Approval Mechanism
What is an Approval Mechanism?
An approval mechanism allows you to set up high level approvals for your Lesson Notes. Think of it as a second set of eyes checking a note before it is considered "done". What this means is once a Lesson Note has been submitted it will be in a Pending state until an authorized approver goes into the Lesson Note dashboard to Approve it. This allows, for example, a BCBA to sign off on an RBT Lesson note before an appointment is considered fully rendered/complete.
Welina Lesson Notes are highly customizable and allow for you to choose whether Approval Mechanisms are on or off for each individual Lesson Note Template. This allows increased flexibility for a verity of provider needs. From training screenings to full on practice procedures. You do not have to decide if its all or none.
If you do not want to have note approvals on, choose None from the drop down menu when building your templates.
How to Choose the Approval Mechanism Type:
There are three different options you can choose from when building out a lesson note. Let's define each type and provide a recommendation of when you might want to use it.
Reporting Manager Approval
On each staff profile you have the option to state who the reporting manager of the staff member is. When Reporting Manager is selected for the approval mechanism, the assigned direct and indirect reporting managers will be able to / responsible for approving the staff's Lesson Note.
Example of how this might look in a Three Tier Support model
1. RBT = Reports to BCBA
2. BCBA = Reports to Clinical Direct
3. Clinical = Does not report to anyone.
When the RBT submits their Lesson Note using this approval Mechanism both the BCBA and the Clinical Director will have the option to Approve, Unapprove, Edit or Reject and send back the Lesson Note.
Highly recommended for Organizations that have tiered supervision models allowing for coverage of note approvals when Management level staff are out on vacation. Also allows for managerial level oversight. Admin Approval
When creating user roles, any user role listed as Admin Type will be able to approve Lesson Notes using the Admin Approval Mechanism.
Highly recommended for organizations that want only an Admin level role to review and approve Lesson Notes. Example admin roles might be Biller, Operations Manager, Compliance officer. Custom Approval
This option allows for custom selection of who all can approve the note. This means that you can choose Admin roles and Staff roles of any kind to be set up with authority to approve a Lesson Note. Meaning: It will not follow the reporting manager structure on the staff profile.
Highly recommended for organization that would like
to train RBT level staff who are working towards their BCBA giving them the
option to review some Lesson Notes for compliance and get used to the task
responsibility.Lesson Builder and Lesson Notes
Another increased level of customization with Lesson Notes is the ability to also assign specific Lesson Note Templates to a Specific Lessons. Learn more about creating lessons in the Lesson Builder
One creative way to use approval mechanisms can be to create lessons specifically designed for new RBTs. For example, you might create a lesson called "RBT in Training." You can assign this lesson to a new staff member so they can only access the "RBT in Training" lesson within the client’s profile. This lesson would include a lesson note template with an approval mechanism enabled. Meanwhile, more experienced RBTs can be assigned lessons that use a note template without an approval process.
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