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Reviewing Notes

Review and approve clinical notes from your supervised practitioners to meet board requirements.

Overview​

As a supervisor, you must review clinical notes written by supervisees. Praxi streamlines this with:

FeatureBenefit
Review queueAll pending notes in one place
Inline commentsProvide feedback within notes
ApprovalRecorded decision with audit trail
TrackingMonitor review timeliness
AHPRA Note Signing Requirements
  • 24-hour signing requirement: All clinical notes must be signed within 24 hours of the session
  • Note status flow: draft → final → signed (locked, immutable). Once signed, notes cannot be altered.
  • 7-year record retention under the Privacy Act 1988
  • Mandatory reporting: If a note reveals mandatory reporting obligations, you must act in accordance with the Health Practitioner Regulation National Law Act 2009 :::

Review Queue​

Accessing Your Queue​

  1. Go to Supervision in the sidebar
  2. Or click the notification badge showing pending reviews

Queue Organisation​

Notes are accessible at /notes and organised by:

FilterOptions
SuperviseeFilter by specific supervisee
AgeNewest, oldest first
PriorityHigh-risk flagged first
StatusPending, in review, returned

Queue Information​

Each note shows:

  • Supervisee name
  • Client name
  • Appointment date
  • Note type
  • Time since submitted
  • Risk flags (if any)

Reviewing a Note​

Opening for Review​

  1. Click note in queue
  2. Note opens in review mode
  3. Supervisee's content displayed
  4. Review tools available

Review Checklist​

AreaCheck
ContentAccurate, appropriate, complete
RiskSafety issues addressed
DocumentationMeets clinical standards
EthicsConfidentiality maintained
LegalDefensible record

Adding Comments​

To provide feedback:

  1. Highlight text in note
  2. Click Add Comment
  3. Type your feedback
  4. Choose visibility:
    • Internal (supervisee only)
    • Included in record

Requesting Changes​

If note needs revision:

  1. Add specific comments
  2. Click Request Changes
  3. Select reason:
    • Clinical content
    • Documentation standards
    • Risk management
    • Other (specify)
  4. Note returned to supervisee
  5. They receive notification

Approving Notes​

When Approval Is Required​

Supervisor approval is mandatory before interns and provisionally registered practitioners can sign their clinical notes. The supervisee writes and finalises the note, submits it for review, and can only sign once you approve. The note status flow is: draft → final → (supervisor approval) → signed (locked, immutable). Prompt approval matters — notes should be signed within 24 hours of the session under AHPRA expectations for the 4+2 and 5+1 pathways.

Approve when the note is:

  • Clinically appropriate
  • Complete and accurate
  • Meets documentation standards
  • Risk appropriately managed

Approval Process​

  1. Complete your review from the pending-approvals queue
  2. Approve the note, or request changes with comments
  3. The supervisee is notified — once approved, they sign the note, which locks it as their clinical record

Your approval does not add a second signature; it is recorded as the supervision decision on the note.

What's Recorded​

The approval decision includes:

ElementRecorded
Your nameAs supervisor
TimestampDate and time
CommentsIf added
Original notePreserved
Audit trailFull history

Timeline Requirements​

AHPRA Requirements​

Psychology Board guidelines require all clinical notes to be signed within 24 hours:

RequirementTimeframe
All clinical notesSigned within 24 hours of the session
Provisional psychologistsCo-signed within 24 hours
Registrar psychologistsAs per supervision plan, within 24 hours
High-risk notesPrioritise immediate review

Practice Requirements​

Your practice may have additional requirements. Check /settings under Supervision → Review Requirements.

Tracking Timeliness​

Monitor your review times:

  1. Go to Supervision → Reports
  2. View average review time
  3. Identify bottlenecks
  4. Set improvement goals

Risk-Flagged Notes​

Automatic Flagging​

Notes automatically flagged when:

  • Risk assessment recorded
  • Safety plan mentioned
  • Crisis intervention documented
  • Mandatory reporting discussed

Reviewing High-Risk Notes​

  1. Flagged notes appear prominently
  2. Review with extra care
  3. Ensure appropriate actions documented
  4. Consider case discussion needed
  5. Document your review considerations

Escalation​

If concerns about supervisee's handling:

  1. Add detailed comments
  2. Request changes if needed
  3. Schedule urgent supervision
  4. Document concerns
  5. Consider practice notification

Feedback and Development​

Educational Feedback​

Use note review for teaching:

  1. Praise strengths - Reinforce good practice
  2. Note improvements - Specific suggestions
  3. Explain why - Educational context
  4. Track patterns - Development areas

Feedback Templates​

Create templates for common feedback:

  1. Go to Settings → Templates
  2. Create templates for:
    • Clinical content feedback
    • Documentation standards
    • Risk management
    • Professional writing

Development Tracking​

Link note feedback to development goals:

  1. Note recurring feedback themes
  2. Add to supervision discussion
  3. Update development goals
  4. Track improvement over time

Batch Review​

Reviewing Multiple Notes​

For efficient review of multiple notes:

  1. Go to Review Queue
  2. Check multiple notes
  3. Click Batch Review
  4. Review each in sequence
  5. Co-sign or return as appropriate

Batch Actions​

ActionUse When
Co-sign allAll notes satisfactory
Return allCommon issue across notes
Add comment to allGeneral feedback
Review Carefully

Even in batch mode, review each note individually. Don't co-sign notes you haven't properly reviewed. :::

Review History​

Viewing Past Reviews​

See all notes you've reviewed:

  1. Go to Supervision → Review History
  2. Filter by:
    • Supervisee
    • Date range
    • Action taken
  3. Export for records

Audit Trail​

Every action is recorded and retained for 7 years under the Privacy Act 1988:

  • When reviewed
  • Comments added
  • Changes requested
  • Co-signature applied
  • Any modifications

Notifications​

Review Notifications​

Configure notifications:

NotificationOptions
New notesImmediate, daily digest, off
High-riskImmediate (recommended)
OverdueDaily reminder
ReturnedWhen supervisee resubmits

Setting Notifications​

  1. Go to /settings and navigate to Notifications
  2. Configure the Supervision section
  3. Set preferences
  4. Save

Best Practices​

Efficient Review​

  1. Set review times - Dedicated slots
  2. Review promptly - Don't let backlog build
  3. Be thorough - Quality over speed
  4. Use templates - For common feedback
  5. Batch similar - Group by supervisee

Quality Review​

  1. Read completely - Don't skim
  2. Check details - Dates, names, content
  3. Consider risk - Safety first
  4. Provide feedback - Always educational
  5. Document concerns - When needed

Professional Standards​

  1. Maintain confidentiality - Client privacy
  2. Be objective - Fair assessment
  3. Support development - Educational focus
  4. Meet requirements - Board compliance
  5. Document thoroughly - Audit-ready

Troubleshooting​

Notes Not Appearing​

  1. Check supervisee is linked to you
  2. Verify note submitted for review
  3. Check filter settings
  4. Refresh the queue

Can't Co-Sign​

  1. Verify supervisor permissions
  2. Check note is ready for review
  3. Ensure no pending changes
  4. Contact support if persists

Comments Not Saving​

  1. Check internet connection
  2. Try saving again
  3. Copy comment text first
  4. Refresh and retry

Who can review and co-sign notes​

Clinical supervisors can access the review queue, add comments, co-sign notes, return notes to supervisees for revision, and view review history across their supervisees' caseloads. Practice owners have the same access practice-wide.

Supervisor Role

The clinical supervisor role includes clinical access plus oversight capabilities for all supervised practitioners. :::

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