How to Create a Group Therapy Note

How to Create a Group Therapy Note

There are three ways to create a Group Therapy Note within ICANotes: as a batch from the Therapy Groups button in the Chart Room, from the New Calendar and from the Chart Face. 


Creating Batch Group Therapy Notes
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1. Click the 'Therapy Groups' button from the Chart Face file cabinet drawer.

 




2. The Therapy Groups window will open showing areas A, B, and C. This will look familiar to the Settings & Directories > Group Level Settings & Directories > Therapy Groups tab. 
  1.  Therapy Groups section is where a therapy group can be edited, deleted, or created. 
  2. Group Sessions section is where a user can view, edit, and add batch group therapy notes.
  3. Group Members is where patients can be added to group.
 




For more information on how to set up Therapy Groups and Group Members, see the Setting Up Therapy Groups and Group Rosters Knowledge Base Article.


3. Select the Therapy Group that you would like to create a new session for. 

 




4. To create the session, click the '+' button by 'SELECT a session or CREATE a new one'. 

 




5. The Therapy Group Session Entry window will open. If you have set up your Therapy Group in the Group Level Settings & Directories, the information below will be filled based on that information. Click the 'Save' button once the information is to your liking. You are able to make the following adjustments:
  1. Change the encounter date if needed. The current date automatically populates.
  2. Edit the Note Title if desired.
  3. Change Clinician if desired. The current User automatically populates.
  4. Confirm or change the Service Code or add additional Service Codes and Units.
  5. Add a Bill Under Supervisor if needed. 
  




6. This will open all five steps for the therapy groups.






7. Go to step 3.
  1.  Add or select a modifier from the dropdown menu (if set up from Settings + Directories).
  2. Click the 'Use This Modifier For All' button to set the modifier for all group members.
  3. Indicate who was absent for the group (if any). If you indicate absent, a note will not be generated for this patient.
  4. Select All Absent for Attendance in Group Notes. By clicking the button, all patients will be mark as absent. 
 



8. If you would like to include individual remarks, click on the '+Remarks' button by the patient's name to open the Group Therapy Individual Remarks window. Use the Shrubs from left to right to add content. Click the 'Back' button at the top or bottom when you are finished to return to the previous screen.







9. If individual remarks are made, the '+Remarks' button turns green. 

 





10. Click into the Group Therapy Note window under Session Remarks (upper yellow text area) to add content that pertains to the whole group.

 




11. Use the shrubs from left to right to create the notes that you want on all of the group therapy notes for this session. Add Instructions/Recommendations if desired. Once the group therapy remarks are entered, click the 'Back' button at the top or bottom to return to the previous screen. 






12. Go to step 5 to combine the group session remarks and individual remarks into a group therapy note for each group member. 

 
  1. Create notes & pause to review work areas - This choice will allow the user to go into the individual group therapy note to make changes and/or review. This choice is useful if using managed care authorizations, editing diagnoses, notes and risk factors, linking to treatment plan, and justify level of care.  
  2. Create notes & automatically compile & eSign each note - This choice will compile and eSign each note if the user has an eSignature set up. Popups may need to be navigated through if there are any uncompiled notes on the patient's chart or if managed care authorizations are a requirement.
  3. Create notes without pausing, compiling or eSigning -  This choice will create the notes but not compile or eSign.  

13. Once you have selected one of the options shown above, you will have additional options before the notes are compiled. Please Note: This is the only time you will be able to edit this information for the group of Group Therapy Notes. You will be able to edit them individually later.
  1. Add the Start/End times and Length of Session.
  2. Update Code or Units.
  3. Indicate the notes are from a Telehealth Session.
  4. Request someone Cosign.
 




14. When the notes have been created, you will be brought back to the Therapy Groups screen. New buttons will be present at the top of Column 5 and you will see your notes listed. 

 
  1. Add Notes if Missing: if a patient was marked absent (in step 7), you can click this button to create the note (after you have deselected absent)
  2. Rewrite these Notes: If you want to redo all the notes, you can click this button.
  3. Print these Notes: This will print all the notes.
  4. Compile these Notes: Clicking this button will compile all the notes. 
If you click the 'Work Area' button by a patient's name, you will return to the individual's Group Therapy Progress Note. 

 



Once you have completed your Group Therapy Note, you can return to the Chart Room using the button in the upper left corner. There is no additional steps to save the notes. 






Group Therapy Notes can also be generated from the Calendar or the patient's Chart Face. Please follow the steps below to create notes from either of these areas.




From The New Calendar:

In the Calendar, use the search function to locate your patient or click on their appointment to populate this information.
 
1. Click on the '+ New Note' button.

 




2. Click on 'More Note Types'.

 




3. Click on 'Progress Note Group Ther.'

 




4. The note will open as shown below. Use the Shrubs moving from left to right to add content to your note.
  1. Use the shrubs from left to right to create the notes that you want on all of the group therapy notes for this session. 
  2. Click on the blue 'Enter' button to add a service code. 
  3. Use this check box to indicate if this session was conducted via Telehealth.
  4. Enter your start/end times, length of session, units and Managed Care Auth. (if needed).
  5. Save your Progress Note.




 
From The Chart Face:
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1. From the Chart Face, click on the Couples/Family Therapy Note.
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2. The note will open as shown below. Use the Shrubs moving from left to right to add content to your note.
  1. Use the shrubs from left to right to create the notes that you want on all of the group therapy notes for this session. 
  2. ​Click on the blue 'Enter' button to add a service code. 
  3. Use this check box to indicate if this session was conducted via Telehealth.
  4. Enter your start/end times, length of session, units and Managed Care Auth. (if needed).
  5. Save your Progress Note.

 

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