Unsigned notes and missing supervisor signatures are the two compliance gaps a therapy practice pays for later. FrontDesk tracks both without anyone keeping a spreadsheet.
Notes due
Every completed visit that has no signed note is a Note due. Find them:
- Tasks → Clinical, one task per visit with Write note (opens the client's Notes tab with a new note linked to that visit) and a check button for No note needed (for no-charge admin visits; it asks for a reason and records who cleared it).
- The Tasks badge in the sidebar counts them, together with co-signs, plan reviews, and risk flags.
- The strip of tiles at the top of the client's Notes tab shows a visit without a note ("... visit has no note"), with Write note or Finish note.
A daily job nudges the visit's provider once with a note due notification when the threshold has passed, counted from the end of the visit's day. Group visits nudge once for the group.
Co-signatures
- Settings → Providers → edit the provider → Supervision: set License status (Licensed, Associate, Intern, Unlicensed), pick the Supervisor, and set Notes need a co-signature to Follow license status (associates and interns need one), Always, or Never.
- When that provider signs a note, its status is Pending cosign instead of Signed. The supervisor gets a co-sign needed notification and a Co-sign task under Tasks → Clinical.
- Review and co-sign opens the note; the supervisor co-signs from the amber banner. The note is then fully signed, and the chart export prints both signatures with their times.
The daily job re-notifies the supervisor while a note waits, every 7 days by default.
Settings
The Clinical Settings page at Settings → Clinical Settings (under Client Care) holds these settings for the current location; click Save after changing them:
| Setting | Default |
|---|---|
| Note reminders (shows Note due tasks and nudges providers) | On; off by default for a location connected to athenahealth |
| Nudge the provider after (hours after the visit day with no signed note) | 48 hours |
| Remind supervisors every | 7 days |
Turn Note reminders off if you document in another EHR; Note due tasks and nudges stop for that location.
The daily clinical job runs early each morning and also drives plan reviews, measure schedules, and release expiry.
Document format
At the bottom of Settings → Template Library, Document format controls what prints on notes and completed forms downloaded from the current location; click Save after changing it:
| Setting | What it does |
|---|---|
| Include practice logo | Prints your logo at the top of each document. On by default. |
| Footer information | Up to 3 lines (300 characters) centered at the bottom of every page. A long line wraps onto the next row, as the preview shows. Leave blank to print your organization's NPI and TIN, for example "National Provider identifier (NPI) 1306291430 TIN: 81-1148673". |
| Pre-licensed clinician document format | When on (the default), notes written by an associate or intern print a supervisor line under the footer. |
| Supervisor line | The wording of that line. Use Insert placeholder to add {supervisor_full_name}, {supervisor_credentials}, {supervisor_license_number} or {supervisor_npi}. Leave blank for "Employed & supervised by {supervisor_full_name}, license: {supervisor_license_number}". |
The preview under the settings shows the footer with a sample supervisor. The supervisor comes from Settings → Providers → edit the provider → Supervision.
Notifications
Note due, co-sign needed, risk flag, measure completed, and plan review due arrive as in-app notifications, each only to the person concerned: the provider for a note due, the supervisor for a co-signature, the plan's author for a review. A supervisor waiting on a note is reminded again every 7 days; a plan's author is reminded weekly while a review is overdue.