This guide was developed to provide an overview of how to configure and utilize the MeasurePM Supervision Tracking feature. 

Overview

The MeasurePM Supervision Tracking feature allows sites to efficiently track the supervised time that their providers have received or are projected to receive in the future. It currently includes 3 modules:

1. Supervision: Site administration or desired employees (i.e., Supervisors) can view tracked supervision time for all providers
2. My Supervision: Employees can view their own supervision time
3. Supervision Summary by Supervisor Report: Site administration or desired employees (i.e., Supervisors) can view the number of supervision hours they are providing across Supervisees within a selected date range

The time that is considered "Supervised" is based on overlapping appointments in the system that meet predetermined criteria relating to the Service Types and their corresponding Appointment Status. 

NOTE: The system is providing supervision calculations based on the overlap between appointments, employee categorization, and qualified supervision services (as indicated by your organization). Please note that it is the responsibility of the clinician to check these percentages. MeasurePM is not liable for any misrepresentations. 

Permissions to Access Supervision Tracking

The Supervision Tracking pages are permission based, meaning only individuals with the following permissions granted will have access to supervision pages.

The Supervision permission is as follows:

The My Supervision permission is as follows:

Note: In order for these changes to take effect, providers must log out and back into their MPM Web account once permission has been granted.

Required Settings for Supervision Tracking

Each site determines their own service types and associated service type settings. Whether or not a given service type should be considered eligible for supervision is one of these settings. If a service type is considered eligible, it will be used for supervision tracking. When both a flagged service type (i.e., "Supervision" and another service type) are scheduled at the same time, it will be considered supervision. 

To configure your service type settings navigate to Site Settings > Services & Rates > Service Types. Note that only those with the ServiceType permission turned on will be able to do this configure service types.

Next, select the pencil icon to edit the desired service type, and select the checkbox that states "Consider this as supervision to overlapping appointments" within the service type pop-up window. Ensure all changes are saved by selecting the blue Save button on the bottom right of the window.

1. Supervision Tracking Page

The "Supervision" page is designed to display records of supervised hours for anyone in the site and can only be found under the Appointments tab on the main navigation menu when permission is granted.

Upon accessing the Supervision Tracking page, you will see an array of filters. The filter selections made here will determine what supervision information is displayed. Any filter with a red asterisk beside it indicates it is a required filter. 

• Supervisees: You can select as many Supervisees (i.e., providers) as you would like, and can use the Zone and Employee Types to narrow down your Provider search
• Include Inactive Supervisees [checkbox]: You can select inactive Supervisees from the Supervisee filter ONLY if you select the Include Inactive Supervisees checkbox
• Dates: Start and End dates for the desired time period
• Status: Choose desired appointment statuses. By default, all appointment statuses will be considered. 
  • To determine past/occurred supervised hours, it is recommended you select RENDERED 
  • To project or predict future supervised hours, it is recommended you select CONFIRMED
  • To view attempts of supervised hours, it is recommend you select CANCELLED
  • NOTE: Appointment statuses vary by site
• Appointment Type: Choose between BILLABLE, NONBILLABLE, and BOTH BILLABLE AND NONBILLABLE appointment types

Once all desired selections have been made, select the "Filter" button to generate results. A summary header will populate for each provider selected, only when there is one or more supervised appointments for that provider as dictated by the determined parameters. 

The summary header displays the following:

• Provider's name
• Supervisor's name: This is the Supervisor that is listed as "Supervisor" in the HR tab in the employee's biography. Note that if a Supervisor is not selected in the HR tab, it will say "No Supervisor" when using the Supervision Tracking feature.
• Supervision pie chart: Displays a visual representation of the percentage of supervised hours there were out of total billable scheduled hours for the selected date range. The percentage supervised is represented by the pink slice, while the remainder of the billable scheduled hours is represented by the grey portion. To see the percentage breakdown, users can simply hover over the grey or pink slice.
• Percent Supervised: Displays the percentage of supervised hours out of the total billable scheduled hours for the selected date range
• Billable Hours: Displays total billable hours for the provider within the selected date range (regardless of appointment status)
• Non-Billable Hours: Displays the total non-billable hours for the provider within the selected date range (regardless of appointment status)
• Supervised Hours: Displays the value of the total supervised Hours (based on selected appointment status and appointment type, and date range)

Selecting the small arrow to the left of the provider's name in the summary grid will expand the record of applicable overlapping appointments. 

This expanded grid shows data about each supervised opportunity. Specifically: 

• Appointment ID: The appointment ID of the supervised provider
• Client Name 
• RBT sc From: The Supervisee's appointment start time (or rendered, if already rendered)
• RBT sc To: The Supervisee's scheduled appointment end time (or rendered, if already rendered)
• Overlap Dur Hours: The duration of overlap between the Supervisor and Supervisee's appointments 
  • Considerations:
    • Only service types that have the flag selected are considered "Supervision", and when at least one of the overlapped appointments for the same client has this flag selected will the overlapped time be considered supervision
    • Appointments that overlap for less than 15 minutes are NOT considered supervised, and therefore will NOT appear in the grid
• Funding Source: Funding source of the appointment for the client 
• Auth: "Auth Description" for the authorization that was used for the appointment
• RBT App Status: Status (confirmed, rendered, etc.) for the Supervisee's appointment
• RBT Service Type: The service type for the Supervisee's appointment
• Supervisor App Status: Status (confirmed, rendered, etc.) for the Supervisor's appointment
• Location RBT: The location name for the Supervisee's appointment
• Location Supervisor: The location name for the Supervisor's appointment
• Supervision Type: Group or individual supervision (please refer to the summary table located at the bottom of this guide for additional information regarding Individual and Group Supervision) 
  • "Individual"  will be listed if the Supervisor and Supervisee are the only overlapping appointments for the client at that time
  • "Group" will be listed if there are additional appointments for the client with other Supervisees that overlaps at that time (Note: group supervision will be detected IF there is an overlap between one Supervision appointment and 2 or more other appointments with different provider for the same client.
• Rows outlined with a red dashed line: Rows in the grid (appointment overlaps) outlined with a red dashed line are supervision hours associated with an inactive Supervisor. All other undashed rows indicate that supervision was completed by an active Supervisor.

Note: For clarity, the grid is labeled "RBT", however it refers to the supervised provider/Supervisee. 

2. My Supervision Tracking Page

The "My Supervision" page is designed to display records of supervised hours for ONLY the logged-in user. Once the MySupervision permission is granted, the My Appointments tab on the main navigation will be visible.

The page is almost identical to the Supervision page, however the Supervisee drop-down is disabled. In other words, the logged in user can only see themselves in the Supervisee selection, and no other Supervisee filter selections/modifications can be made. Therefore, the Zones and Employee Type filters are removed from the page.

Like the Supervision page, appointments supervised by inactive Supervisors will be outlined with a red dashed line, as shown in the image below.

Note: The page is designed to show data for provider who is receiving supervision (i.e., the Supervisee). Therefore, if the Supervisor accesses My Supervision on their log-in, the might see supervision records based on the appointments they have supervised, however, this information is irrelevant to Supervisors and can be disregarded. 

3. Viewing Data in a Report

The "Supervision Summary by Supervisor" report allows you to see how many supervision hours you, as a Supervisor, have provided over a selected date range. 

To access this report, navigate to Data Reports from the Report tab on the left-hand navigation menu. From here, select Schedule and scroll down to locate Supervision Summary by Supervisor.

Note that only those with the SupervisionSummarybySupervisor permission turned on will be able to access and generate this report. 

Upon accessing the report, you will see an array of filters. The filter selections made here will determine what information is displayed in the generated report:

• Dates: Start and End dates for the desired time period
  
• Supervisors: You can select as many Supervisors (i.e., providers) as you would like
• Include Inactive Supervisors [checkbox]: You can select inactive Supervisors from the Supervisor filter ONLY if you select the Include Inactive Supervisors checkbox
• Appointment Status: Choose desired appointment statuses. By default, all appointment statuses will be considered.  
  • To determine past/occurred supervised hours, it is recommended you select RENDERED 
  • To project or predict future supervised hours, it is recommended you select CONFIRMED
  • To view attempts of supervised hours, it is recommend you select CANCELLED
  • NOTE: Appointment statuses vary by site 
• Appointment Type: Choose between BILLABLE, NONBILLABLE, or BOTH BILLABLE AND NONBILLABLE appointment types

Once all desired selections have been made, select the "Go" button to generate results. The report will be split into three columns, each with their own header. The headers displayed include the following:

• Supervisor's name: This is the Supervisor that provided supervision based on two overlapping appointments (e.g., the provider associated with the service type that is considered supervision)
• Supervisee's name: This is the provider receiving supervision
• Total duration in hours: This is the total duration (displayed in hours) of supervision within the selected date range specific to the overlapping appointments between the selected Supervisor and Supervisees

Note that the information (i.e., total supervision hours) displayed in this report is identical to that shown when from the Supervision and My Supervision page, but only when the same filter selections are made.

You also have the option to export the report as an Excel spreadsheet. To do so, simply select the "Export to Excel" button. The information included in the Excel document is identical to the information in the Supervision Report.

Summary: Individual vs. Group Supervision

Below is a table outlining the differences between the detection of Individual and Group Supervision.