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Supervision

  1. Charting
  2. Supervision

    3. 10 min read
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Welcome to our guide on Supervision in Jane. Many clinics have practicum students or practitioners who haven’t received their full license yet (i.e. practicing therapists) and require a supervisor to sign off on their charts. This feature aims to simplify that process for both the supervisor and the supervisee.

What can the Supervision feature do right now?

  • A full-access user can set up a supervisory relationship between staff profiles.

  • All of the supervisee’s charts will be sent to their supervisor to sign.

  • A supervisor can leave feedback on charts for their supervisee.

  • A supervisor can either sign off on their supervisee’s chart or send it back and request edits, with or without additional feedback

  • Supervisees can easily review any added feedback if a chart is sent back, make edits and send back for supervisor review

  • Users can access charts requiring attention directly from their dashboard

  • Charts will include a history of when they were signed and sent back for edits

What’s coming next?

  • Optional Signature: A supervisee can request a signature for only some of their charts, and won’t have to automatically send all their charts to their supervisor.

  • Multiple Supervisors: Supervisees will be able to have multiple supervisors.

Ok, let’s dive in. Feel free to jump to a section below. ⤵️

Setting up a supervisor relationship between staff profiles

To get started, you’ll set up a new supervision relationship between staff members.

💡 Jane tip: Supervised staff members will need all of their charts signed off on by their supervisor. We are working on an optional signature setting, but for practitioners who only need some charts signed off on by a supervisor, our manual workflow may be a better fit in the meantime.

With a Full Access level, start by heading to Settings and then selecting the Supervision tab.

Please note: if you don’t see this tab under your Settings, you will need a Full Access user to help you create the Supervisory Relationship.

From there, click Create Supervisory Relationship to set up a new relationship.

On the next page, select the supervisor from the first drop-down. Then select the staff member they’re going to supervise below and click Save.

Once the supervision relationship has been established, Jane will display the supervision relationship in the bottom right of the staff profile.

For supervisees: Requesting your supervisor’s signature

When the supervised staff member is ready to sign their chart, they’ll click the Add Signature button:

They’ll see a message telling them that once they sign their chart, they won’t be able to edit it further, and it’ll be in a draft state until their supervisor signs and locks it.

Supervised staff members can check the status of their charts by heading to their staff profile, clicking Charts under their name, and optionally filtering the results for any pending or signed entries.

For supervisors: Reviewing and signing your supervisees’s chart

Supervisors can see a snapshot of their supervisees’ charts and statuses on their dashboard in the Day View.

They can click on a chart status to see a filtered list of those charts or click View all to hop to their Supervision tab and review all charts from their supervisees.

Alternatively, they can head to their staff profile and click Supervision under their name to view their supervisee’s charts.

They can filter by staff member, chart state, and date range.

Once the supervisor has reviewed a chart, they have the option to leave feedback before signing off on the chart or sending it back for edits.

For supervisors: Leaving feedback on a chart

As a supervisor, you can leave feedback on a chart for your supervisee, whether you’re providing constructive feedback or just wanting to let them know they’ve done a great job. This feedback is not part of the patient record and is only intended for the supervisee, so it will not be visible to the patient, and will not be included in exported charts.

When viewing a chart entry that’s pending review, you can click Add new feedback and enter your notes.

If no action is needed based on your feedback, you can sign off on the chart. Or, you can send the chart back to your supervisee if they need to make some edits.

The chart will go back to the supervisee in draft mode with a Changes Requested tag. They can edit it and send it back to you.

FAQ

What’s coming next?

We have three exciting enhancements on the horizon:

  • Report Updates: Appointments and Chart Reports will include the new Pending Review and Changes Requested chart states.

  • Optional Signature: A supervisee can request a signature for only some of their charts, and won’t have to automatically send all their charts to their supervisor.

  • Multiple Supervisors: Supervisees will be able to have multiple supervisors.

What information can a Supervisor see?

Supervisors, including those with Practitioner Limited access, can see all patient profiles, schedules, and charts for the staff members they supervise

Can a supervisor have their own supervisor?

No, currently this is not an option. Any staff profile that is a supervisor to another staff member, can’t have their own supervisor.

Can a staff member have multiple supervisors?

Not right now, but this is one of the improvements we have in the works, so stay tuned.

Can a supervisor supervise multiple staff profiles?

Yes, there’s no limit to how many staff members a supervisor can supervise (try saying that 10x fast).

What if the supervisor can’t sign off on an entry until edits are made?

Supervisors can leave feedback directly in their supervisee’s charts and then send it back to them using this workflow above.

What if I only need some of my charts signed by my supervisor?

Right now we don’t have a way of only sending some of a supervisee’s charts to their supervisor. If you only need some of your charts signed (but not all) then our manual supervisor sign off process might be a better fit while we work towards building an optional signature workflow.

Suppose you only occasionally need to sign a chart without sending it to your supervisor. In that case, a Full Access user can remove your supervisor relationship so you can sign your chart and then re-add it.

How will the chart appear on the appointment report? As a draft or signed entry?

Currently, the chart will appear on the supervised staff member’s appointment report as a draft until it has been signed by the supervisor. Changes are on the way for how these charts show up on reports, so stay tuned for updates here.

Can I supervise multiple staff members?

Yes, you can supervise multiple staff members.

Can a supervisee make changes to their chart after it’s been submitted?

No, the chart will be uneditable once the supervisee signs it. However, they can follow this workflow above to duplicate the chart, change the new draft and resubmit it for their supervisor.

Whose signature will appear on the exported chart?

Once the supervisor has signed the chart entry, both signatures will appear on the chart entry and export. If the chart has been sent back and forth for edits between a supervisor and supervisee, each time it was signed will be displayed with timestamps.

Can a chart signed by a supervisor be amended?

No, once a chart has been signed by a supervisor, there will be no option to amend it.

How to add the supervisor’s name and license number on receipts and invoices?

You can add this information by following this guide: Supervising Therapist on Receipts

Can Jane to Jane Chart Transfers include charts from supervisees?

Yes, when an Account Owner is choosing what data to transfer for a practitioner, they can select charts authored by the practitioner’s supervisees.

> To learn more about Jane to Jane Chart Transfers, check out our guide.
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