Workspace owner and supervisor access
Manages team access, settings, imports, schedule acceptance, records, reports, and review. The owner also chooses the COTA review policy.
OTR and COTA supervision
See what needs OTR review and what happens next.
Choose which COTA services require review. OTRs can open the full session, request changes, approve the work, and see when the minutes are ready to count.
Session submittedJordan Lee, COTA→OTR decisionAvery Reed, OTR→Minutes finalizedService ledger
COTA submission and OTR review
Review the COTA service with the student and session details in view.
When the note is in one system, the question is in a text message, and the current service plan is somewhere else, the OTR has to rebuild the session before reviewing it.
The same problem appears at the policy level. “Review some notes” does not identify the sample. “Review everything” does not define the expected turnaround or what counts as a meaningful review. A useful workflow gives each record an owner, a status, a next action, and a visible ledger consequence.
Team access
Use workspace roles and student assignments to control access.
The role controls what kind of action a team member may take. The assignment controls which student records a treating OTR or COTA may reach. Both checks apply to protected work.
OTR access to workspace clinical records
Oversees student records, service plans, schedules, sessions, reports, imports, and review without billing administration.
Assigned student records
Works with assigned students, documents sessions, reviews work within the assigned scope, and exports permitted records.
COTA access to assigned services
Sees assigned students and accepted blocks, documents service, saves drafts, submits finished work, and responds to requested changes.
Owners and supervisor OTRs retain workspace oversight. Treating OTRs and COTAs need an active assignment, so a broad role does not become an accidental route to another clinician's caseload.
Review policy options
Choose how often COTA services require OTR review.
Required review is the default. An owner can move the workspace to a stable sample or optional review only when the team's governing requirements and internal policy allow it.
Review every COTA service
Use this when every service needs OTR approval, while a clinician is onboarding, after a material change in assignment or service type, or whenever a broader review boundary is warranted.
- Submission status becomes pending review
- Minutes wait for an OTR decision
- Approval finalizes the record
- A change request returns it to the author
Review a set percentage
The selection uses the service date and student IDs, so editing and resubmitting the same session cannot change whether it was chosen. The sample percentage is visible in workspace settings.
- Decide why sampling is appropriate
- Set a percentage the OTR can review consistently
- Review recurring queue patterns alongside individual notes
- Return to required review when the conditions change
Allow COTA services to finalize without review
This setting removes the automatic review gate. It does not remove professional responsibility, district requirements, assignment boundaries, audit events, or the need for a separate supervision process where one is required.
- Use only by deliberate owner choice
- Document the policy outside the tool
- Define how concerns trigger closer review
- Reassess after staffing or service changes
Sampled review example
Choose sampled review only when it meets your supervision requirements.
A team with one OTR and two COTAs has required review enabled. After a stable working period, the owner considers a 40% sample. Before changing the setting, the team answers the questions below and records its policy through the appropriate district process.
- Do district rules permit sampled review for this work?
- Has each clinician demonstrated consistent documentation and communication within the current assignment?
- What events return a clinician or service area to required review?
- Who checks sample coverage and unresolved changes each week?
- How will required supervision outside session-note review still occur and be documented?
Queue volume is a capacity signal. It is not, by itself, a reason to lower the review boundary.
OTR review checklist
What to check before approving a COTA service record.
Open the session with its participants, active requirements, attendance, credited minutes, individual responses, goal evidence, and prior review history available.
- 01
Confirm the service belongs to the author and students
Check the provider, service date, assigned participants, and accepted event when one is linked. A review should not cross the assignment boundary by accident.
- 02
Check the requirement and service outcome
For each student, compare the active requirement, attendance result, session length, and credited minutes. An absent participant should not look like an attending student simply because the group continued.
- 03
Read the shared note and each individual response
Look for enough observable detail to understand the skilled service and the student's response under your local documentation standard. The individual response should distinguish the student from the rest of the group.
- 04
Inspect attached goal evidence
Confirm the observation belongs to the right student and goal, uses the measure that was actually collected, and includes the supports or context needed to interpret it.
- 05
Approve or request a specific change
Approval finalizes eligible minutes. A change request should identify what is missing or inconsistent and what the author needs to resolve before resubmission.
Review feedback
State what needs to change and why.
“Needs more detail” leaves the author guessing and creates another round of messages. A specific request keeps the correction inside the record.
Too vague
Needs more detail.
Specific and reviewable
For ST-014, the shared note names the container task, but the individual response does not show the support used. Add the cueing or assistance provided for the four completed steps so the response can be interpreted.
The comment names the student, the missing fact, and why it changes the record. The author can revise without seeing internal reviewer deliberation or searching another message thread.
Pending reviews
Pending COTA services wait for OTR review before minutes are counted.
The reporting view shows pending review count and median review time for completed reviews. Use both to see whether the policy is operating as intended.
Choose when the OTR reviews new submissions
A routine is easier to protect than an undefined promise to review when time appears. Match the cadence to local timeliness requirements and the volume of submitted services.
Review returned services before they are overdue
A requested change is not resolved when the comment is sent. The author must revise and resubmit, and the OTR must make the next decision.
Handle repeated documentation gaps in supervision
If the same attendance, requirement, or individual-response issue recurs, address the workflow or clinical reasoning directly. Rewriting the same comment on every record is not a complete supervision plan.
Update assignments when staffing changes
A new clinician, new service area, difficult transition, or pattern of corrections may justify required review even when the rest of the workspace uses a sample.
Review history
Keep each review decision with the service record.
- The author and treating provider remain visible on the session.
- Each approval or change request keeps its reviewer, decision, time, and encrypted comment.
- Resubmission returns the same record to review instead of creating an unrelated copy.
- Only finalized eligible minutes reach the service ledger.
- Voiding a finalized record removes its credit while preserving the correction event and reason.
- Review-policy changes enter the workspace audit history.
FAQ
Set access and review rules before COTA services are submitted.
Can a treating OTR review any COTA session?
No. A treating OTR must have access to the students on the session. Owners and supervisor OTRs retain broader workspace oversight.
Can resubmitting avoid a sampled review?
No. The stable selection uses the service date and participant IDs, so revising the note does not produce a new sampling result.
Do pending COTA minutes count as delivered?
Not when review is required for that record. They become final only after OTR approval.
Does the product replace supervision meetings or district documentation?
No. It supports the session-review handoff and its record history. Your district determines the full supervision process and where its official documentation belongs.
OTR/COTA review