Billable Group Activity Record Complete/Incomplete Logic

Billable Group Activity Record Complete/Incomplete Logic

How Does SETWorks Determine if a Record is "Complete"?

Managers, Administrators

SETWorks has two ways of assessing whether an activity record has enough documentation in order to be considered "Complete". The first is to check whether each consumer in an activity record has been documented upon. The second is to assess whether each goal has been addressed and documented upon. Review the following article to learn more. 

Any record that is not complete is still considered billable. Ensuring a record is complete is typically part of the QA workflow and process to ensure the necessary documentation has been added before staff are able to sign documentation which then goes through QA.

Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

Getting Started

In order to have SETWorks assess whether a record is complete, you'll first need to make sure that the Record Completion Status will be displayed. Ensure that the following privilege is disabled for any role that you wish to be able to see the Record Completion Status:
Settings > Provider Build > Maintain Privileges > Activity Records:
Activity Record Grid: Hide the Record Complete Status

Assess Record Completion by Consumer Level Comment

In order to have SETWorks assess record completion by consumer rather than by goal, ensure the following privilege is turned OFF for all roles:
Settings > Provider Build > Maintain Privileges > Activity Records Group:
Evaluate activity record completion for each consumer by goal documentation rather than general consumer documentation (additional details, etc.)

This will make it so that billable group activity records are considered complete when there is at least one comment on each consumer within the record.
In order to have SETWorks assess record completion by each goal, ensure the following privilege is turned ON for all roles:
Settings > Provider Build > Maintain Privileges > Activity Records Group:
Evaluate activity record completion for each consumer by goal documentation rather than general consumer documentation (additional details, etc.)
In addition, ensure that the following privilege is also enabled for all roles:
Settings > Provider Build > Maintain Privileges > Activity Records:
Billable Records: Only an Assessment selection (or Primary Option for groups) is required for a goal to be considered as complete
In order to properly assess record completion by goal, SETWorks requires Intervention and Assessment keys to be used when the privilege above is enabled.

This will make it so that billable group activity records are considered completed when a goal comment (or Assessment Key as a Primary Option) has been entered on each goal for every consumer in the record.

In order for this to work correctly, any keys that make the Goal complete must be configured through the Activity Record Group Utility with the "Primary Option" enabled for the key. Please see Configuring Intervention & Assessment Keys for the Billable Group Activity Record for more details on this setup.

Signature Workflow

Depending on your setup, it is possible to only allow staff to sign a Billable Group record once the completeness criteria has been met. Based on the setup recommended above, this would mean that an Assessment Key that has been marked as a Primary Option has been selected for every Goal. Once this documentation is complete, only then can the staff sign the activity record. Please see
Configuring Signatures for the Billable Group Activity Record for more information on the signature setup.

This privilege will add a red [NS] to any Activity Records on the home screen that have not been signed by the staff.
For Billable Group records, show "[NS]", meaning Not Signed in the staff spot on the calendar if the logged in user is in the record and has not signed

Protocol/Custom Plan Questions

In addition to requiring goal documentation for record completion, Protocol/Custom Plan Questions can also be set to be required in order to sign documentation. Please see Protocol/Custom Plan Questions - Completion Checking for more details.

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