Supervision Sessions

Schedule, conduct, and document supervision sessions to meet board requirements.

Overview

Praxi helps you manage supervision sessions:

Feature	Benefit
Scheduling	Recurring appointments
Agenda	Structured discussion topics
Documentation	Board-compliant records
Hours tracking	Automatic calculation

AHPRA Supervision Requirements

The Psychology Board of Australia requires:

• 5+1 pathway: Minimum 80 hours total supervision, of which at least 50 hours must be individual (1:1). Group supervision capped at 30 hours. Weekly supervision recommended, monthly at a minimum.
• 4+2 pathway: Minimum 160 hours supervision over 2 years, at a ratio of 1 hour supervision per 17 hours of practice. Minimum 2,720 practice hours.
• Board-approved supervisors: Supervisors must maintain current AHPRA registration and supervisor training
• Documentation: All supervision sessions must be documented and records retained for 7 years under the Privacy Act 1988
• Mandatory reporting: Supervisors must comply with mandatory reporting obligations under the Health Practitioner Regulation National Law Act 2009 :::

Scheduling Sessions

Creating a Session

1. Go to Supervision in the sidebar and select the Sessions tab
2. Click Log Session
3. Configure:

Setting	Options
Supervisee	Select from your supervisees
Type	Individual, group, peer
Date/time	Choose slot
Duration	30, 60, 90 minutes
Location	In-person, video, phone
Recurring	Weekly, fortnightly, monthly

4. Click Log Session

Session Types

Type	Description	Counted As
Individual	1:1 supervision	Full hours
Group	Multiple supervisees	Capped hours
Peer	Peer consultation	Varies by board
Ad hoc	Unscheduled consultation	Documented hours

Recurring Sessions

Set up regular supervision:

1. Enable Recurring when scheduling
2. Choose frequency (weekly, fortnightly)
3. Select days and times
4. Set series end date (or ongoing)
5. All sessions created automatically

Calendar Integration

Sessions appear in:

• Your Praxi calendar
• Supervisee's calendar
• Practice calendar (if shared)
• External calendars (if synced)

Session Preparation

Pre-Session Checklist

Before each session:

1. Review pending notes - Notes awaiting co-signature
2. Check caseload - Supervisee's active clients
3. Review previous session - Follow up on items
4. Check compliance - Any alerts or concerns
5. Prepare agenda - Topics to cover

Agenda Templates

Use structured agendas:

Section	Content
Check-in	Supervisee wellbeing
Case review	Client discussions
Skill development	Learning focus
Administrative	Hours, compliance, etc
Planning	Next steps, homework

Custom Agendas

Create your own templates:

1. Go to /settings and navigate to Templates → Supervision
2. Click Create Template
3. Add sections and prompts
4. Save for reuse

Conducting Sessions

During the Session

Use Praxi to support the session:

1. Open session - Click on scheduled session
2. View agenda - Pre-set topics
3. Access notes - Review queue available
4. Case lookup - Search client records
5. Take notes - Document discussion

Case Discussion

Document case discussions:

Field	Record
Client	Which client discussed
Topics	What was discussed
Your input	Guidance provided
Actions	What supervisee will do
Follow-up	When to review

Recording the Session

Click Record Discussion to document:

1. Select client discussed
2. Summarise discussion
3. Note recommendations
4. Set follow-up actions
5. Save to supervision record

Documentation

Session Notes

Document every session:

1. Open the session

2. Go to Session Notes

3. Complete required fields:

   • Attendance confirmation
   • Topics covered
   • Clients discussed
   • Recommendations given
   • Development observations
   • Next steps

4. Save the record

Required Documentation

For board compliance, all session documentation must be completed promptly. Remember that clinical notes must be signed within 24 hours (AHPRA requirement), and notes follow the status flow: draft → final → signed (locked, immutable). Include:

Element	Why Required
Date and duration	Hours verification
Attendees	Who participated
Topics covered	Supervision content
Cases discussed	Case-based learning
Recommendations	Supervisor input
Signatures	Both parties confirm

Digital Signatures

Both the supervisor and supervisee must sign each session:

1. After documenting the session, the supervisor signs first
2. The supervisee receives a notification to review
3. The supervisee reviews and adds their signature
4. Once both signatures are recorded, the session is finalised
5. Signed sessions cannot be modified

Each signature records the signer's role (supervisor or supervisee), timestamp, and IP address for the audit trail.

Hours Tracking

Automatic Calculation

Praxi automatically tracks:

Metric	Calculated
Session hours	From scheduled duration
By type	Individual vs group
By period	Monthly, yearly totals
Against requirements	Board minimums

Viewing Hours

1. Go to Supervision in the sidebar
2. Select supervisee and period
3. View breakdown:
   • Total hours
   • By session type
   • Percentage requirements

Adjusting Hours

If session was shorter/longer:

1. Open session record
2. Edit Actual Duration
3. Add note explaining difference
4. Save changes

Group Supervision

Scheduling Group Sessions

1. Click Log Session
2. Select Group as type
3. Add multiple supervisees
4. Set duration and frequency
5. Configure group-specific settings

Group Session Documentation

Document group sessions:

Element	Record
All attendees	Who was present
Group topics	General discussion
Individual items	Per-supervisee notes
Group dynamics	Observations
Learning outcomes	What was covered

Hours for Group Supervision

Board requirements vary:

Board	Group Hours
Psychology	Max 30 hours total
Social Work	As per AASW
Counselling	Check requirements

Ad Hoc Consultations

Recording Unscheduled Supervision

For corridor consultations or quick calls:

1. Go to Supervision in the sidebar
2. Click Record Consultation
3. Enter:
   • Supervisee
   • Date/time
   • Duration
   • Topic
   • Outcome
4. Save

When to Record

Record when:

• Clinical guidance provided
• Case discussed
• Risk advice given
• Professional issue addressed

What Counts

Generally counts as supervision:

Counts	Doesn't Count
Clinical discussion	Administrative only
Case consultation	Brief clarification
Risk review	Social conversation
Ethical guidance	Scheduling discussion

Session Follow-Up

Action Items

Track follow-up items:

1. Add actions during documentation
2. Assign to supervisee
3. Set due date
4. Review at next session
5. Mark complete

Progress Notes

Between sessions, record:

• Informal observations
• Feedback received
• Concerns noted
• Achievements observed

Next Session Prep

System automatically adds:

• Outstanding action items
• Notes flagged for discussion
• Compliance alerts
• Agenda from previous session

Reporting

Session Reports

Generate reports:

Report	Content
Session log	All sessions with details
Hours summary	By type and period
Compliance report	Against requirements
Board report	Formatted for submission

Board Submissions

Generate board-ready documentation:

1. Go to Supervision in the sidebar, then select Reports
2. Select supervisee and period
3. Generate the hours report
4. Export to PDF for board submission

Exporting Hours Logs

Download a formatted PDF of a supervision hours log:

1. Go to Supervision in the sidebar and open the Reports section
2. Find the hours log entry
3. Click Export PDF
4. The PDF includes all session details, hours breakdown, and signatures

AHPRA Compliance Dashboard

Check your compliance status at any time:

1. Go to Supervision in the sidebar and select Reports
2. View your current pathway progress (5+1 or 4+2)
3. See upcoming compliance deadlines
4. Generate a full AHPRA compliance report

Team Supervision Summary

Practice owners and supervisors can view an overview of supervision activity across the team:

1. Go to Supervision in the sidebar and select the Team tab
2. View:
   • Number of provisional practitioners
   • Total sessions this month
   • Pending sign-offs (sessions awaiting signatures)
   • Average supervision hours per month
   • Supervisors and their supervisee counts

Supervisor Qualifications

Praxi verifies supervisor qualifications before allowing supervision relationships:

• View available supervisors filtered by supervision type (provisional, endorsement, general)
• Check a supervisor's qualifications against board requirements
• Refresh AHPRA registration verification for supervisors

Notifications

Session Reminders

Configure reminders:

Reminder	Default
24 hours before	Email
1 hour before	Push notification
Overdue documentation	Daily reminder

Missed Sessions

When sessions missed:

1. Record as cancelled or rescheduled
2. Note reason
3. Reschedule if needed
4. Document in compliance record

Best Practices

Preparation

1. Review beforehand - Come prepared
2. Set agenda - Structure the time
3. Prioritise - Risk issues first
4. Allocate time - Balance topics
5. Prepare resources - Materials ready

Conducting Sessions

1. Start on time - Respect schedules
2. Create safety - Open discussion
3. Be specific - Concrete feedback
4. Balance - Praise and development
5. Engage actively - Listen well

Documentation

1. Document immediately - While fresh
2. Be specific - Concrete details
3. Be objective - Factual record
4. Include recommendations - Your input
5. Both sign - Complete the record

Troubleshooting

Session Not Counting

1. Check session type is correct
2. Verify documentation complete
3. Confirm both signatures
4. Check date is within period

Can't Schedule

1. Check calendar availability
2. Verify supervisee is active
3. Check your permissions
4. Try different time slot

Missing from Reports

1. Verify session documented
2. Check date range in report
3. Confirm session type included
4. Check filter settings

Who can manage supervision sessions

Clinical supervisors can log, view, and sign supervision sessions for their supervisees. Practice owners have practice-wide access to all supervision records and reports. Interns and provisionally registered psychologists can view their own session records and track their hours progress.

Supervisor Role

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

Related

• Intern Management
• Reviewing Notes
• Compliance Monitoring
• Calendar Overview

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