How to Schedule Sessions, Generate Notes, Sign & Lock Notes, and Use the Audit Report

Introduction

Easily keep track of your appointments, session notes, and compliance by following these steps for scheduling, documenting, and auditing your clinical sessions.

Scheduling an Individual Session

Step 1: Open your calendar dashboard.

Step 2: Click directly on the desired date and time to start scheduling, or select the Create button from the main menu.

Step 3: Choose the client for this appointment. If the clinician is already connected to the client, the system selects the clinician automatically.

Step 4: Select the session type. If service mapping is complete, the service code and note template are picked up for you.

Step 5: Choose the time and location, such as telehealth or in-person.

Step 6: Click Create Appointment to finalize the booking.

Scheduling a Group Session

Step 1: Select the Create button, then choose Create Group Appointment.

Step 2: Enter a name for the group appointment.

Step 3: Select the clients who will participate. Add multiple clients as needed for the session.

Step 4: Pick the team member(s) leading the session. You can choose one or several team members.

Step 5: Add a focus or activity for the group, such as “praying” or other planned activities.

Step 6: Choose the session type (e.g. case management), and the system applies the right templates.

Step 7: Set the date, time, and location for the group session.

Step 8: Save to finish scheduling the group session.

Generating Notes for an Appointment

Step 1: Open the appointment from your calendar or session log. You’ll see appointment status and, for telehealth, meeting links for both clinician and client.

Step 2: To record the session, click Join Video (for telehealth). Once ready, select Record Session.

Step 3: Choose the appropriate recording source (ambient plus video meeting) and start recording. For best results, share the meeting tab audio.

Step 4: End the session when finished. Return to the system and select Stop and Transcribe. Wait several seconds for the transcription to process.

Step 5: Open the note. The transcript and session context are available alongside demographic details. Use the Generate with AI button to fill the note with details from the transcript and context. (If there’s no meaningful content, the note remains blank in accordance with company policy.)

Signing and Locking Notes

Step 1: Once the note is complete, click Sign and Lock. Confirm the action when prompted. This marks the note as final, so the billing team can proceed.

Step 2: If you’re not finished, use Save to keep your progress and return later.

Managing Group Notes

Step 1: After scheduling, visit the AI Group Notes tab to see your group appointments.

Step 2: You can record the group appointment as above, or add details about each client’s participation manually.

Step 3: Select Open a Note to generate individual notes for clients or use Run Workflow for All Clients to draft notes for every group participant.

Step 4: Review, save, and sign & lock each note for group sessions as described above.

Using the Notes Audit Report

Step 1: Open the Notes Audit Report from the reporting section. Here you’ll see all sessions and their notes.

Step 2: Review note and appointment statuses. If the note content is pending, there’s a blank note attached. Signed and locked notes are clearly marked, indicating they're ready for billing.

Step 3: Use available filters to quickly narrow the report by note status or clinician.

Step 4: Open any listed note directly from the report for quick review or completion.