How to Track Supervision / Como hacer seguimiento de la supervisión
To properly allow overlapping for supervision services and reflect it on the supervision report, you have to keep in mind the following:
You need to assign a supervisor to a supervisee. On every therapist profile, you will be able to enter a supervisor per client. This is meant only for therapists who will be supervised. Avoid assigning supervisors to analysts and other types who will not be supervised.
- You must create a supervision code for a supervisee (Therapist) only. This is explained in Step 1.
Why do we do this?
Not all payers pay for the technicians' services when they are being supervised, or they might pay the therapist at a lower rate than when they are not receiving supervision; others pay the same rate. Regardless, a billing code for the supervisee with the supervision checkbox must be created.
We track the Therapist's time when they are receiving supervision. Due to this, you will need to have 2 sets of codes for RBTs:
- Direct therapy (Usually 97153)
- Direct therapy under supervision (Usually 97153 but it may have modifiers depending on payer).
This allows us to track only the desired hours.
Step 1: Create Billing Codes
A set of billing codes needs to be created for every Payer and Therapist type you wish to schedule supervision visits for. This code should only be used in Therapist (Supervisee) visits that will be supervised by the Supervisor (Analyst).
This must be done in Settings> Financial Settings > Billing Codes. Check this article: How to set up Billing Codes
Direct Therapy Service
Create a normal service configuration.
Direct Therapy Service under Supervision
Make sure you select the "Supervision" checkbox under the title.
Once the codes are in the system, you can proceed with scheduling the events (visits).
Set up the Supervision rate
After you have the proper billing code combinations, you'll also have to add a Supervision rate in the therapist's profile.
Once in the therapist's profile, go to the "Payroll Rates" tab and adjust the Supervision rate.
You could also add a Rate per billing code: Create and Edit Payroll Rate per Billing Code
Step 2: Create Events
To schedule the visits under supervision, you have to know the following:
Schedule Supervisee
Therapist (supervisee) times will need to be split.
To track supervision accurately, we can't schedule a Therapist from 7:00 am to 10:00 am and mark the full session as supervision. We need to mark as supervision only the time that the Therapist has received it.
Let's say the Therapist (Supervisee) has a visit from 7:00 am to 10:00 am, but will only be supervised from 9:00 am to 10:00 am, meaning that the Supervisor should be able to overlap only this timeframe.
You need to split the Therapist (supervisee) into 2 visits:
- Direct Therapy (97153) 7:00 am – 9:00 am
- Direct Therapy Under Supervision (97153) 9:00 am – 10:00 am -> This is tracked
By doing this, the Supervisor can overlap with the 'Direct Therapy under supervision' code:
- Analyst Supervision (97155) 9:00 am – 10:00 am
Schedule Supervisor
We can now schedule the supervisor ot overlap with the supervisee.