This article applies to Motivity Clinical for organizations that use Therapy PMS as their practice management system. It does not apply to Motivity Practice Management (Motivity PM). If your appointments come from Motivity PM, see "Motivity PM Connection: Linking and Unlinking Notes (Motivity Clinical)" instead.
Sometimes a staff member may forget to select their appointment when creating a note. This will prevent that note from linking to the corresponding appointment in Therapy PMS. Luckily, you can manually link (and unlink) appointments as needed.
Permissions
Each staff member is able to see their own appointments in Motivity. That means they can also link and unlink their own appointments as needed.
If you would like an administrative role to have access to all staff member and learner appointments, turn on the following permissions:
View Calendar
View Member Calendars
Motivity Clinical role permissions screen showing the View Calendar and View Member Calendars permissions for linking and unlinking notes to Therapy PMS appointments.
View Calendar is found in the Learner permissions and allows a role to see a learner's appointments on that learner's profile. You can limit this permission to "if on team" or expand it to "all learners".
Motivity Clinical Learner permissions, where View Calendar can be set to "if on team" or "all learners".
Motivity Clinical Members permissions, where View Member Calendars is turned on.
View Member Calendars is found in the Members permissions and allows a role to link and unlink notes for any member. This permission cannot be limited so once it is turned on, that role can link and unlink notes for all Members.
The View Calendar and View Member Calendars permissions are independent of each other so you can leave one off while the other is on and vice versa.
Motivity Clinical permissions example showing View Calendar and View Member Calendars set independently of each other.
Icons
Link Appt- only visible if a note is not linked to an appointment.
The Link Appt icon in Motivity Clinical, shown on a session note that is not linked to a Therapy PMS appointment.
Appt - only visible if a note is linked to an appointment.
The Appt icon in Motivity Clinical, shown on a session note that is linked to a Therapy PMS appointment.
Green - the note is linked to an appointment and the appointment and session note times match.
Green Appt icon in Motivity Clinical: the note and the Therapy PMS appointment times match.
Yellow - the note is linked to an appointment and the times do not match.
Yellow Appt icon in Motivity Clinical: the note and the Therapy PMS appointment times do not match.
Red - the note is linked to an appointment that has been deleted or canceled in Therapy PMS.
Red Appt icon in Motivity Clinical: the linked appointment was deleted or canceled in Therapy PMS.
Linking Notes
Link a note by doing the following:
Select the note
It must be unsigned in order to link to an appointment
Click the Link Note icon in the top-right corner
If an appointment exists for the date of the note, it will display all appointment options available to you
Select the appointment to which you want the note linked
You can scroll back and forth and use the calendar icon to select a different appointment date