For group practices

You are accountable for notes you did not write.

A supervisor's signature is a professional attestation, not an approval click. The product has to make it possible to give one honestly — and to still stand behind it years later.

Supervision

Resolved at the date of service

A supervision assignment has a start and an end, so a note from March is co-signed by whoever supervised in March. A supervisor who took over in June is never asked to attest to a session they did not oversee.

Disagreement

Sent back, never rewritten

A supervisor who thinks documentation is wrong returns it with a reason, and the author corrects it in their own words. A supervisor editing somebody else's clinical account and then attesting to it would make the signature meaningless.

Scope

Notes and treatment plans both

Co-signature covers the treatment plan as well as the progress note — the plan is the clinical decision the sessions are carried out under, and a practice that supervises one without the other has supervised half of it.

Afterwards

What you attested to, kept

Everything a supervisor has co-signed stays listed for them after the supervision ends — which is the normal case, because an associate gets licensed. It is the list that answers a licensure board or an audit years later.

Together

Group sessions, with a note each

A group session is one appointment and several clients, and each attending client gets their own progress note in their own chart. A shared note about several people is not a record any of them could be given.

Outcomes

Scores follow the caseload too

PHQ-9, GAD-7 and your own scales, assigned per client on a cadence. A report that names clients is narrowed to the caseload the person running it can already see, so the financial permission does not quietly become a roster of everybody.

Caseload

A clinician sees their own clients

Access follows the caseload rather than the practice, so who can open which chart is a rule the product enforces rather than a convention the team remembers.

A supervisor leaves. The March notes do not change hands.

Supervision here is a period, not a pointer at whoever is currently assigned. So the question a note asks is never "who supervises them?" — it is "who supervised them on the day this session happened?"

A. Ramos, associate — who signs off

Jan – Jun P. Marsh, supervisor of record
Jul – Dec K. Osei, supervisor of record

A note from March June August

A co-signature is an attestation about supervision that actually happened. Handing a March note to July's supervisor would ask them to vouch for work they never saw. So the product refuses, instead of quietly reassigning it.

Paying people

A figure somebody has already been paid does not move.

A practice runs payroll over a period, and closing it writes down what each clinician was owed. Those numbers are written once and never recomputed — not when a late insurance payment lands against a session from two months ago, and not when a split is renegotiated afterwards.

The share that applied at the time is copied onto the record rather than read back off the clinician, so a rate change in October cannot quietly restate what somebody was paid in August. Reopening a closed period is its own deliberate act, which is the right shape for something that changes what a person was told they earned.

And a pay period holds no client. It is a date range and a share of money, with the figures underneath aggregated per clinician before anybody sees them — so the screen a practice does its payroll on is not a screen that names anybody in therapy.

One practice cannot see another, and that is structural.

Every record carries the practice it belongs to and every read is scoped to it before anything renders — not by a filter somebody has to remember to write. For a group that shares a building, a biller or a supervisor with another practice, that boundary is the one that matters most.

The audit trail is append-only, and it records who opened which record without naming the client in the entry itself. An audit log that leaks the thing it is auditing is a second copy of the chart.

How records are held

Start with the week you are already having.

Set up a practice, put a real week in the calendar, and see whether it fits before you move anything across.

Start free Read the documentation