...require supervisor approval of services?

Modified on Fri, Jun 17, 2022 at 7:43 AM

Setup & Configuration (Administrators)

  1. Enable "Require Approval" for a new or existing billing rate.
    1. Go to [navigation menu] > Billing Rates.
    2. Click an existing billing rate, or "Add Billing Rate" to create a new one.
    3. Check "Require Approval."
    4. Save.
  2. Confirm the correct setup of staff members and supervisors.
    1. Staff Member:  Users that are listed as "Supervised Staff" in someone else's profile.  (This will also appear on the user's profile under "Supervised By.")  Services completed by these users require approval.
    2. Supervisors:  Users that are setup to supervise other users and have access to their services.  If a staff member has people listed under "Supervised Users" in their profile, they are an "approver" for services completed by those users.  Note: This applies regardless of any other role permissions.
    3. To reiterate, the "Staff: Supervise All" permission does not affect the approval process.

Basic Workflow

  1. A supervisee will complete a service.  (At this stage, a service requiring approval and one that does not will look the same.)
  2. A supervisor will see a notification on their Dashboard that a service is pending approval.  They can click on the notification to go to a list of all services awaiting their approval.
  3. The supervisor can filter and sort through the list and view service details.  Once ready, the supervisor can either approve the services, or send them back to the supervisee with a note about what needs to be changed.  These actions can be completed for individual services or in bulk.  If the service is not approved, the following mini loop occurs:
    1. The supervisee will see a notification on their Dashboard letting them know that a service requires updates for approval, and they can click on the notification to view the services.
    2. They will be able to read the supervisor's message for each service and make the appropriate updates.  Once updated, the service will fall back into Step 2 of the main workflow, above, with the supervisor seeing the service return to their "Pending Approval" list.
  4. Once approved, the service will appear, by default, on the Reimbursement and Invoice pages under "New."

Additional Information

For a more detailed walkthrough of the setup and execution, please view our tutorial.

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