Creating Billable and Non Billable Session Note Templates

1. Rethink's template builder allows you to specify what information staff must include in their session notes. To create a template navigate to the 'Client Report Templates' area from the main navigation. 

2. Select 'Add New Client Report Template'

3.  You have 2 options.

Choose 'Billable Session Note'

                   or

'Non Billable Session Notes'.

Note: For Billable Session Notes you will need to connect Funders.

Name your Template then click

"Create Funder Template"

4. Add all the required fields by dragging a item from the toolbar on the right into the template builder canvas on the left.

Please note: You do not have to add the following fields to the template. This information is automatically added to all session notes.

1. Client Name

2. Name of staff member who delivered the service

3. Funder

4. Facility/Location

5. Date of Appointment

6. Start Time of Appointment

7. End Time of Appointment

8. Service Line

9. Service Name

10. Duration

Additionally, the top right corner of every page will display with:

1. Client name

2. DOB

3. Member ID #

4 a.  You can choose, on the Funder page of the Company Account, to omit certain fields from your Session note header.  

• Client Assigned Facility/Location

• Service Line

• Service Name

https://rethinkautism.atlassian.net/l/cp/br0LyHeU

4. b. Default section, includes blank fields that you can edit to your needs.

•  Text Input is a single line for adding text (you can choose to enter placeholder text if desired)

• Text Area is a larger text box that will expand as user type into it

• Check box allows for multiple options to be entered (end user would be able to choose multiple)

• Radio button allows for entry of multiple options but end user would only be able to make one selection

• Select is a drop down field allowing end user to make one selection

• Line separator is a single straight line to define areas within the template

• Section Title allows for a title or enlarged area of text 

• Table allows you to define number of lines & columns that end user can type into

• Digital signature-once added to the document can be defined as Staff or Parent signature.  *Please note that a parent signature field on a note, when completed by end user, would populate as a  'parent verification.'

Once a field has been dropped into template, you can double click on the field to edit the field.  

• Please note that marking a field as 'Required' will mean that the user must enter some content on the field in order to submit the Note.–Blank required fields only prevent submitting the note, and will not impact the ability to verify the appointment.  

4. c. Fields under Client, Staff, Provider, and Funder, include options for fields that (once added to the template) will auto-fill for the end-user depending on content entered in other locations in the system. 

• For example, if you include Staff License/Credential, it will pull the staff's credential from their staff profile that is marked as the 'Default' credential.  

• We discourage marking auto-fill fields as 'required' because these auto-populate from elsewhere in the system and if something is missing elsewhere in the system an end user would be blocked from submitting the 'incomplete' note

• Please note that the ‘Provider’ section of options for auto-complete fields refers to the Company as the provider, not the scheduled staff. Therefore, these fields will pull Company information.

5. Drag & Drop Daily Summary Sheet field into session note template.

Click on the "Client" TAB of the template builder then click on "Daily Summary Sheet" and drag and drop into the template.

*Once included in the Session Note template as a field, please review the following tutorial to understand the two options available for the end user when wishing to pull their data into the Note: 

https://rethinkautism.atlassian.net/l/c/FqS4FA4K

6. To add Billing code and Modifier to report template, drag and drop and user will be able to see Modifier# 1 Modifier# 2 Modifier# 3 Modifier# 4 and Billing Code. 

7. Once all fields have been added, click 'save' at the top to save this template.

8. If you are wishing to create a template to be used separate from a scheduled appointment, please refer to our guide on Treatment Reports.  This type of template is created on the Client Report Templates page, also, but will only be available for use on the Clients' profiles>Funder Reports page, rather than via the scheduler.

https://rethinkautism.atlassian.net/l/c/NV5wG8w0