Main DocNow Release Version: 5.0.0

Introduction

This Release Note document covers the features release for the DocNow web application.

Version Details

Main DocNow Release Version: 5.0.0

Sprint: Main 5

Live Release Date: 04/29/2025

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New Feature Details

Supervisory Signer

Overview

The Supervisory Signer functionality introduces a review and sign-off process for documentation and billing. When enabled, it restricts users from directly signing and submitting their notes and charges. 

To use the Supervisory Signer feature the following must be true: 

• Supervisory Signer user permission must be enabled for the user submitting the note for review
• The user initially submitting the note for review must be assigned to a Specialty.
• The user must be associated with the provider/user type who will be performing the supervisory signer (The signer does not need to have supervisory signer permission enabled).

Permissions Setup

Company-Level Setting: Supervisory Signer

• Enabling this setting activates the Supervisory Signer feature across the company.
• By default, once enabled at the practice level, all users across the practice are restricted from directly signing or submitting notes unless the permission is explicitly disabled at the user level.

User-Level Permission: Supervisory Signer

• Once enabled, the user cannot directly submit their notes and charges. Instead they must submit their note/charges to a supervisory for review and final signature.
• The user must have a specialty associated for this feature to work.
  • If the specialty is not associated and permission is enabled, it doesn’t block the user from signing the note and submitting the charge flow.
• Admin Side → Users → User profile → Billing Permission
  • The “Billing Permission” tab is only visible when supervisory signer permission is enabled for the user and the user has a specialty assigned to them.

Behavior:

• When the Supervisory Signer permission is turned ON for a user:
  • They cannot submit their own notes or charges.
  • Their documentation must go through a supervisory review and sign-off
• If the permission is enabled without an assigned specialty, the restriction does not apply, and the user can still sign and submit their own content. (This is an existing behavior.)

Workflow: Supervisory Signer Review

1. Note Creation

• The provider assigned to a specialty (See Admin Portal>>Users>>Edit User>>Specialty) creates a note and completes all required fields
• A “Submit for Review” button becomes visible.
   

2. Submission for Review

• Upon clicking the button, the provider sees a list of supervisory providers associated with their specialty.
• Once a supervisor is selected and confirmed, the note is moved to a Review state.

• Currently, the selected supervisor cannot be changed once the submission is made. (This is a known limitation.)
   

  
  

3. Supervisor Review

• The selected supervisor receives a notification to review the note.

• The supervisor can review the notes requiring a Supervisory Signature under the Provider Portal>>Dashboard>>My Documents>>Signature Request screen
• Select the view icon () to view the note

• Upon viewing the note the Supervisor can modify the note and then choose from two options:
   
  • Return – Sends the note back to the original provider with a notification.
  • Sign – Signs off on the note. Once signed, the supervisor’s signature is added alongside the original provider’s signature.

4. Post-Signature Behavior

• Once the note is signed:
  • A copy of the signed note (with both signatures) is retained under the original provider in the system.
  • A notification is sent to the original provider confirming the sign-off.

Charge Submission Logic

• By default, the supervisor is responsible for submitting the charge.
• The submitted charge is logged under the supervisor’s name.
• But, if the original provider (Provider A) has billing permissions enabled from the user settings under admin portal, the system prevents the supervisor from submitting the charge. 
   

Indicators and Access

• When a note is under review:
  • An “SS” icon appears beside the patient’s name in the Census Patient List.
  • The original provider still has access to the note and can make edits if it is returned.

Current Limitations & Notes

• Supervisory review is only enforced if a specialty is assigned to the user.
• The inability to change the supervisory provider after initial selection is a limitation to be addressed. The note must be 'Returned' by the supervisory current selected as the Supervisory Signer. A dialog has been added to the Provider side in order to confirm the selected Supervisory Signer as one way to mitigate the risk of selecting the wrong Supervisor.  
• Users with active Supervisory Signer permission but no assigned specialty will bypass restrictions, which may need handling in future updates.
• The current practice-level permission “Must submit charges to sign a note” conflicts with the supervisor’s billing permission. For example, if a note is submitted for review, Provider A cannot sign the note until the supervisory provider submits the charge, due to the enforced dependency on charge submission. By default, billing permission is enabled for the supervisory provider.

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Quick Note Access

Overview

Providers may want to create a progress note without requiring a Census. Additionally some providers may need to create a 2nd note of the same date of service. The Quick Note Access feature allows this.

Admin Portal Setup

The "Quick Note Access" permission must be enabled for the company for this feature to appear. Once enabled all users will have the ability to create Quick Notes.

Provider Portal

1. Providers can navigate the Patient Profile>>Patient Notes and then click on the Add Note ()icon
   
2. Provider must then select a Date of Service (DOS) for the new note

3. The note is created and available for editing.

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Bulk Update for Billed Statuses

Overview

Admins or Biller user types now have the ability to bulk update the billing status for submitted charges when the bill status is "None"

Details

1. Navigating to the Charge Capture>>All Charges screen Admins and Biller user types can bulk update submitted charges.
2. Select Charge Status option of "Submitted" and a Bill Status of "None". A new Bulk Update button and Bill Status dropdown are displayed.

3. Selecting a new Bill Status and then clicking Bulk Update will prompt the user to confirm the change.

4. Billed Status is now updated for those charges.