Note Approval Workflow
For EACH session note template, you can determine an individual workflow (i.e. who at your organization will be responsible for reviewing and approving/rejecting those types of notes). You can add multiple approval steps that move independently of each other or sequentially through a step-by-step workflow. These can include clinical, administrative, general, and billing approvals as well as capturing third-party caregiver "statements" (signatures).
To set up your workflow:
- click the note template you would like to set up
- click "Edit" in the top right corner
- scroll to the bottom of the page
- click "Signature & Approval Settings"
Types of Workflows
1. Setting up Parent Signatures/Statements for Session Note Templates
You can capture caregiver signatures for session notes in Motivity. Caregivers can sign in through their own accounts (parent/caregiver APPROVAL), or, more commonly, they can sign a note on their BT's device via a parent caregiver STATEMENT. This will allow the BT or RBT to hand their device to the parent or caregiver at the conclusion of the session for a signature attesting that the service did occur.
2. Setting up a One-Step Approval Workflow
Some organizations only need one person or one step of approvals (e.g. billing or clinical review). This can be customized to meet your needs and processes.
Here is the configuration for billing approval. In this case, a designated individual with the permission to do so would approve or reject the note.
This individual's role permissions must have Approval (Billing) set up in order to approve this note:
3. Setting up a Multi-Step Approval Workflow
Some organizations have session notes that go through multiple approvals before being completely approved. You can customize what type of approval is needed, in what order, and who has the permissions to approve certain steps.
To create additional steps, you would click "+Approval Step".
Note: within an approval step, statements and approvals can be obtained in any order. This means that within a step, you can set up a clinical and billing approval, for example, and it would not matter which was completed first.
If you want to ensure that the clinical approval is done PRIOR to the note being available for billing approval, you'd need to set up individual approval steps, with clinical coming first in the sequence.
For more regarding how to set up an approval workflow, refer to your CSC or our Session Notes Training.
EXTREMELY IMPORTANT: Setting up this workflow does NOT mean that the signatures will display on the note. You MUST add an imported field for the signatures for them to display on the note automatically. Our default note templates DO have this imported field, but if you decide to make your own template and you want the signatures to display on the note, you MUST add the "signatures" imported field.
Here is an example of a note template with an imported field for signatures:
Here is how you would add an imported field for signatures:
If you decide to make your own note templates, please check them to ensure they are functioning correctly before using them for client documentation. You can also reach out to your CSC -- we are happy to review them with you!
Updated 3/15/24