Update RBT Note

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

This feature allows authorized users to correct an existing RBT note after it has been created. It helps keep clinical documentation accurate while preserving location access, provider ownership, billing, and validation controls.

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

• Original note provider (RBT/Analyst or clinical user) with create_notes_rbt: Can update their own RBT note when the note belongs to the current authorized location.
• Admin / Owner / Manager / Superadmin with create_notes_rbt and manage_notes: Can update RBT notes in the authorized location, including notes created by other providers.
• Users with manage_notes or manage_bips: Can change the note supervisor when that correction is needed.

Required permission:

• create_notes_rbt

Related permissions:

• manage_notes allows editing notes owned by other providers and modifying protected clinical data on billed notes.
• manage_bips is accepted only for supervisor changes.

3. Business Rules & Enforcements

• Rule 1: Updates are scoped to the note’s existing location. If the note is outside the user’s authorized location, the update is rejected.
• Rule 2: The backend rejects the update when the user is neither the assigned provider nor a user with manage_notes.
• Rule 3: If the update changes the note location or patient, the new location or patient must also be authorized for the current user.
• Rule 4: Core note validation is re-applied during update, including session date, time order, future-date and future-time checks, PA service, provider, supervisor, antecedents, POS, and summary length.
• Rule 5: Time overlap, time limits, backdated-note limits, CPT limits, and PA weekly unit limits are checked again. Users with the relevant override permissions can bypass the matching limit checks.
• Rule 6: Required maladaptive and replacement data is validated again. Required maladaptives must include occurrences; required replacements must include trial and response data; first-trial replacements must include valid step data.
• Rule 7: Supervisor changes require manage_notes or manage_bips.
• Rule 8: If the note is already billed, protected clinical data changes require manage_notes.
• Rule 9: Billing lock behavior is preserved. A locked billed note cannot have its billing state changed through normal updates, and marking a note as billed can lock the billing state for later edits.

4. UI Placement

1. Medical > RBT Notes by Client > Action menu > Edit.
2. RBT Note Profile > Edit when the profile action is available.
3. Edit route: /medical/note-rbt/edit/:patient_id/:id.
4. Shared form behavior: The create/edit RBT note form is reused. In edit mode, existing note details are loaded into the form before the user saves changes.

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

Scenario A: Provider updates their own RBT note

1. Open the patient’s RBT notes list or the RBT note profile.
2. Click Edit.
3. Review the preloaded session, time, provider, supervisor, behavior, intervention, antecedent, and summary fields.
4. Apply the needed corrections while keeping all required fields valid.
5. Click Save.
6. Confirm the success message. The system returns the user to the patient’s notes view.

Scenario B: Manager or admin updates another provider’s RBT note

1. Open the RBT note from the patient’s notes list or profile.
2. Confirm the current location context is the note’s authorized location.
3. Update the required clinical, provider, supervisor, scheduling, or billing-related fields.
4. Click Save.
5. Verify that the updated note appears correctly in the patient’s notes view.

Scenario C: Correct a billed note

1. Open the note and click Edit if the action is available.
2. Review whether the correction affects protected clinical data, such as session date, time, POS, or meeting location.
3. Save the correction only if the user has the required permission. If not, the backend rejects the update.

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

• Q: What happens if a user can see the edit action but does not own the note and does not have manage_notes? A: The backend rejects the update with a forbidden response.

• Q: What happens if updated date, time, PA, or required clinical values are invalid? A: Validation fails and the note is not updated until the values meet the required rules.

• Q: What happens if the note is already billing-locked? A: Billing-state changes are restricted. Other allowed corrections can still be saved when the user has the required permissions and the updated note passes validation.