Add Quantitative Data Field

2/19/2020

To add New Quantitative Data Field:

Click green "New Note" button in upper right-hand corner of dashboard
Select client name
Select supervising therapist from drop-down menu
Click "Yes"
Click green “Add New Quantitative Data Field” button
Select the goal you want to track from the “Associated Goal” dropdown list*
Type a name for the tracker or check the “Use Goal Title for Tracker Title” to give the tracker the same name as the goal
Click “Save Tracker”

*If your goal is not in this list, you need to add a new goal into the note.

To enter Values into the Quantitative Data Fields:
Based on how your goal is written and how you’d like to collect data, your values might look a little different (see examples below).

Example Goal: Client will use s-blends in initial position of words with 80% accuracy.

Click cursor in text box titled “New Value”
If you need to calculate a percentage, type “=” and enter formula (i.e. = 8/10, ClinicNote will output .8)
Enter 80 into the text box so that the scale will = 100 (if enter .8 the scale will = 1)

Example Goal: Client will sequence a 4 part sequence of events independently in 8 of 10 opportunities.

Click cursor in text box titled “New Value”
Type whole number (i.e. if client sequenced a 4 part sequence of events independently in 8 out of 10 opportunities, type 8).

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Selecting User Permissions

1/15/2020

Billing- Access to create claims, invoices, superbills, and submit electronically.

Schedule- Giving access to the schedule means the person can make appointments, if you do not grant access they will still be able to view the schedule.

Notes- Ability to create and edit Notes.

Note Official Signer- when this person signs a document, it makes it "official" and only that person can edit it going forward. Supervisors need to be able to do this and students shouldn't be able to do this.

Client List- Ability to see clients in the Client List (this may be all clients, or it may just be the clients that are allowed for that specific user).

Modify Clients- ability to edit clients' names, contact information, diagnosis, etc.

Generate Report- ability to create a report (eval, progress report, etc.). Typically students and supervisors all need access to this.

Evaluations and forms- ability to start intake forms for patients to fill out.

Manage Client Goals- ability to see patients goals & objective data, edit goals, and mark goals complete

Facility Files- ability to access any files that you would like to store in your dashboard. This might be “Notice of privacy practices” or other documents you'd like to have easy access to print or send to clients.

Snippets- ability to access snippets.

Delete- this means the person will have access to delete any documents or goals/objectives.

Upload Files- what would the student have to upload - if you would like students to be able to upload any files into the client's file you can give them access to this. It could be any document (letters from physicians for example).

Folders- ability to create clinic-wide folders. I recommend not giving students or supervisors access to this.

Contact Notes- ability to create and see contact notes.

Restrict to Specific Patients- would this include the student clients for that semester. If you restrict to specific patients you can select the specific clients that you would like each student to have access to. When they open the client list, they would only be able to see the handful of clients they are actually working with. If you don't restrict, they would be able to see all the clients.

Restrict by IP address- if restricted, users will only be able to log into ClinicNote from the designated IPs.

Clinical Administrator- The Clinical Administrator has access to all modules including the Admin Panel where they can edit therapist user permissions.

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Update November 22, 2019 at 7:30am CST

11/22/2019

We deployed an update to your dashboard Friday, November 22nd at 7:30am CST.

This update fixed the following items:

When you mark a Long Term Goal complete in a Note or in Manage Client Goals, the associated Short Term Goals will automatically be marked complete with the same date. You can edit this date if need be.
When a goal is marked complete within a note, it will remain on the note along with its associated O and A sections. The goal will not drop off until a new note is created with a Date of Service after the goal's completion date. You do not need to wait until after the supervisor signs a note to mark a goal complete in Manage Client Goals; you can mark it complete within the note and not worry about the O and A sections disappearing.
If you noticed that a number automatically populated in the Data Tracker "New Value" field, this will no longer occur.

Please submit a ticket on our Support Page if you have any questions or concerns. Thank you!

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ClinicNote Update Monday, October 28th at 7:30am CDT

10/25/2019

Update date & time: Monday, October 28th at 7:30am CDT
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:

1. Your session will renew whenever you click or press a key anywhere in the dashboard

The 5 minute countdown timer will not start ticking down as long as you are actively working in the dashboard
The timer will appear after 15 minutes of inactivity and log you out 5 minutes later
Activity is clicking your mouse or typing a key

2. ClinicNote will automatically backup your work in Reports every 3 minutes

If you get logged out on accident and think you've lost your work, open your Report from the Client List and click the "Backups" button in the upper right hand corner
When you click the backup, ClinicNote will update your report to the latest version (i.e. the last time it was automatically backed up which occurs every 3 minutes)
When in doubt, if your report looks like it's missing information, click the "Backups" button to find the latest version

If you have any questions or concerns please submit a ticket.

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site unavailable 9/25/19 4:38pm CDT

9/27/2019

ClinicNote was unavailable on 9/25/19 from 4:38pm - 4:53pm CDT. We received the following message from Microsoft about the site's outage:

"At Wednesday, September 25, 2019, 4:38: 37 PM CDT, the Azure monitoring system received the following information regarding your App Service plan: We're sorry, your App service plan is unavailable. We're working to automatically recover your App Service plan and to determine the source of the problem. No action is required from you at this time."

Microsoft was able to resolve this within 15 minutes. We apologize for the inconvenience this might have caused.

Forms - Sign Intake Forms

8/5/2019

To sign form & save as an official document
Option #1
1. Click "Start a Form" from the main dashboard
2. Select the client name
3. Select the form from the "Form Template" dropdown list
4. Select the "Supervising Therapist" who will be supervising most of this client's sessions
5. Click "Yes"
6. Click the light blue "Add Signature" button and have the patient/caregiver sign, type their name & their relationship to the client
7.1 If you are the supervising therapist, click the dark blue "E-Sign" button to sign and lock the form
7.2 If you are a student, submit the form to the supervising therapist by clicking "Submit" so that they can sign and lock the form
8. Click "Save"

Option #2 (for supervisors only)
1. Click "Start a Form" from the main dashboard
2. Select the client name
3. Select the form from the "Form Template" dropdown list
4. Select yourself as the "Supervising Therapist"
5. Click "Yes"
6. Click the dark blue "Add Signature" button
7. Click "Reset Signature" to erase the saved signature and delete the name and title
8. Have the patient/caregiver sign, type their name & their relationship to the client
9. Click "Save"

To sign form & save as an unofficial document
1. Click "Start a Form" from the main dashboard
2. Select the client name
3. Select the form from the "Form Template" dropdown list
4. Select the "Supervising Therapist" who will be supervising most of this client's sessions
5. Click "Yes"
6. Click the light blue "Add Signature" button and have the patient/caregiver sign, type their name & their relationship to the client
7. Click "Save"

Important things to note

Using the dark blue "E-sign" button to sign makes the form official and only the supervising therapist can edit the form going forward.
Using the light blue "Add Signature" button does not make the form official.
Light blue button signatures must be done BEFORE the dark blue button signatures.

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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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<<Previous

Add Quantitative Data Field

Selecting User Permissions

Update November 22, 2019 at 7:30am CST

ClinicNote Update Monday, October 28th at 7:30am CDT

site unavailable 9/25/19 4:38pm CDT

Forms - Sign Intake Forms

Initial Login Instructions

Add Student & Supervisor Signatures

Note - Track Changes

Select a different supervising therapist

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