RBT Supervision Log

1. What does this feature do? (High-Level Overview)

This feature helps the team keep a monthly supervision record for an RBT working with a patient. It centralizes the supervision sessions, signature collection, and compliance check so the clinic can confirm the monthly supervision requirement was met.

2. Who is this for? (Roles & Permissions)

• RBT/Provider: Can view the supervision logs assigned to them, review the entries, see the totals, and see the signatures section in read-only mode.
• Supervisor (for example BCBA or BCaBA): Can create the monthly report, add or edit supervision entries, manage signatures, delete entries or logs, and print the final report.
• Administrative staff with access to the patient record: Can open the feature from the patient record and manage the report workflow in the same way as other non-RBT users.

3. Business Rules & Enforcements

• Rule 1: A monthly report cannot be created until a patient is selected.
• Rule 2: RBT users cannot create monthly reports, add entries, edit entries, delete entries, delete logs, or change signatures from this screen.
• Rule 3: Each supervision entry requires a meeting date, start time, end time, mode of supervision, session type, whether the client was observed, and an overall evaluation.
• Rule 4: The report calculates the month’s Total RBT Hours, Total Supervision Hours, Required Supervision (5%), and whether the requirement was met.
• Rule 5: The list view is organized by month and can be filtered by patient, RBT, supervisor, and month.
• Rule 6: Signature images can be uploaded for the RBT, the supervisor, and the responsible signer. If a real image is not available yet, staff can add a placeholder instead.
• Rule 7: If a responsible signature image is uploaded, a credential is required before it can be saved.
• Rule 8: Signature images larger than 2 MB are rejected.
• Rule 9: The printable PDF report is only useful after entries have been added, because the report is built from the saved monthly supervision activity.

4. UI Placement

1. Patient Record > RBT Supervision Logs: Opens the module already focused on that patient.
2. Medical > RBT Supervision Logs: Opens the general list of monthly supervision logs.
3. Log Detail: This is where the user manages entries, reviews totals, manages signatures, and prints the report.

5. How-To Guide (Step-by-Step)

Scenario A: Create a new monthly supervision report

1. Open the patient record and select RBT Supervision Logs, or go to Medical > RBT Supervision Logs.
2. Select the patient and confirm the correct month.
3. Click New Monthly Report.
4. Review the patient, RBT, supervisor, and month information.
5. Click Save to create the monthly log.
6. The system opens the new report so the supervision details can be completed.

Scenario B: Add supervision sessions to the monthly report

1. Open the correct monthly supervision log.
2. Click Add Entry.
3. Complete the meeting date, time in, time out, mode of supervision, session type, observed with client value, overall evaluation, and supervision characteristics.
4. Add notes if the team wants extra context.
5. Click Save.
6. Review the updated entries table and the totals section.

Scenario C: Complete signatures and print the report

1. Open the monthly supervision log detail.
2. Go to the Signatures section.
3. Upload the RBT and supervisor signatures, or use placeholders when the image is not available yet.
4. If uploading the responsible signature image, enter the credential before saving it.
5. Review the totals and compliance status.
6. Click Print Report to generate the PDF version.

6. What happens if…? (Edge Cases / FAQ)

• Q: What happens if the user tries to create a monthly report without selecting a patient?
  • A: The system blocks the action and asks the user to select a patient first.
• Q: What happens if the logged-in user is an RBT?
  • A: The RBT can review the log but cannot create reports, edit entries, delete records, or change signatures from this module.
• Q: What happens if there is no signature image yet?
  • A: Staff can leave the signature empty for the moment or add a placeholder to mark that the signature is still pending.
• Q: What happens if the responsible signer uploads an image but does not enter a credential?
  • A: The image is not saved until the credential is entered.
• Q: What happens if the monthly report has no supervision entries yet?
  • A: The log can still exist, but the report is not complete for operational review and printing until supervision activity has been added.

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APPENDIX

Notes for stakeholders

• The monthly log shows a visible status in the main list so the team can distinguish reports that are still in progress from those that are further advanced.
• The detail page includes a legend that explains the supervision characteristics, the supervision modes, and the evaluation labels used inside the entries.
• The compliance summary compares the supervision time captured in the log against the monthly 5% required supervision threshold shown on screen.