Lesson Notes: Page Navigation

To view all submitted lesson notes and lesson note drafts, use the left-hand menu to navigate to Reporting & Analytics > Lesson Notes.

If it appears some notes are missing, check the “Client” bar at the top of the page to ensure there are not filters on for a specific client.

When viewing all Lesson Notes, there are different options for viewing, searching, and filtering notes:

1.  View all current Lesson Notes along with the following information: Lesson Note Name, Date, Start/End/Duration, Staff Name, Last Update, Client code, Status, and Action.

2.  Depending on browser options, scroll to the right in order to view all columns of information for submitted Lesson Notes.

            a.  To view the columns of information in a different order (e.g. view Date or Status first), click and drag each column from the title bar at the top of the Lesson Note list.

            b.  Remove a column entirely by clicking   and selecting the information to view.

3. Search for lesson notes in the “Search Lesson Notes” bar. 

4.  Filter notes by clicking at the top right of the Lesson Note list to filter by Staff, Date, and Status.

To filter by client, use the client search menu at the top of the page.

 

Lesson Note Statuses

Lesson Note Status can be found under the “Status” column when viewing Lesson Notes in Reporting & Analytics. There are 5 different statuses for a Lesson Note:

1. Approved
   
2. Edited
   
3. Rejected
   
4. Pending
   
5. Draft

Approved

Approved indicates that a note is approved for billing purposes. This status will appear on submitted notes that Reporting Managers and/or Admins have manually approved as well as notes that do not have an approval mechanism in place.

Edited

Edited indicates that someone other than the person who submitted the note has made edits to the note (e.g. a Reporting Manager, Admin, or anyone given permission to do so).

When a note has been Edited, it will be sent back to the person who submitted the note so that they can sign-off on the edits. The person must re-sign the note by viewing Pending Lesson Notes in the Welina app. The note will be tagged as Edited.

When this person has re-signed, the status will be switched to Pending on Welina Web until it is reviewed again for Approval by admin or Reporting Manager.

Alert staff if one of their notes has been Edited and sent back for re-signing so that they know to check their App for the note

Rejected

Rejected indicates that a note has been Rejected by an Admin or Reporting Manager and has been sent back to the staff  who submitted the note for correction. When staff has corrected the note, status will turn to Pending, until the note and be reviewed again for approval.

Alert staff if one of their notes has been Rejected and sent back for correction so that they know to check their App for the note.

“Editing” refers to a staff other than the staff who completed a note making changes to that note. The staff who completed the note simply re-signs to confirm the edits are correct.  Editing is likely to be used for editing session Start/End times if a staff completing a note does not have the permission to do so. 

“Rejecting” refers to asking the staff who completed a note to make an edit to that note. The staff will also have to re-sign their note after they have corrected it. Rejecting is likely to be used when information is missing that only the person who completed the note/session will know (e.g. people present, session notes, etc).  

Both processes will return the note to the Admin/reporting manager as “Pending” for additional review and final approval.

Pending

Pending indicates that a note has not yet been Approved for billing purposes. If a Lesson Note has an Approval Mechanism in place, or has been re-signed for edits, its status will appear as Pending until it has been Approved by an Admin, Reporting Manager, or other person with permission to do so.

Draft

Draft status indicates that a Lesson Note has not yet been completed. This may happen when the session is still running, the Note has not been signed, or the Staff has selected to “Save for Later.” A note can not be approved until it has been completed.

Lesson Note Actions

Lesson Note Actions can be found under the “Actions” column when viewing Lesson Notes in Reporting & Analytics. Actions available will vary based on Lesson Note Status and Integration. There are four different actions you can use for Lesson Notes:

1. View
   
2. Edit
   
3. Archive
   
4. Link/Unlink

View

Click the icon to view a Lesson Note:

This will open a new window to view the Lesson Note. From here take actions (Link/unlink, Edit, Approve/Reject) the Lesson Note.  Admins and Reporting Managers can use this action to review and audit lesson notes before approving notes for billing.

Edit

Use this icon to edit a Lesson Note (or edit from View). Admins, Reporting Managers, and users with permission to do so can use this function to correct and edit submitted lesson notes. For example, if a staff has asked for the time to be changed or if an error or inconsistency has been found.

When a note is Edited, it will be sent back to the person who submitted the note, so that they may re-sign (see above section on Edited status for more information).

Archive

Use this icon to Archive a Lesson Note. This function serves as a “soft delete.” When a note has been archived, the note will no longer appear in the main Lesson Note list, will not link to any other integrated platforms, will not affect billing, and will not affect analytics if data is associated with the note.

This function might be used if a staff runs a session under the wrong client’s name in error or to address other user errors as needed.

Additionally, if a BCBA or supervisor would like to collect data alongside an RBT or supervisee for training or IOA purposes, this session and data can then be archived so as to not affect the client’s program analytics.

You can access and unarchive a note by clicking  at the top of the Lesson Note list.

Link/Unlink

If you are integrated with AlohaABA, you can use the above icons to Link/Unlink a Welina Lesson Note to the AlohaABA appointment.

If a session has been run from a pre-scheduled appointment in Aloha, the associated Lesson Note will already be linked.

If a “Stand-Alone” session has been run (e.g. the session was accessed through the client’s profile in the Welina App), the associated note can then be linked to a scheduled appointment in Aloha. The scheduled session in Aloha can be created before or after the Stand-Alone Welina session has been run.

A Lesson Note will not be sent to Aloha until it has been approved in Welina. Some notes in Welina may appear as “Linked” prior to approval. This means that once the note is approved, the “Link” will then automatically take effect, and you will not have to manually link the note to Aloha.

Linking a Lesson Note

1. To link a Lesson Note to Aloha, first ensure that a corresponding appointment has been created in Aloha.
   
2. Click to start the linking process.
   
3. A new window will pop-up showing any scheduled Aloha appointments that fall within a similar timeframe as the Welina lesson note.

      4.  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.        

      5.  Click “Link” at the top right corner of the window.

If the Welina note has a different appointment time than the Aloha appointment, the Aloha time will adjust to the time shown in Welina once the note is linked. For example, if a Welina note is listed as 9:05am-10:00am, but is scheduled in Aloha as 9:00am-10:00am, the time in Aloha will change to 9:05am-10:00am after linking.

Unlinking a Lesson Note

1. To unlink a Lesson Note from Aloha, click  to start the unlinking process.
   
2. A new window will pop up showing the Aloha appointment that the Welina 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.

Approving/Rejecting Lesson Notes

After reviewing a Lesson Note, choose to Approve or Reject by scrolling to the far right of the Lesson Note list to make a selection:

Approving a Note

    

Once a note is approved, you will see the status change to “Approved" and the note can no longer be edited or archived.  The note can be viewed or linked.     

Un-approve the note by clicking the Un-approve button. This will re-enable the options to Edit/Archive the note.

   

The Lesson Note can be exported as a PDF if desired by clicking 

A note can be Un-approved, Linked/Unlinked, and Edited up until the appointment has been processed for billing/payroll.  One the appointment has been processed for billing, the note is only available to View and Export. 

Rejecting a Note

If a note is rejected, the following window will pop up:

Type the reason for rejection (e.g. Add XYZ to Session Note section.)

-           

Click “Reject.”

-           

The note will be sent back to the staff who submitted it for the correction to be made.

-           

The note will appear in the staff’s Welina App under Rejected notes.

Staff will see the reason for rejection so that they can correct the note accordingly.  Note status on Welina Web will appear as Rejected until the staff has corrected and re-submitted the note.

After the staff has corrected and re-submitted the note, the status on Welina Web will change to Pending and available for approval again.