow steps 1-4

To add supervisor signature to a note, form or report

Click blue "E-sign" button
Click "Used Saved Signature"
Click "Accept Signature"
Once signed by the “Supervising Therapist” and saved, the item becomes an official document
Once it's official, DO NOT submit to any other students or supervisors; only click “Save” after signing. Only Supervising Therapists can edit official documents; other therapists can only view.

Important things to note

Students should only sign once given approval by supervisor.
Once signed by the “Supervising Therapist” and saved, the item becomes an official document.
Once official, DO NOT submit to any other students or supervisors; only click “Save” after signing.
Only Supervising Therapists can edit official documents; other therapists can only view.

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Note - Track Changes

5/10/2019

Supervisors

Students will start, fill it out & submit notes to you as normal
When you receive the note as a bold todo item, click “Edit” to open
Click the blue “Track Changes” button at the top of the note 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 note
1. Type in a text box
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 note, only write text you’d like to see reflected in the final note
5. To strike out words, hit the backspace button on your keyboard
Make a comment tied to a specific area of the note
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 note, but it is meant to give directions to the student about a specific area of the note
Make a comment about the note 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 note but is meant to be more general

Students

Start note, fill it out & submit to your supervisor as normal
Do not click the “Track Changes” button when filling out the note for the first time
When the note is submitted back to you as a bold todo item, click “Edit” to open
Click the blue “Track Changes” button at the top of the note - 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 note that the comment addresses will become highlighted
2. Click “Accept” to receive the change & reflect it on the final note
3. Click “Reject” to disregard the change & not reflect it on the final note
4. Click “Undo” to cancel your “Accept” or “Reject” action
Click the blue “Show Highlight” button
1. The area of the note 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 note but instead gave a general suggestion about that specific area of the note
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 note 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

Important things to note

Students should NOT turn track changes on when they first create their note. They will turn it on when the note 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 note when Track Changes is turned off will be regular edits that do not create automatic comments in the ledger.
Once track changes has been utilized in a text block, it is "activated" in that text block regardless of if the track changes button is turned on or off.
In general, always turn Track Changes on whenever a note is submitted to you.
The comments are listed in the ledger in the order of the note (i.e. Subjective is at the top, Plan is at the bottom).
Submit the note back-and-forth between supervisor and student until it is ready to sign like normal.
For the PDF note to be accurate, all comments must be Accepted or Rejected.

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Select a different supervising therapist

1/16/2019

If you would like a different therapist to supervise a note, form, or report who is not the primary therapist, you can do so by following these steps:

Note
1. Click "New Note"
2. Select client name
3. Select therapist from the "Supervising Therapist" dropdown menu
4. Click "Yes"

Form
1. Click "Start a Form"
2. Select client name
3. Select template from the "Form Template" dropdown menu
4. Select therapist from the "Supervising Therapist" dropdown menu
5. Click "Yes"

Report
1. Click "Generate a Report"
2. Select client name
3. Select your star/end dates and requested continued treatment if applicable
4. Select template from the "Report Template" dropdown menu
5. Select therapist from the "Supervising Therapist" dropdown menu
6. Click "Yes"

Important things to note

The supervising therapist you select will be the official signer for that specific note, form, or report
Their name will appear in the client list under "Supervisor" for that specific note, form, or report
The primary therapist remains the same for that client
Any therapist can be selected as the supervising therapist as long as they are a supervisor and have access to the client

To learn how to change the primary therapist for a client, click here.

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Note - Add goal

1/9/2019

To add Long-term Goal:
1. Click green "New Note" button in upper right-hand corner of dashboard
2. Select client name
3. Select supervising therapist from drop-down menu
3. Click "Yes"
4. Click "Expand All" next to "Goals"
5. Click green "Add New Long-term Goal" button
5. Type goal
6. Click "Save Goal"

To add Short-term Goal:
7. Click "Add New Short-term Goal" underneath specific Long-term goal
8. Type goal
9. Click "Save Goal"

Important things to note:

Snippets can be used as a goal bank
- Pre-load your goals as snippets in the Snippet module and click blue "Show Snippets" button when typing your new goal.
Once added, goals appear on all subsequent notes until marked complete.

Have more questions? Check out the articles below.
Mark goal complete
Edit or delete goal
Edit or delete quantitative data field

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schedule - Mark attendance

10/26/2018

From Main Dashboard
1. Double click appointment
2. If it is a repeating event, click "Edit current occurrence"
3. Click "Attendance" dropdown menu
4. Select "Attended," "No-Show," "Canceled by Therapist," or "Canceled by Client"
5. Click "Save"

From Schedule
1. Click "Schedule" icon
2. Double click appointment
3. If it is a repeating event, click "Edit current occurrence"
4. Click "Attendance" dropdown menu
5. Select "Attended," "No-Show," "Canceled by Therapist," or "Canceled by Client"
6. Click "Save"

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Admin Panel - Give therapists access to patients

10/24/2018

From Admin Panel
1. Click "View Admin Panel"
2. Click blue "Edit" button next to therapist name
3. Click checkbox next to "Restrict to Specific Patients" at the bottom of the page
4. Click the checkbox next to the patients you want the therapist to have access to
5. Click "Update User"

From Client List
1. Click "View client List"
2. Click client name to expand information
3. Click "Edit Info"
4. Scroll down page until you see list of therapist names
5. Click the checkbox next to the therapists you want to have access to this patient
6. Click "Save Patient"

Important things to note

If you do not click the "Restrict to Specific Patients" checkbox in the Admin Panel, the therapist will have access to all patients.
The Admin Panel overrides the Client List (i.e. if a therapist is not selected in the patient file, but the patient is selected for the therapist in the Admin Panel, the therapist will have access to the patient).
If you would like all therapists to have access to every patient but only when they are scheduled with the patient, click "Restrict access to patients based on schedule" in the Admin Panel.

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report - create, edit, or print

10/23/2018

CREATE
From Main Dashboard
1. Click the "Reports"
2. Click "Generate a Report"
3. Click client name
4. Select the Start and End dates for "Summarize Sessions Between." The report will automatically populate data from an SOAP note or attendance from any appointment between these two dates. If you leave the dates blank, the report will pull from ALL dates.
5. Select the Start and End dates for "Request Continued Treatment Between" to automatically populate in the "Recommendation and Justification for Service" section of the template (optional)
6. Select the report template from the dropdown menu
7. Click "Generate"

From Schedule
1. Double click on event
2. Click "Edit current occurrence"
3. Click the red "Report" icon
4. Click "Save"
5. Select the Start and End dates for "Summarize Sessions Between." The report will automatically populate data from an SOAP note or attendance from any appointment between these two dates. If you leave the dates blank, the report will pull from ALL dates.
6. Select the Start and End dates for "Request Continued Treatment Between" to automatically populate in the "Recommendation and Justification for Service" section of the template (optional)
7. Select the report template from the dropdown menu
8. Click "Generate"

From Client List
1. Click "View Client List"
2. Click blue "Reports" button next to the client name
3. Click "Generate Report"
4. Select the Start and End dates for "Summarize Sessions Between." The report will automatically populate data from an SOAP note or attendance from any appointment between these two dates. If you leave the dates blank, the report will pull from ALL dates.
5. Select the Start and End dates for "Request Continued Treatment Between" to automatically populate in the "Recommendation and Justification for Service" section of the template (optional)
6. Select the report template from the dropdown menu
7. Click "Generate"

EDIT
From Todo list
1. Click checkbox next to the report name
2. Click blue "Edit" button
3. Make your edits
4. Click "Save Report"

From Client List
1. Click "View Client List"
2. Click blue "Reports" button next to the client name
3. Click "View Reports"
4. Click blue "Edit" button next to the report
5. Make your edits
6. Click "Save Report"

PRINT
1. Click "View Client List"
2. Click blue "Reports" button next to the client name
3. Click "View Reports"
4. Click the checkbox next to the report
5. Click "Download/Print Selected Items"
6. In the new PDF window, click the "Print" icon in the upper right-hand corner

Important things to note

Gray sections in the report designate text that was pulled from the client file. If you type in the gray sections and click "Refresh Data," your work will disappear. We suggest typing in white sections only.
You can create tables and format your text within the report.

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Note - Create, Edit, or Print

10/23/2018

CREATE
From Main Dashboard
1. Click the green "New Note" button in the upper right-hand corner of the dashboard
2. Click client name
3. Click "Yes"

From Schedule
1. Double click on event
2. Click "Edit current occurrence"
3. Click the green "Note" icon
4. Click "Save"

From Client List
1. Click "View Client List"
2. Click blue "Notes" button next to the client name
3. Click "New Note"
4. Click "Yes"

EDIT
From Todo list
1. Click checkbox next to the note
2. Click blue "Edit" button
3. Make your edits
4. Click "Save Note"

From Client List
1. Click "View Client List"
2. Click blue "Notes" button next to the client name
3. Click "View Notes"
4. Click blue "Edit" button next to the note
5. Make your edits
6. Click "Save Note"

PRINT
1. Click "View Client List"
2. Click blue "Notes" button next to the client name
3. Click "View Notes"
4. Click the checkbox next to the note
5. Click "Download/Print Selected Items"
6. In the new PDF window, click the "Print" icon in the upper right-hand corner

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report - Blue pen tool

10/23/2018

The blue pen tool is visible for supervisors after a report has been saved once. When the item is re-opened, the blue pen tool can be used to type edits and suggestions directly in the report.

1. Click "View Client List"
2. Click "Report"
3. Click "View Reports"
4. Click "Edit"
5. Click the blue pen tool icon once turning it blue
6. Click once on the page where you'd like to type in blue ink
7. Type your edits in blue
or
8. Highlight text and then click blue pen icon to turn text blue
9. To turn off the blue pen tool, click the blue pen icon once turning the icon black

Important things to note

If you'd like to communicate "Delete" we recommend putting parentheses around the text you suggest needs to be deleted.
All blue text will convert to black when the report becomes a PDF.

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<<Previous

Initial Login Instructions

Add Student & Supervisor Signatures

Note - Track Changes

Select a different supervising therapist

Note - Add goal

schedule - Mark attendance

Admin Panel - Give therapists access to patients

report - create, edit, or print

Note - Create, Edit, or Print

report - Blue pen tool

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