Refinement Requested Documentation Workflow

The Refinement Requested feature allows a review user to send an evaluation back to a staff member for additional edits before the review signature is added. Comments can be added to the document by the review user, and an optional notification can automatically be sent to the staff user to alert them that refinement has been requested. Click here for instructions on setting up Refinement Requested.

Permissions: The signature functions listed on the evaluation template control the staff and review access to the document.

Refinement Requested Workflow

Evaluation Review Process

Once a qualifying evaluation is in the Ready for Review status, a review user with a matching signature function can open the evaluation in the edit view. From there, the user can either sign and complete the evaluation or send it back to the original user(s) for refinement. The review user may send the document back with or without comments attached. 

Adding Comments

Comments are intended to be an on-screen learning and training tool in the EMR. They will remain visible on the evaluation until it is in the Complete status. By design, comments will not appear on any print or PDF views of the document. Additionally, comments will not be visible to users with the Auditor role. To leave a comment on an evaluation, the user must be in the read-only view of the form.

1. To add a comment, click on the Add Comments/Print Preview button at the top of the evaluation. Clicking this button will bring the review user to the read-only version of the form. 
   1. Note: The existing Preview/print view button at the bottom of the evaluation can be used to reach the read-only view as well.
2. To leave a comment on a particular item, highlight the desired text. When text is highlighted, the comment icon will appear.
1. Note: The highlight is tracked on a per-item basis, so if you highlight text from multiple questions or go off the page, the icon will not appear.
3. Clicking the comment icon will open the Add Comment modal where you can write and save your comment. You must enter at least four characters for the Create button to activate.
   
4. Once created, the comment will appear in the comments panel on the right side of the screen.
5. This panel may be expanded or collapsed using the comment icon with the + or – in the top right corner of the Comments section. The user who entered the comment can edit or delete it as needed.
      

Return for Refinement

Once all comments have been entered, you can send the evaluation back to the original user for revisions.

1. Click the Return for Refinement button at the bottom of the form to send the evaluation back for refinement. This button is available in both the edit and read-only views.
2. Clicking the Return for Refinement button will open the Return for Refinement window, which gives information about the events that will occur after the status change. The review user can select a staff user to send the evaluation to for refinement. If there is only one staff user available, the system will auto-select that individual. Only one staff user may be selected at a time but you can send the document back as many times as needed to cover multiple users.
   
3. Once the review user clicks the send button, multiple events will occur:
   • The form will change to the Needs Refinement status. When the evaluation is in this status, only the selected staff user will be able to edit it.
   • The signature function of the selected staff individual will turn purple.
   • If configured, the system will automatically send the Refinement Requested notification to the specific staff user.
   • The information for Requested By, Requested At, and Refinement Sent To will be recorded in the Refinement Requested section at the bottom of the evaluation.

Evaluations Assigned for Refinement

Once an evaluation is in the Needs Refinement status, only the assigned staff user can access the edit view of the document. It will appear in the read-only view for everyone else. 

1. The assigned staff user can access an evaluation in the following ways:
   • If they have received a notification, they can click the notification to navigate directly to the evaluation.
     
   • If a facility chooses not to use notifications, users can find the returned evaluations on the Dashboard in the My Items tab of the Current Census and Discharged Clients tabs. 
   • Additionally, regardless of whether or not notifications are enabled, the evaluations will be available on whichever patient tab your facility uses to store evaluations.
2. If comments have been added, the staff user can click on either the comment in the panel or the icon next to the item on the document to navigate to the correct area in the edit view. All comments will include the name of the reviewer, the date and time of the review, and the comment related to the selected text.
3. As the user works through the comments, they can use the check mark to resolve the comment.
4. Once all necessary updates are complete, click the Complete Refinement button at the bottom of the evaluation to open the modal.
5. The modal confirms that the staff user has completed their edits and is ready to return the evaluation to the Ready for Review status.
   
6. Once the selected staff user clicks the Set to Ready for Review button, the evaluation will be returned to the Ready for Review status.  
7. A review user may sign and complete the document or choose to send it back to the same or a different staff user. 

If, for any reason, the assigned staff user can't click the Complete Refinement button to return the evaluation to the Ready for Review status, a user with Super Admin or Records Admin roles will be able to open the document by clicking on the edit pencil.

When the super admin or records admin clicks the Complete Refinement button, it will record the action and list the admin's name in the Exception column in the Refinement Requested section to make it clear that the assigned staff user can't complete the refinement.

Refinement Requested Report

Users with the role of Super Admin, Records Admin, or with the Manage Reports or View Reports features enabled can see the Refinement Requested tab under Reports. This tab aggregates the information across all evaluations to provide an overview.

Users can pinpoint the data they need by entering any value on the page into the filter bar and clicking the magnifying glass. They can also filter using the status drop-down and choosing All, Needs Refinement, or Completed. Exports are available in CSV or XLSX format. For more information on reports in general, click here.

Frequently Asked Questions

Can I use this functionality to review Group Session notes or Treatment Plans?

No, currently the Refinement Requested only works on standard Evaluation templates. Group Session Notes and Treatment Plan type documents are not currently compatible with the Refinement Requested feature.

I signed an evaluation by accident, but it wasn’t completed. Now the status is Ready for Review and I can’t get in to edit. What do I do?

Ask a user with review access to send the document back to you in the Needs Refinement status so you can continue to edit. A Super Admin or Records Admin can also send it back to you if a review user is not available.

My co-workers like to peer review our documents. Are the comments only for review users? Can we use them?

Anyone with access to the read-only view of the evaluation can leave a comment. If you are peer-reviewing first, make sure that you leave the evaluations “In Progress” so you and your colleagues can get back in to make edits before signing.

Only users with the correct Review Signature function can send the document back to the author.

Multiple review users want to comment on the same piece of text. Can they do that?

Yes! The same area of text may be highlighted by multiple users. There is no limit. There is also no limit to the number of users that can leave comments.

The specific staff user set the form back to Ready for Review, but it still needs additional revisions. As a review user, what can I do?

If you have the Review User Signature permission for the evaluation, you can send it back to the specific staff user. Once the evaluation has the Ready for Review status, the Return for Refinement button will reappear. You can send the evaluation back to the Ready for Review status as many times as you need.

The evaluation has more than one staff user, how do I send it to multiple people?

You can send the document back to a single person at a time. To cover multiple staff users, you would send the document back to a different staff user for each cycle.

A review user sent an evaluation back to a specific staff user but that person is not available to click the Complete Refinement button. What happens now?

Users with the Super Admin or Records Admin roles can enter the document by clicking on the pencil icon. They can click the Complete Refinement button and set the document back to Ready for Review.

I sent the evaluation back to a staff user by accident. What do I do?

Ask the specific staff user to click the Complete Refinement button to send it back to Ready for Review. If they are not available, a Super Admin or Records Admin can help.