Lesson Note Syncing and Linking to Aloha

Lesson Note Syncing

For Welina users who are integrated with Aloha, all sessions scheduled in Aloha will appear in the “Schedule” tab in the Welina App:

Any Session completed from the “Schedule” in the Welina App will automatically be linked to its corresponding appointment in Aloha.

Notes with an Approval Process in place will not “link” until the note is approved. Once the note is approved, no further action will be needed to complete the linking process.

When a linked Welina note is approved, the note will become accessible through the Aloha appointment. To access the linked Welina note in Aloha:

1. Click to open the Aloha corresponding appointment
   
2. Navigate to the “Session Notes” tab in the appointment window
   
3. Click “Welina Session Note”
   
4. This will route users to the linked note in Welina
   

Time Syncing

If a session is completed in Welina that differs in time from the scheduled Aloha appointment, the Aloha appointment will adjust to the time recorded in Welina once the Welina note is Approved. For example, if a session is scheduled in Aloha for 9am-11am, but is recorded in the Welina Note as 9:15am-11am, the appointment in Aloha will adjust to 9:15am-11am once the note is Approved.

Linking a Welina Session Note to an Aloha appointment

Stand-alone sessions in Welina (e.g. sessions conducted from the “Clients” tab in the Welina App, rather than the Schedule tab) can also be linked back to an appointment in Aloha:

1.  In Aloha: Create the appointment in Aloha. This can be done retroactively, after the session has been completed

2.  In Welina: Navigate to view all submitted Lesson Note (Reporting & Analytics > Lesson Notes).

3.  In Welina: Locate the Note for the Session to be linked into Aloha

4.  In Welina: Click  under the “Actions” column for the specific note to be linked

5.  A new window will pop up showing any scheduled Aloha appointments that fall within a similar timeframe as the Welina Lesson Note, and that match the listed Staff/Clients.

6.  Select the correct Aloha appointment. Make sure to check the appointment time and Service type (e.g. Direct Therapy vs Supervision) when making your selection.

7.  Click  at the top right corner of the window.

8.  Once approved, the Note will be linked in the corresponding Aloha appointment.

Unlinking a Lesson Note

If a Welina note has been linked to an Aloha appointment in error, it can be unlinked:

1.  In Welina: Locate the Lesson Note to be unlinked and click the icon

2.  A new window will pop up showing the Aloha appointment that the Welina Lesson Note is linked to.

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3.  Review the appointment details to confirm you would like to unlink the note from the appointment.

4.  Click “Unlink” at the bottom of the window.

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