Lesson Note Syncing and Linking to Aloha

Lesson Note Syncing

For integrated Aloha Data Collection users, all sessions scheduled in Aloha will appear in the “Schedule” tab in the App:

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

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 Data Collection Lesson Note is approved, the note will become accessible through the Aloha appointment. To access the linked Lesson 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 on Aloha Data Collection's web platform. 
   

Time Syncing

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

Linking a Data Collection Lesson Note to an Aloha appointment

Stand-alone sessions in Aloha Data Collection (e.g. sessions conducted from the “Clients” tab in the App, rather than the Schedule tab, or that have been created on the Web) can also be linked back to an appointment in Aloha PMS. This can be done on the Data Collection web platform via 1. Lesson Notes or 2. Schedule

Linking via Lesson Notes

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

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

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

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

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

6.  Select the correct Aloha PMS 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 Data Collection Lesson Note will be linked in the corresponding Aloha PMS appointment.

Linking via Schedule

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

2.  In Aloha DC: Navigate to view Schedule using the left-hand menu.

3. Click the appointment to link.

4. Click "Link" in the appointment information pop-up.

5. Select the Lesson Note to link the Appointment to, and select "Link"

Unlinking a Lesson Note

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

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

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

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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