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  3. Aloha Integration

Articles in this section

  • Integration: Linking and Unlinking Notes
  • Step 1: Initiate Integration
  • Step 2: Link Staff
  • Step 3: Linking Clients and Appointments
  • Aloha Integration FAQs

Integration: Linking and Unlinking Notes Follow

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 Aloha ABA.  Luckily, you can manually link (and unlink) appointments as needed.

  • Permissions
  • Icons
  • Linking
  • Unlinking
  • Mismatched Times
  • Video

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 appointments:

  • View Calendar
  • View Member Calendars

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".

link_permissions1.png

 

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.

link_permissions2.png

Icons

Link Appt- only visible if a note is not currently linked to an appointment. 

link_appt.png

Appt - only visible if a note is currently linked to an appointment. 

appt.png

Green - the note is linked to an appointment and appointment and session note times match.

green.png

Yellow - the note is linked to an appointment and the times do not match.

yellow.png

Red - the note is linked to an appointment that is now deleted or canceled in Aloha.

red.png

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
  • Linking to an appointment with a differing date and time will make the session note match the details of the linked appointment

linking_notes.gif

 

Unlinking Notes

Unlink a note by doing the following:

  • Select the note
    • It must be unsigned in order to unlink from an appointment
  • Click the Appt icon in the top-right corner
  • This will show you basic appointment details and the option to Unlink
  • Select the Unlink button
  • The session note is now a "stand-alone note"

unlinking_notes.gif

 

Mismatched Times

To resolve mismatched times you can do the following:

  • Select a note with the yellow icon
    • It must be unsigned in order to revise time
  • Click on the Appt icon in the top-right corner
  • Select Revise Time
  • Input the time to match the appointment

If the session note is reflecting the correct time and the appointment time is wrong, change the appointment time in Aloha.

 

mismatched_times.gif

 

Video

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Related articles

  • Aloha Integration FAQs
  • Exporting Data (Session Note Reports, Session Reports, Learner Data)
  • Step 3: Linking Clients and Appointments
  • Using $Variables in Motivity
  • Create Session Note Templates

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