Approval Routing - correction process (wrong supervisor)
This article goes over the process to correct routing errors. This applies to progress notes, but also for other clinical documentation like Treatment Plans, Assessments, Screening forms, etc. The assumption is that the document is in Draft or Pending Approval status.
Instructions
Typically issues with routing are corrected at the program level, and any forms involved will be accessible by program leadership and superusers. All scenarios will involve staff using the “Accept & Route” option; we will not cover issues using self-approval (“Accept” option).
Cannot Find My Supervisor
On the routing screen, within the first field of “Supervisor”, searching by last name, the supervisor is not coming up.
The supervisor must have an active practitioner account and access to the staff’s program
Practitioner account must be created (this is usually done by admin staff at the program), or if the account exists but is term’d, a new sub-record within the practitioner account must be created
Need to Change My Approver
Avatar, by default, will display and pre-select the approver from prior documents as a convenience, but this has to be manually changed by the user.
On the routing screen, the Supervisor field must be used to search, select and Add a new Approver to the list below.
The user must make sure the “Approver” box is checked on the appropriate person (note that Final Approver is not used)
Sent My Document to the Wrong Approver
The document is in a Pending Approval status, but is with the wrong supervisor.
The Approver can choose the “Reject” option in the My To Do’s widget to send the note back to the staff member in Draft status. Staff then needs to route the document again, choosing the correct approver.
Approver Override - this form will allow the approver to be changed to someone else; no staff intervention needed
My Supervisor/Approver Is On LOA or Is No Longer with Telecare
Pending Approval documents are “stuck” in the To Do queue of someone who cannot approve them.
Approver Override - this form is required for this scenario
Note that the “Delete/Reassign To Do Items” form will not work for this; that form can only delete To Dos (which will not change the status of the document), and reassigning To Dos does not work for approval routing, only generic To Dos