Setting Up Therapy Groups and Group Rosters (Group Therapy)
Sections:
- How to set up Group Rosters
- How to set up Therapy Groups
- The Attendance Report
You will need to be a Group Administrator to access the needed areas to set up Group Rosters and Therapy Groups. This method will save you time by adding a roster of patients to a therapy group, especially when that roster of patients needs to be assigned to more than one therapy group. The Roster listing will be in the left column, while the selected Roster's group members will display in the right column.
An Attendance Report is available upon request from a Security Administrator. If you would like this feature enabled for your practice please reach out to our Support Team at (443) 456-8778 or email ticket@icanotes.com.
Creating A Roster:
- Access the Settings from the Chart Room.
- Click on the Group Level Settings & Directories tab.
- Click on the Therapy Groups tab. The Therapy Groups tab has two additional tabs on it – Therapy Groups and Group Rosters.
Click the Group Rosters tab to create group rosters. Group rosters are a set of patients that can be assigned to therapy groups as a set. The user saves time by adding a roster of patients to a therapy group, especially when that roster of patients needs to be assigned to more than one therapy group. The Roster listing will be in the left column, while the selected Roster's group members will display in the right column.
4. To create a group roster, click on the '+' button in the upper left corner of the first column.
5. Fill in the Group Roster Name and click the 'Save' button.
Under the Group Roster (left) column, select the roster that you would like to add patients to. In the right column, click the '+' icon to find and add patients.
- Type the patient's name in the Search field.
- Click on 'Search' button to locate the patient.
- Click on their name entry to add them to the roster.
As you add patients to the roster, their names will populate into the right column - the group roster.
Repeat these steps until all patients are added to the Group Roster. Clicking the red X will delete members as needed.
Creating A Therapy Group:
To create a new Therapy Group, click the '+' icon in the left column.
Assign the group a Therapy Group Name, Site/Location, and up to four service codes. Then click the 'Save' button to save.
To add a roster to the newly created group, or an existing group, click on the group name. For an established group, there will be Sessions and Members present in their respective fields. For a new group these fields will be blank.
To add a Roster to the selected group, click the 'Select a Roster' field below the 'Members' field and make a selection. If you share or co-lead a group with another clinician, you can set up and use your own roster for the patients you will be documenting on within the shared group. This will allow each of you to document on your own patients only.
Once the desired Roster name is selected, click the '+' icon to apply it to the group
All members added to the Roster will now be added to the Members field for the chosen group.
Rosters can also be assigned to specific groups from within the Therapy Groups work areas. From the Chart Room, navigate to
In the first column, click the name of the group you'll be adding a roster to.
In the second column, click into the <Select a Roster> dropdown field to select the name of your roster.
When the roster name is selected, click the + icon to add the patients within the roster to the specified group.
The Members section will update to reflect the addition of these patients into the group.
Once you've established your Therapy Groups and Group Rosters, you're ready to start charting group therapy notes! Group Therapy Notes can be seamlessly created for all attending group members at once via the Therapy Groups button in the Chart Room. Please see our guide on how to create Group Therapy Notes for detailed information.
Group Therapy Attendance Report
There is a Group Rule that can be enabled for your practice that will add additional entry fields in the Individual Remarks screen.
The additions to the Group Therapy Individual Remarks will allow you to indicate:
- If the patient was Absent, Called to Cancel or Present
- If a Urine Test was Positive or Negative
- The patient Status (this is a free text field)
On the patient Chart Face, you can click the 'Therapy Groups' button to display a list of groups the patient is listed as a participant for.
Once the list populates, you will have the option to view the list of Therapy Groups in which the patient is a member. If you are using the old Chart Face, you will have the "Attendance Report" Option. All the information entered for the patient in their Group Therapy Individual Remarks will populate in the Attendance Record. A Positive or Missing Urine Test entry will be highlighted in yellow.
Note: The new chart face doesn't have this feature available yet, ICANotes Development Team is working to add it soon.
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