It's vital that what happens during a therapy session is documented.
- Some users require notes outside of those available in Scout.
- Some may not use Scout for data collection, but still need a place for regular session notes.
- Many want a place that is easy to find and track notes in a uniform way.
Regardless of how an organization uses therapy notes, they are a way to provide a standard note template to each appointment, or allow users to customize the template for their own sessions.
The following information details how therapy notes work in your system.
Permissions: This is a permissions-based workflow.
1. Access permissions by opening Admin> Security> Security Roles. SELECT the role that needs to use Therapy Notes.
2. FIND the “Scheduling” section. EXPAND the section by clicking the plus icon.
- “Can Create/Edit Therapy Notes” - allows users to either edit a calendar item’s therapy note, OR create a new note that can be used for the appointment.
- “Can View Therapy Notes” - is view-only functionality.
NOTE: If users should not have access to Therapy Notes, leave these items blank.
Company Setting: The system provides users with the following default text for each therapy note. Anytime a user selects the Therapy Notes option for an appointment, the default message will appear.
If your organization needs to change the default message, an Admin must do the following:
1. Access Admin> Company> Settings. If your company is using the default text provided by Pathfinder, the item will not appear on this list page.
2. Select to open the tool for adding a new Customer Setting.
3. ENTER the following information:
a. Setting: From the drop down list, choose the following item...
b. Description: This field is view only and provides information about what the setting does.
c. Value: In this section, users can enter the text they would like to have appear in the Therapy Note.
NOTE: This must be entered using HTML code. The following are very basic instructions for HTML, but Pathfinder encourages users to contact Customer Success for assistance. There are also several reliable Text-to-HTML converters available online for free.
<br/> is line break
<b> is bold </b>
<i> is italics </i>
<u> is underlined </u>
4. Data Type: Choose “Text” from the drop down list.
5. CLICK “Add.” The following image is an example of how the completed form will look:
REMEMBER! This is the information that will appear as the default for every therapy note for every appointment in your system.
Please do not use personal information anywhere in this message.
Adding Therapy Notes to an Appointment
The therapy notes template can be added to an appointment as it is being made, or can be added and edited later by anyone with the appropriate permissions.
To add a Therapy Note when creating a new appointment:
1. While in the New Appointment window, ACCESS the “Notes” tab.
2. SELECT “Note” from the Add drop down menu on the toolbar to bring up the New Notes form.
3. For the “Type” of note, select “Therapy Note.” Making this selection will auto-fill either the custom text created by your organization in the Company Settings, or the default information included with your software.
4. CLICK “Add” to have the note template added to the appointment.
Notes associated to a session may be edited by anyone who has permission to Edit/Create therapy notes. Anyone who has permission to View the notes can see what others have added.
- Line 1 is a “General Comment.” These do not have templates.
- Line 2 is a therapy note that has been added as a reminder to another provider to enter their notes for the appointment.
- Line 3 is the custom template with nothing added to it.
- Line 4 is the template that has been filled out.
Any of these Therapy notes may be edited by clicking the word “edit” under the name of the person who entered the note.
- Any desired text can be added when editing.
- Notice the color of the provider’s responses in the note on Line 4 are a different. The toolbar at the top of therapy notes allows users to select several different options.
- Once the note has been edited to your satisfaction, click “Update.”
Once therapy notes have been made for the appointment, providers will want to know where they can see those notes. The first place is by looking in the notes tab for each individual appointment. To see the notes all in one place, users may look at the “Events Summary Report.”
To access this report, follow these steps:
1. Access the Events Summary Report through the shared reports icon. LOCATE the Events folder.
2. When the Events Summary Report options window appears, choose the parameters to run the report. Several different options are available.
3. To run the summary for every event in your system, leave the form blank. CHOOSE “Run”.
4. The example below shows how this form would be set up to generate an Events Summary Report for all patients, employees, and locations covered by a particular fictitious payor (ABA School). Event Types selected for the report are Admin Events, Appointments, Meetings, and Training, but for all statuses.
5. If notes are in the Appointment, they will appear as shown below.
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