Building a Lesson Note Template

Building a Lesson Note Template



Info
Building a Note Template takes a few steps and involves a combination of pre-existing Dynamic fields and building out Custom Fields. Users can only create templates using the Web (not the App).

How to Create a New Template

Use the navigation menu and select Organization Setup > Note Templates 

 Select  to create a new template

How to Build a Note Template

What we are building here is often known as a Session Note Template. At Aloha Data Collection, we will refer to it as a Lesson Note template. They are one in the same here! 

Start with giving your Lesson Note a Name (e.g. Direct Session, Supervision, Parent Training): 

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". 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. For example, a BCBA may be required to sign off on an RBT Lesson Note before an appointment is considered fully rendered/complete. . If you do not want to have approvals set choose "none" from the drop-down menu.

Info
To learn more about Approval Mechanism types check out this Help Center Article on Approval Mechanisms

Building the Template Body

Notes
The following are static fields prebuilt into the Lesson Note Templates by Aloha Data Collection:  
  1. Session date
  2. Start time
  3. End time
  4. Session duration
  5. Client alias
  6. Staff signature
  7. Client signature.
These fields do not need to be added to your template body.

You can type directly into the template body for any descriptor text you would like to add.  There are rich text options if to change the size, type, color etc. From here, you can add in dynamic fields that are pre-built or built-in your own using your specific custom fields. 

Dynamic Fields

Dynamic Fields are smart placeholders you can add to your lesson note templates. They will automatically pull in information from your session that is relevant to the field added.  Examples include staff name or client DOB.  Using dynamic fields will automatically pull this info into the note from the schedule or profile so you don't have to worry about entering it in manually. 

For users with Aloha integration, the "Appointment Data" option will allows users to pull information from Aloha appointments into their Lesson Notes, such as CPT codes, diagnosis codes, and Place of Service codes. Ensure that this information is entered accurately into Aloha for accurate Lesson Notes!

Custom Fields

Custom Fields are your personally added fields to collect specific information for your Lesson Note.  You can create custom check box lists or text fields that will give you full customizable control over your lesson note. Learn how to Build a Custom Field.

Here is an example of how to add dynamic fields and custom fields you have built into your Lesson Note:

Lesson Note Template Example

Below is an example of a Lesson Note template created on the Web. It uses a combination of Dynamic Fields for Client (i.e. Client name and DOB), Staff (i.e. Staff name and Credential), and Appointment Data (i.e. Diagnosis Code, Place of Service Code). It also incorporates Custom Data Fields specifically for Lesson Notes, such as Service Modality, Interventions Used, and Session Summary. 

Below is an example of  lesson note being completed in the App. There are fields thaAloha DC pre-populates (e.g. client alias, session date, start/end time, duration), followed by the user-created template with pre-populated data based on Staff/Client as well as Custom Fields to complete based on the specific session. Lastly, the template body is followed by automated signature blocks. 


Below is what the Lesson Note will look like after it has been submitted via the App and is being reviewed on the Web.



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