Capture Remote Parent/Guardian Signatures (Billable Session Notes)

Provide Permissions for Remote Session Note Signature

In the company account under scheduler role permissions, there will be a new section header titled Session Notes. Under the header Session Notes there will be a new permission, Request Remote Parent Signature.

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1. Request Remote Parent Signature feature applies to Billable Session Notes only

2. Roles without this permission will NOT be able to request a remote parent signature.

3. For new and existing accounts, this permission will be selected for Role 2, 3, 4.

4. This permission will not be available for Role 5 (default parent login role).

Add option to Allow Remote Parent Signature to Client Report Templates

In order for staff with permission to request a remote signature on the session note the following needs to occur:

In company account>client report templates:

1. Open an exisiting or add a new billable session note template.

2. In the template builder under Default options, Click on the Parent/Guardian Digital Signature Field to edit the settings or click and drag the field into the template.

3. Field may be required or not required.

4. To allow a remote parent signature to be requested, check the option “Allow remote parent signature” box below the Parent/Guardian Signature radio button.

5. Save changes to the digital signature field and save changes to your template.

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• If the parent digital signature is NOT required staff will still have an option to request a remote signature if desired.

Request Remote Signature- Optional Parent Signature (allow remote option included) in the session note template

• As an RBT or staff member completing a session note with an optional parent/guardian signature and allow remote parent signature option,

• FIRST- complete all required fields in the session note then press “submit”.

• The system will display a pop up form that will provide the 2 options:

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Step 1: The staff should first select the parent/guardian they are requesting a remote parent signature:

• Click the drop down menu Select Guardian.

• If you forget to select a guardian, it will not allow you to request the remote parent signature.

Step 2: Click Allow or Deny

• If they click allow, this will trigger a notification for the parent to sign a completed session note.

• If they click deny, it will save the session note without a remote parent signature.

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Step 3: After pressing Allow for the Remote parent Signature Request, the following will occur:

1.Pop up confirmation letting know you know that the session note is ready for parent review.

2.Session note is saved as a draft.

3.Label showing “Parent Review Pending” will display in the session note page

4.Notification will be sent to the parent/guardian via tasks/notifications.

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• If contacts are not set up for the client, staff will receive this message when attempting to request a remote parent signature.

• “No Guardians to select, please send client contact a user login request.”

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Request Remote Signature- Required Parent Signature (allow remote option included) in the session note template

• As an RBT or staff member completing a session note with a required parent/guardian signature with remote parent signature option, you will first complete all required fields in your session note, THEN press the Parent Review option.

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• Then, you will see receive a pop up if they want to request a remote parent signature:

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Step 1: The staff should first select the parent/guardian they are requesting a remote parent signature for:

• Click the drop down menu Select Guardian.

• If you forget to select a guardian, the system will not allow you to request the remote parent signature.

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Step 2: Click Allow or Deny

• If you click allow, this will trigger a notification for the parent to sign a completed session note.

• If you click deny, the system will save the session note without a remote parent signature.

Step 3: After pressing Allow for the Remote parent Signature Request, the following will occur with the session note:

1.Pop up confirmation letting know you know that the session note is ready for parent review.

2.Session note is saved as a draft.

3.Label showing “Parent Review Pending”.

4.Notification will be sent to the parent via tasks/notifications.

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• With a required parent/guardian signature field with the allow remote option, either the parent digital signature fields needs to be completed at the time of the session with the staff present OR the staff will need to request the parent/guardian signature using the new remote feature.

Parent/Guardian-

Tasks and Notifications & Parent Signature for optional and required signature fields

• As a parent, when logging in, you will notice that there is a notification under tasks and notifications any time a new request to sign a session note has been requested.

• Click on the Task and Notifications on the main menu page.

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• Next, click on the specific sesssion note to review and sign the session note.

• Then, you will be taken to the specific session note within the scheduler, review the note, then click on the parent signature button to provide a parent signature and add an optional comment if desired.

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• Parent/ guardians must be have a registered Rethink log in to use this feature

• After signing the session note the system will mark the session note review task as completed in the tasks and notification area.

Editing Session Notes in Pending Parent Review Status

If a session note is in Pending Parent Review Status, if users take any of the actions outlined below, the system will reset the session note status, remove any previous notifications for the session note that was sent to the parent guardian, and require the staff to complete the Parent Review request again.

Actions that will reset the session note status from Pending Parent Review to Parent Review:

1. Edit the session note

2. Edit the session note and the system auto saves the note as a Draft

3. Delete the session note

4. Select a new session note template

5. Restore a previously completed session note

• When editing a session note with a remote parent signature complete, if the parent signs the edited session note, a new version of the session note will be saved in the file cabinet and in the appointment/scheduler.

Appointment List- New Session Note Filters

Users with permission to the Appointment List may search for session notes that are pending parent review or parent review complete using the two new Session Note Status filters:

• Remote Parent Review Pending

• Remote Parent Review Complete

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