Quick Guide to the Assessment Tool (For Analysts)

This guide walks you through the complete process of working with assessments and reassessments in the system—from creating a report to collecting signatures and finalizing it for submission.

You’ll learn how to manage sessions, document observations, work with reports and graphs, and ensure everything is properly completed and ready for review. Use the index below to follow each step of the process.

1. Creating Assessments/Reassessments

To begin working with assessments and reassessments, the first step is to create the report in the system. Use the guides below to get started and ensure all required clinical information is captured:

Once the report is created, its status will be In Progress, meaning the assessment is actively being worked on and can be edited.

If required, you can adjust the treatment period for reassessments. Follow this guide to update it:

2. Assessment/Reassessment Sessions

After setting up the assessment or reassessment, you can create new observations or edit existing sessions linked to the treatment period. These sessions allow you to document services provided and are used for billing purposes.

Use this guide to learn how to create new sessions from the Calendar and ensure they are properly associated with the correct assessment or reassessment.

If you need to review or update session details, such as session times, notes, or recorded data, follow this guide to manage and modify session information:

3. Assessment/Reassessment Reports

The assessment or reassessment report is where all clinical information is compiled and organized. This includes observations, session data, and treatment-related details.

Use this guide to learn how to add, review, and manage the report content, ensuring it reflects the client’s progress and meets documentation requirements.

If you need more information on how to work specifically with the Assessments Conducted section, use this guide.

Within the assessment or reassessment report, graphs provide a visual representation of the data collected during sessions and observations. These graphs help you analyze trends, monitor client progress, and support clinical decision-making within the report. If you need more detailed guidance on how to manage and work with graphs, refer to this guide:

4. Signing Assessments/Reassessments

Once all information has been completed, the next step is to finalize the assessment or reassessment by adding the required signatures and submitting the report.

Follow this guide to complete the signing process and ensure the report meets compliance and documentation standards.

5. Caregiver Signature and Review Process

Once the report is complete and signed, you can submit it for review. Submitting the report changes its status to In Review, meaning it is ready for the caregiver to review, sign, and download.

Caregivers can complete their signature in two ways:

• During a face-to-face session with the analyst

• Directly through their caregiver portal. If needed, use this guide to learn how to create a caregiver account and provide access.

After the caregiver signs the report, its status will change to Completed – Pending Approval. At this stage, the report is ready to be downloaded and submitted to insurance. Analysts can still make updates if required by the insurance provider

Once the insurance provider approves the report, it can be marked as Approved.

6. Downloading Assessments/Reassessments

At different stages of the process, you may need to export a copy of the report for records, sharing, or submission. Use this guide to download the assessment or reassessment as a file.

6.1 Uploading Assessments and Reassessments

If you are not using the system’s full workflow for creating reports or collecting caregiver signatures, you can still create an assessment or reassessment and upload a completed version.

This option is useful when:

• The report was completed outside the system

• Caregiver signatures were collected externally

Use this guide to upload a finalized assessment or reassessment and store it within the system for recordkeeping and compliance.

7. Deleting Assessments/Reassessments

If an assessment or reassessment was created in error or is no longer needed, it can be removed from the system. Follow this guide to safely delete an assessment or reassessment when appropriate.

8. Managing Analysts and Caregivers (Administrators Only)

Administrators can manage which analysts and caregivers are associated with an assessment or reassessment.

Use this guide to add or remove analysts and caregivers, ensuring the appropriate team members can view, edit, and be included in the report as needed.

9. Billing & Payroll (Administrators Only)

Assessment and reassessment sessions are processed for billing and payroll according to your agency’s configured rules.

Billing

By default, sessions linked to assessments and reassessments are sent to billing based on your agency’s billing conditions. However, administrators can manually send sessions to billing if needed:

• Locate the assessment or reassessment

• Click the three-dot icon

• Select Send Sessions to Billing

This action will send all associated sessions to billing, regardless of their status or the assessment/reassessment status.

Payroll

By default, assessment and reassessment observations are paid individually, following the same payroll process as regular sessions.

If your agency prefers to pay assessments or reassessments using a flat fee, you can configure this option. Refer to this guide to learn how it works and how to enable it: