Supervisor Guide

Overview

As a supervisor, you are responsible for approving visits submitted by clinicians under your oversight, managing provider caseloads, and ensuring documentation quality and compliance.

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Your Role in the Workflow

Clinician documents visit → Releases visit → YOU approve/reject → Visit goes to billing

Visits from clinicians with qualifications requiring supervision will appear in your approval queue.

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Daily Workflow

Pending Approvals Dashboard

Navigate to Admin → Pending Approvals to see:

• Visits waiting for your review
• Grouped by clinician, student, or date
• Aging indicators (how long visits have been pending)

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Core Tasks

Task 1: Approve Visits

Goal: Review and approve clinician-submitted visits

Steps:

1. Go to Admin → Pending Approvals
2. Review the pending visit list
3. Click on a visit to review details:
   • Service type and duration
   • Goals addressed
   • Clinical notes
   • Student eligibility status
4. If acceptable, click Approve
5. If issues exist, click Reject and provide feedback

Bulk Approval:

1. Select multiple visits using checkboxes
2. Click Bulk Approve (if all are acceptable)

Note: Only approve visits you’ve reviewed. You’re accountable for documentation quality.

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Task 2: Reject a Visit

Goal: Return a visit to the clinician for corrections

Steps:

1. From Pending Approvals, click on the visit
2. Click Reject
3. Select a rejection reason (required)
4. Add specific feedback for the clinician
5. Submit

The visit returns to the clinician’s queue with your feedback.

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Task 3: Review Clinician Caseloads

Goal: Monitor provider workloads and student assignments

Steps:

1. Go to Admin → Caseload Management
2. Select a clinician from the list
3. Review their assigned students
4. Check for:
   • Balanced caseload distribution
   • Students without recent visits
   • Approaching ARD hour limits

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Task 4: Reassign Students

Goal: Move students between clinicians

Steps:

1. Go to Admin → Caseload Management
2. Find the student to reassign
3. Click Reassign or Transfer
4. Select the new clinician
5. Set effective date
6. Confirm the transfer

Note: Visit history stays with the student, not the clinician.

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Task 5: Review Appeals

Goal: Process clinician appeals for denied visits

Steps:

1. Go to Admin → Appeals
2. Review pending appeals
3. For each appeal:
   • Review the original denial reason
   • Review the clinician’s appeal justification
   • Check supporting documentation
4. Approve to resubmit for billing OR Reject to uphold denial

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Task 6: Monitor Documentation Quality

Goal: Ensure visits meet compliance standards

Review Checklist:

• Notes are clinically appropriate and specific
• Goals align with student’s IEP
• Duration is reasonable for service type
• Date of service is accurate (no future dates)
• Service type matches clinician’s qualifications

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Understanding Your Queue

Visit Approval Statuses

Status	Your Action
Pending Approval	Review and approve/reject
Approved	None - sent to billing
Rejected	None - returned to clinician

Why Visits Come to You

Visits require supervisor approval when:

• The clinician’s qualification requires supervision (e.g., COTA, PTA, SLPA)
• District policy requires approval for certain service types
• The visit exceeds a threshold (duration, frequency)

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Reports for Supervisors

Report	Purpose	Navigation
Pending Approval Aging	Visits waiting too long	Reports → Pending Approvals
Clinician Activity	Visits by provider	Reports → Activity Tracking
Caseload Summary	Students per clinician	Admin → Caseload Management
Hours vs. Allocation	ARD utilization	Reports → ARD Reports

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Best Practices

Timely Approvals

• Review pending visits daily
• Approvals bottleneck the billing cycle
• Set calendar reminders for approval reviews

Consistent Feedback

• Use clear, specific rejection reasons
• Reference documentation standards
• Coach clinicians on improvement

Caseload Balance

• Monitor for overloaded clinicians
• Ensure coverage when staff are absent
• Plan for caseload transitions

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Common Rejection Reasons

Reason	When to Use
Insufficient documentation	Notes lack clinical detail
Goals not addressed	IEP goals not referenced
Duration unclear	Time doesn’t match activity
Wrong service type	Service doesn’t match documentation
Incorrect date	Date appears wrong

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Compliance Reminders

• You cannot approve your own visits - Another supervisor must approve
• Approval = Attestation - You’re confirming the service occurred as documented
• Audit trail - All approvals are logged with your user ID and timestamp
• Late approvals - Visits pending >30 days may require explanation

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Navigation Quick Reference

Task	Navigation Path
Pending Approvals	Admin → Pending Approvals
Caseload Management	Admin → Caseload Management
Appeals	Admin → Appeals
Clinician List	Admin → Users
Activity Reports	Reports → Activity Tracking
My Profile	Menu → My Profile