Managing Supervisors

Solo Edition

Due to the varied nature of supervision in the mental health industry, different practitioners require different forms of supervision documentation. Zencare Practice Management's Supervision feature is flexible enough to be used for any supervisory relationship.

This guide reviews how Solo practices will use Zencare Practice Management's Supervisor feature.

There are two common supervisory styles:

1. Billing Documentation Supervision:
   • The Practitioner requires the Supervisor's information on client financial sessions and documents. The Supervisor does not review notes or need access to client data.
2. Notes Review Supervision:
   • The Practitioner requires the Supervisor's information on client financial sessions and documents. The Practitioner also requires the Supervisor to review and sign session notes. The Supervisor's signature may be included on financial documents.

Zencare's Supervision feature can be used for both styles. Supervisors can be configured for name only use, or they can be granted access to the Zencare account to login at their convenience for review and sign off of session notes.

The following options are available to configure a Supervisor for a solo practice. A Supervisor may:

• Be assigned to and view their assigned client profiles
• Display their name and credentials on invoices and receipts
• Display their signature on invoices and receipts
• Review and sign session notes using direct access to your Zencare account
• Use the Workflow tool to easily view and sign notes that are ready for their review

There are five steps to successfully using Zencare's Supervisor feature:

1. Setting up a Supervisor Profile
2. Granting User Access to the account (if needed)
3. Adding a Supervisor to the Therapist Profile
4. Assigning Supervisors to Clients
5. Scheduling the Supervisor for Sessions

Keep in mind, the Supervisor needs to be assigned to the client account first before you can associate them to your sessions!

Setting up a Supervisor Profile

1. Go to Settings, then Therapists
2. Select the + icon at the top of the page
3. Input the supervisor's information in the fields provided and select the Create Supervisor button

Grant User Access

1. Go to Go to Settings, then User Access
2. Click the + icon at the top of the page
3. Input the Supervisor's name and the email address they will be using to access the account
4. Choose the user type Supervisor from the drop down menu and when you do, you'll see another drop down menu called Therapist appear. Choose the Supervisor you just created from this list
5. Assign an initial password and select the Save User button to grant access

Adding the Supervisor to a Therapist Profile

Supervisors must always first be set up on the Therapist Profile. To do this:

• Go to Settings, then Therapists.
• Find the therapist for whom you are setting up the Supervisor.
• Select the checkbox next to their name, and select Edit in the bar that appears at the top of the list.
• The option to set the Primary Supervisor is directly below the Therapist Grade, on the left side of the window.
• Use the drop down menu to select the Primary Supervisor for this therapist.

• Once you have entered the Primary Supervisor, you can now set up an Additional Supervisor. Select the Add Supervisor button that is directly below the Primary Supervisor dropdown menu.
• Here, you will have the same options for therapist profiles to select as when you set the Primary Supervisor.
• If you enter the incorrect name, you can use the trashcan icon next to their name to clear the field. You can also use this trashcan icon once the supervisee no longer needs to be supervised.
• If this therapist needs to have their supervisors sign their session notes, be sure to select Require Supervisor Signature checkbox. Once the supervisee signs their notes, they will appear in the Supervisor's workflow to review and sign.
• If the supervisor must be included on financial documents (invoices, receipts, and account summaries), select the Show Supervisor checkbox under the Invoices and Receipts section of the Therapist Profile.
• Make sure you click the green Update Therapist button to save your work and apply your changes.

That's it! You can now move on to setting up the client account with the correct supervisor.

Assigning Supervisors to Clients

1. To assign a Supervisor to a client profile, go to Clients and open the client profile of your choosing
2. Select Contact & Clinical, then Clinical Details
3. Select the Edit button
4. In the Default Therapist section, select yourself as the Therapist and assign the Supervisor
5. Select the Save button

Scheduling the Supervisor for Sessions

1. Go to the Calendar and select slot to schedule a session
2. Type the client's name into the field provided and if a supervisor has been assigned, you will see their name pre-populated in the Supervisor field
3. Select the Service from the drop down menu provided and edit any other details of the session as needed
4. Select the Create Session button to schedule the session

Group Edition

There are three elements to successfully using the Multiple Supervisors feature:

1. Setting up each Therapist profile
2. Assigning Supervisors on a client level
3. Scheduling the correct Supervisor for each session.

When you are entering this information, you must go in the order: Therapist Profile, Client Account, and finally, Session Scheduling.

Setting up the Therapist Profile

If you are going to use supervisors in your practice, they must always first be set up on the Therapist Profile. Only a Practice Owner can complete these steps.

• Head to Settings, then Therapists.
• Find the therapist for whom you are assigning a supervisor.
• Select the checkbox next to their name, and select Edit in the bar that appears at the top of the list.
• The option to set the Primary Supervisor is directly below the Therapist Grade, on the left side of the window.
• Use the drop down menu to select the Primary Supervisor for this therapist.

• Once you have entered the Primary Supervisor, you can now set up your Additional Supervisor. Select the Add Supervisor button that is directly below the Primary Supervisor dropdown menu.
• Here, you will have the same options for therapist profiles to select as when you set the Primary Supervisor.
• If you enter the incorrect name, you can use the trashcan icon next to their name to clear the field. You can also use this trashcan icon once the supervisee no longer needs to be supervised.
• If this therapist needs to have their supervisors sign their session notes, be sure to select the Require Supervisor Signature checkbox. Once the supervisee signs their notes, they will appear in the supervisor's workflow to review and sign.
• If the supervisor must be included on financial documents (invoices, receipts, and account summaries), select the Show Supervisor checkbox under the Invoices and Receipts section of the Therapist Profile.
• Make sure you select the Update Therapist button to save your work and apply your changes.

That's it! You can now move on to setting up the client account with the correct supervisor.

Adding the Correct Supervisor to each Client Account

This must be done for every client whom this Therapist sees in order to ensure the correct supervisor is listed.

This step will review how to ensure the correct supervisor is assigned to each client.

• Head to the Client Account, select View, and select Contact & Clinical.
• Select Clinical Details, and then select Edit.
• Select the Default Supervisor Field to open the dropdown, which will display all of the supervisors you assigned to this therapist.
• Select the correct supervisor.
• Select the Save button to update your work.
• Once you have done that, the Client Account will reflect not only the Primary Therapist (as it did before the launch of Multiple Supervisors), but also the Primary Supervisor.

Scheduling Appointments with Supervisors

Once you have configured the Therapist Profile and the Client Account, you will be able to schedule appointments for this client with the correct therapist and supervisor!

• Head to the Calendar.
• Select where you want to book a session, and enter in the client name as per usual.
• Once you enter the client name, you can select the therapist.
• Once you select the therapist, you must also select a supervisor. Zencare will automatically default to the supervisor you set on the Client Account. You can set the session to No Supervisor if need be.
• If you are using another supervisor, you can select them from the Supervisor dropdown.
• Continue scheduling the rest of the session as per normal.

Now, the session will be scheduled with the correct therapist and supervisor. If you have opted to include the supervisor's information on the invoices and receipts, it will be directly below the header. If you have opted to have the supervisor sign session notes, once the therapist completes the note and signs it, it will appear in the supervisor's Workflow to review and sign.

Removing a Supervisor

Removing a Supervisor from a Client Profile

In the case that you need to remove the supervisor from a client profile, you can follow these steps:

1. Go to the Client Profile and select Contact & Clinical,  Clinical Details, and finally select the Edit button.
2. Select No Supervisor from the Default Supervisor dropdown menu.
3. Select the Save button to save your changes.

Once the supervisor has been removed from the client profile, they will no longer be listed as a Supervisor option to select when creating sessions for this client.

Note: Ensure your supervisor has reviewed and signed all client notes if required, as they may lose access to the client profile once they are removed.

Removing a Supervisor from a Therapist Profile

If you need to remove a Supervisor from a therapist profile, you can follow these steps:

1. Go to Settings, then Therapists.
2. Select the checkbox next to the therapist profile you want to edit, then click the Edit button.
3. Select No Supervisor from the Primary Supervisor dropdown menu.  For Group Edition, If you need to remove an additional supervisor that has been added, select the trashcan icon next to the supervisor's name.
4. Select the Update Therapist button to save your changes.

Removing a Supervisor from a Session

If you have scheduled a session including a supervisor and now need to remove them from the session, you can follow these steps:

1. Ensure that the session has not yet been invoiced. If the session has been invoiced, you will need to delete this document before editing the session.
2. Select the session in the Calendar, then select More Info.
3. Select No Supervisor from the Supervisor dropdown menu.
4. Select the Update Session button to save your changes.