If you're a pre-licensed clinician under supervision, or will be supervising pre-licensed clinicians, you can designate a supervisor and/or supervisee in your group account. This designation is important to properly review and sign notes.

In this guide, we’ll cover:

• Designating a supervisor
• Designating a supervisee
• Reviewing and signing notes
• Adding supervisor information to billing documents and notes
• Troubleshooting access to supervisee notes
• FAQs

Note: To learn more about the supervisor role, see Team member roles and access levels.

Designating a supervisor

Important: Before designating a supervisor, add any supervisees as team members to your group practice. Pre-licensed clinicians under supervision won’t need to add their license information or NPI number to their profile. For details on this process, see Adding a new team member.

If you’re in a group practice, you can add the supervisor role to yourself or any existing team members. To do this:

• Navigate to Settings > Team > Team members
• Select the team member you’d like to assign the supervisor role to
• Next to Role info, click Edit

• Check the box for Supervisor
• Click Continue

• Add any additional permissions as needed
• Select Continue
• Click Save changes

Designating a supervisee

Once you’ve assigned the supervisor role to yourself or another team member, you can designate supervisees. To do this:

• Navigate to Settings > Team > Team members 
• Select the name of the supervisee
• Next to Clinical info, click Edit

• Toggle Under supervision on
• Select a supervisor from the dropdown menu

• Click Save
• Repeat these steps for each supervisee in your group practice

If you’ve already been designated as a supervisee, you can also select your supervisor through your own account. To do this:

• Navigate to Settings > Profile > Clinical info
• Next to Clinician details, click Edit
• Under Licensure type, select Pre-Licensed
• Below Supervisor, select your supervising clinician

• Click Save

Note: A supervisor can have an unlimited number of supervisees, but a supervisee can only have one supervisor.

Reviewing and signing notes

Supervisees have the option to either Edit or Sign and share any progress notes they write. When they select Sign and share, the progress note will be signed by the supervisee and shared with their designated supervisor for review. 

The supervisor will be able to access shared notes by clicking the Supervision tab.

Note: The Supervision counter represents how many items of documentation are waiting for the supervisor’s review.

In this tab, supervisors can view notes to review under Notes to sign, as well as check notes they’ve signed under My signed notes.

Note: Supervisors can only review and sign progress notes for clients whose primary clinician is their supervisee, and/or for appointments rendered by their supervisee.

Supervisors can filter notes by client, clinician, or document type. 

They can also sort notes from new to old, or old to new.

When a supervisor clicks a supervisee's note to sign, they have the following options: Comments, Request Edits, and Sign.

Clicking Comments will open a column where supervisors can view and leave comments for the progress note. To leave a comment as a supervisor: 

• Click the pencil and paper icon

• Enter the comment for the supervisee
• Click Save

The supervisor can only leave one comment at a time. To make additions, they can edit the comment by clicking the pencil icon within the comment box.

Once their supervisor has left a comment, supervisees can access the Comments option. They’ll also be able to add a comment and edit it. 

Note: Comments are also available for other documents and diagnosis and treatment plans. For more information, see Can supervisees only submit progress notes for review?

Once the comment is saved, the supervisor can Request edits to send the progress note back to the supervisee for changes.

After requesting edits, click Request Now to send the note back to the supervisee.

Note: Supervisors can also request edits without leaving a comment by directly clicking Request Edits on the progress note.

The supervisee will receive a notification to edit and resubmit the note. When the supervisee reviews the progress note, they’ll be able to Edit, Delete, or Sign it.​​​​​

Note: To learn more about the process to amend, correct, or clarify a locked note, see Using progress and psychotherapy notes for individual appointments.

If the supervisor is ready to sign:

• Click Sign

• Select Sign and lock to lock the progress note and add your eSignature as the supervisor

The progress note will then show both the provider’s and supervisor’s signatures.

Note: There currently isn't a way to customize this signature.

Adding supervisor information to billing documents and notes

You can also add supervisor information to billing documents and notes so this information automatically populates for pre-licensed clinicians in your practice. To do this:

• Navigate to Settings > Documentation > Template library
• Scroll to the bottom and check Add supervisor info to notes and billing documents

• Edit what's listed in the Footer information textbox, if necessary

Tip: If you have multiple supervisees with different supervisors, don't remove the macros, such as {supervisor_full_name}, in the pre-filled textbox. These macros automatically fill in their supervisor's full name, license number, and NPI, based on what’s listed in the supervisor’s settings.

• Click Save format

Troubleshooting access to supervisee notes

If a supervisor can't see a clinician’s progress note, make sure that:

• The supervisor has the Supervisor role
  • For more information, see Designating a supervisor
• The clinician is set as Pre-Licensed and the supervisor is assigned to them
  • For more information, see Designating a supervisee
• The clinician had selected Sign and share for the progress note

Note: Supervisors can only review and sign progress notes for clients whose primary clinician is their supervisee, and/or for appointments rendered by their supervisee.

Once a progress note is signed and shared, the progress note will be available for a supervisor to review in their Supervision tab.

FAQs

Below are some frequently asked questions about supervision.

• Can a supervisor be supervised by another team member?
• I’m a supervisee with permission to unlock my signed documents. Why is this option not available?
• Can supervisees only submit progress notes for review?

Can a supervisor be supervised by another team member?

Team members with the supervisor role can’t be designated as supervisees. If a supervisor should also be listed as a supervisee, the team member can have an account for each role. To do this, the Account Owner or practice manager can:

• Remove the supervisor role from the team member’s current account
• Make another account for the team member and assign the supervisor role
  • Use the clinician’s exact name for the new account
  • No clinician roles should be assigned
    • Adding a supervisor is free on the Plus plan
  • To use the same email address of the clinician’s current account, see Adding team members or clients using the same email address
• Designate the new account as the supervisor for the supervisees
  • Supervisees can also set the new account as their supervisor themselves

I’m a supervisee with permission to unlock my signed documents. Why is this option not available?

Both the supervisee and supervisor’s signatures are required to lock the supervisee’s documentation. If your supervisor hasn’t signed your documentation, this may be why the option to unlock isn’t appearing.

To unlock the documentation, you can have your supervisor select Request Edits for your documentation.

Note: Other than requesting edits, supervisors won’t be able to unlock supervisee’s progress notes unless the supervisor is also the Account Owner.

Once requested, you can edit and then sign and share the document with your supervisor. You’ll also receive a notification when edits are requested.

Can supervisees only submit progress notes for review?

Other than progress notes, supervisees can submit additional documentation for review. This includes: 

• Consent forms
• Intake forms
• Scored measures
• Other documents
• Diagnosis and treatment plans

Like progress notes, supervisees will have the option to Sign and share when viewing a diagnosis and treatment plan or other document.

Note: Supervisors and supervisees will also be able to view and leave comments on these types of documents. For more information, see Reviewing and signing notes.

To sign and share a consent form, intake form, or scored measure, the supervisee can scroll to the bottom of the completed document and click Sign [document type].

Note: Comments are not available for consent forms, intake forms, and scored measures.

Once signed and shared, each type of document will appear under the Notes to sign section of a supervisor’s Supervision tab. A supervisor can use the All document types filter to search for specific document types to review.