RBT Supervision with Effective Dates

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This document will show the user how to set up the RBT Supervision feature within the staff record in NPAWorks.  Please note, there is a nominal fee for usage of this optional feature.  If you would like to use this feature, please contact your Support Account Manager to complete the contract.

  1. Beginning on the main screen of your NPAWorks database.
    1. Click on “Staff” located on the left hand side of the window. 
    2. Select the name of the staff member’s record you wish to edit.
      1. Simply double click or hit “enter” to open the staff record.
  2. With the staff’s record open,
    1. Verify that the “Therapist/Service Provider” checkbox is selected.
      1. Note: This checkbox must be selected in order to use the RBT settings.
    2. Underneath “Therapist / Service Provider”, you will see the “RBT Supervision:” a dropdown menu and edit button.
  3. In the dropdown menu, choose one of the following.
    1. Requires – Select this option to indicate the staff requires RBT supervision.
    2. Provides – Select this option to indicate the staff has been authorized to provide RBT supervision.
    3. N/A – This is the RBT Supervision status default and indicates that the employee does not require or provide RBT Supervision.
  4. The RBT Supervision Effective Dates window will appear.
    1. Status Type – The Status Type column will display the status you had chosen from the dropdown menu.
    2. Start Date – The RBT start date will default to ‘today’s’ date. Click within this field or use the mini calendar to change the date.
    3. End Date – Click within this field or use the mini calendar to enter an end date of when the staff will no longer provide or require supervision.
    4. Click “OK” to set your changes.
  5. If the staff has had an RBT Supervision status previously entered and it need to be updated, then click on the edit button.
    1. This will open the RBT Supervision Effective Dates window.  From here you can update the staff’s dates and/or enter a new status type.  For example, if an RBT had required supervision but now provides supervision, it can been entered by adding an end date to the ‘requires’ status line and then by adding a new line for the ‘provides’ status.
  6. Once the RBT Supervision Effective Dates have been set, please click OK to save the staff record.
  7. The RBT Supervision set up has been completed.  Repeat these steps for each staff member that you wish to set up the RBT Supervision for.

Please keep the following in mind.  Upon clicking OK, there are several validations that the application will perform to ensure that (1) the date ranges are valid, and (2) logged RBT Supervision data will not get invalidated.

  1. If the Staff is currently marked as Provides RBT Supervision and on their RBT Supervision tab have provided RBT Supervision for a given date, and you change the date range of their Provides RBT Supervision status to exclude that date, you will receive a warning that RBT Supervision data will be invalidated if you continue.
    1. Once you confirm the change that RBT Supervision data will appear in the RBT Error Check flex report because the data is now invalid since staff cannot provide RBT Supervision on a date that they are not a RBT Supervisor.
  2. If the Staff is currently marked as Requires RBT Supervision and RBT Supervision has been provided for one of their appointments for a given date, and you change the date range of their Requires RBT Supervision status to exclude that date, you will receive a warning that RBT Supervision data will be invalid if you continue.
    1. Once you confirm the change that RBT Supervision data will appear in the RBT Error Check flex report because the data is now invalid since staff cannot receive RBT Supervision on a date that they are not a RBT.
  3. Once data is invalidated, there are only 2 ways to correct it:
    1. Change the date ranges of the affected Staff(s)’ status.
    2. Open the affected appointments’ RBT Supervision tabs and uncheck the logged RBT Supervision data to remove it.

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