Supervision logs

Assistants, clinical fellows, students and behavior technicians need regular supervision. NeatPractice keeps one log per supervisee per month for every supervision requirement that follows them, for example a speech-language pathology assistant (SLPA) or a certified occupational therapy assistant (COTA). Requirements live in Setup > Supervision.

The monthly list#

Open Documentation > Supervision. Each row is one supervisee under one requirement for the month shown; use the arrows to change the month. Pick providers on the Providers tab to see only the logs where they are the supervisee or the primary supervisor. The row shows:

• Service: the supervisee's delivered visit hours in the discipline (or booked hours, if the requirement is measured against scheduled service).
• Supervised and Percent: supervision time over service time. Overlapping supervision counts once.
• Contacts and Observations: supervision records in the month, and the ones observed with a patient. When a requirement also counts in-person contacts, real-time contacts or the share of supervision observed with a patient, the log shows those too.
• Status: Met or Not met for a month that has ended; On track or At risk for the current month, judged by a projection that adds the sessions and supervision still booked.

You see your own log, the logs of the people you supervise, and the staff on care teams you coordinate. Staff with supervision access for the whole clinic see every log.

Recording supervision#

Open a log and click Record Supervision. Enter the supervisor, one supervisee (individual supervision) or two to ten (group supervision), the date and times, whether it was in person or remote, and whether it happened live or by reviewing a recording. Turn on Observed with a patient and pick the patient when the supervisor watched the supervisee at work. Pick the activities from your clinic's lists.

Pick an Evaluation form to score the supervision: each supervisee gets their own section with a rating for every task on the form, and their own notes. In group supervision every supervisee is scored and noted separately. Add Shared notes for anything that applies to the whole group. Forms are set up in Setup > Supervision.

Every supervisee needs a supervision assignment with that supervisor in the discipline on that date (see providers). Supervision linked to a treatment visit must fall within that visit's times.

Booking supervision with a session#

You can also book supervision as part of a treatment session, so the supervisor's calendar and the log agree:

• When you book a new individual appointment, turn on With supervision in the Supervision section, pick the supervisor, a supervision appointment type and the window inside the session.
• From a visit, click Add Supervision, pick the supervisor, the type and the window inside the visit.

Either way NeatPractice books the supervisor's own appointment with the patient and records the supervision of the session's provider, observed with the patient. A record booked ahead counts toward the month's projection until its time comes, and stops counting if its appointment is cancelled or voided.

Signing off supervision#

Each supervisee signs off the supervision recorded about them, with optional feedback for their supervisor and an optional short survey (three statements rated from 1, strongly disagree, to 5, strongly agree; answer all or none). Open Documentation > Supervision: Waiting for your sign-off lists your records that still need it, and the same Sign off action is on each record in your log.

If a record is wrong, choose Return instead and say what needs correcting. The record shows Returned with your reason until the supervisor edits it; then it waits for your sign-off again. Once any supervisee has signed a record off, it can no longer be edited: void it and record a corrected one.

Your clinic can choose to count a record toward a supervisee's month only after they sign it off (see Setup > Supervision). The log's Status column shows Awaiting sign-off or Signed off for each record.

Staying on track#

During the month the log projects the month's end from booked sessions and booked supervision. From day 15, and again from day 25, an at-risk log says what it is short of. Sessions to supervise lists the supervisee's booked sessions that no supervisor is booked to overlap yet, so you can book supervision into them.

After a month that was not met, booking a new session for that supervisee warns by default. A requirement can be set to block instead; staff allowed to lift the restriction can still book with a reason. A booking that includes one of the supervisee's supervisors is never held back, since that is how the gap is made up. A requirement can also hold the supervisee's visit note signatures until the month is made up.

To make up a month, record the missing supervision with its real dates; once the month meets its minimums the restrictions end. Staff with the supervision restriction permission can instead open the not-met month and click Lift Restriction with a reason: new sessions and note signatures go ahead, and the log shows who lifted it and why. Restrictions never hold caregiver signatures, addenda or billing of care already delivered.

Excluded weeks#

When a supervisee is on leave or the clinic is closed, open their log and click Exclude Week in Excluded weeks. Pick any day in the week and give a reason; the whole week, Sunday to Saturday, is left out of every log of that supervisee: its service and supervision stop counting toward the percent and the contacts. The minimums stay the same. Choose Count again to put the week back. Weeks in a month whose log is signed can no longer change. The printed log lists the excluded weeks with their reasons.

Signing and printing#

Once a month has ended, the supervisee, a supervisor and a coordinator can each sign the log with Sign as. A signature keeps the totals the signer saw; if a record is voided or added later, the signature shows Totals changed. Edits to records stop once the month is signed: void the record and record a corrected one.

Click Print for the monthly PDF: totals against each minimum, every contact with the patient shown by initials only, the excluded weeks, any lifted restriction, and the signatures.