How do I or my onsite staff get access to these new PresenceLearning tools and features?
Access to PresenceLearning for onsite staff is provided by your Customer Success Manager. Please contact them to request access and they will generate an account for you. Once created, you will receive an email with login credentials.
What can I do within PresenceLearning?
The customer homepage provides a good overview of features available in the platform and navigation links allow you to easily access the information and reference materials you need. Here are some of the things you can do:
- View client (student) profiles
- Track services status and therapy progress
- Generate and download SOAP notes
- View provider caseloads and contact info
- Directly add or upload referrals
- Gain insights on student absence data
Who do I contact with questions or issues?
You can always first contact your Customer Success Manager with questions. They are available to assist during the onboarding process especially with uploading a list of student referrals. For any issues, please contact Support Services:
How do I submit a referral for a new student to PresenceLearning?
Referrals for a new student are added into the PresenceLearning system under the Client section. Referrals can be added individually or in bulk using a list upload:
- To add a single referral, go to the Client section, click on the “Add Referral” in the top left. Type in the student’s last and first name. The name will auto-filter results in real time. Continue adding student details, including client ID, date of birth and school site location. If the student is not found in the system, the results field below will be blank and you will need to click on “Create New” to add the student and their referral information.
- To upload a list (bulk) of referrals, go to the Client section, click on the “Upload Referrals” in the top left. Select the school district Organization and school site Location. Download the bulk referral template and fill out the requested information. Upload the completed template and follow the prompted steps.
How do I submit a referral for additional services (or an evaluation) for a student who is currently receiving services from PresenceLearning?
Referrals for additional services or evaluation are added into the PresenceLearning system under the Client section. Within the Client section, click on the “Add Referral” in the top left. Type in the student’s last and first name. The name will auto-filter results in real time. If the student is already in the system, click on the row with the student’s name in the results table below. Continue adding the referral details, including Provider Type and Referral Type, and then click on “Add Referral” to get a confirmation that the referral was successfully added.
Where do I find the bulk referral template?
Download the bulk referral template here
A prompt to download the bulk referral template is also provided during the bulk upload process within the PresenceLearning system.
If I add a referral, but realize it’s wrong/needs to be corrected, what do I do?
To edit a referral, you need to be in the Client section. Search for the student for who you need to edit the referral for by tying in the student’s last and first name. The name will auto-filter results in real time. Click on the row with the student’s name in the results table below. The referral will be listed under the Services tab. Click on the + symbol next to the referral to expand it. You can make the edits directly to the referral. Once done, click “Save”.
I just added a student. Where can I find that student?
Once you’ve added a student at any of the school site locations within your district, you can find them listed in the Client section. You can filter the list by typing in the student’s last and first name. Click on the student row to access the student profile.
Where do I see the status of a referral I added?
The status of the referral you just added for a new or existing student is listed under the Services tab within the student’s profile. A list of students are located under the Client section. To open the student’s profile, click on the row with the student’s name in the table below and you’ll see the referral listed below. Once the referral is matched to a provider, it will be converted to a service plan and listed under the student’s profile as a service, and no longer contain the term “referral” in the description.
How do I add a new student?
Adding a new student is done through the process of adding a referral for service or evaluation.
See answer to "How do I submit a referral for a new student to PresenceLearning?"
How do I find a list of students that are in therapy?
Your student list will include former students as well as those who are currently receiving therapy from PresenceLearning. You can find your student list under the Student section. Once you click into the Student section, you can filter the list of students by status. There are 3 student statuses: Onboarding, In Service, Not in Service. The definitions and criteria for the various student statuses can be found in the Learn More section within the platform.
These automated statuses are derived from the Direct Services and Evaluation Statuses
Where can I find a student’s service plan details?
To find a summary of a student’s service plan details, locate the student in the Client section. You can view a list of services that the student has or is currently receiving under the Services tab within the student profile. Click on the + symbol to the left of the service to expand and view service details such as minutes required, frequency, metrics and NOMs.
How do I figure out which students have an approaching IEP or triennial due date?
To see which students have an approaching IEP or triennial due date, make sure you are in the Client section. Use the filters at the top of the student list to identify which student(s) you want to view. The columns can also be sorted to show ascending and descending dates for IEP or triennial due dates.
How do I access session notes (including SOAP notes)?
You can access session notes for an individual student or for all the students at one school site Location who are currently receiving services from PresenceLearning.
To access session notes for an individual student, locate the student in the Client section by typing in their last and first name or student ID. Open the student’s profile by clicking on the row with the student’s name in the results table below. Within the student profile, click on the events tab and create an event report (containing SOAP notes) with preferred date range. Once created you have the option to download the report in PDF or Excel format.
To access session notes for ALL the students at one school site location, locate that school site in the Location section by typing in the school site name. Open the location profile by clicking on the row with the location name in the results table below. Click on the Reports tab, which allows you to generate an event report (containing SOAP notes) with preferred date range. Once created you have the option to download the report in PDF or Excel format. Similar to student reports, location reports can also be created based on a specified date range and can be downloaded and used offline for IEP meetings, audits and reimbursements in some states.
Where can I find a student’s NOMS and progress metrics?
A student’s NOMS and progress metrics are available within the services detailed in the student’s profile. To view the student’s profile, locate the student in the Client section, and click on the row with the student’s name in the table below. Within the student profile, services tab find the service and click on the + symbol to the left of the service to expand and view the NOMS and progress metrics that the provider has documented.
What is the school year filter/field?
The school year filter gives you the ability to toggle between different school years to focus on students for the current school year (for example 2017-2018). Access student profiles from previous years or for all time, if needed. Also, you can use this filter to plan ahead! You can easily add students for this school year, students for summer school, and students you know will require therapy next year.
How do I validate that my invoice aligns with the services provided?
If you have any questions about the services listed in your invoice aligning with what services are provided, you can validate them by viewing the service details within the student’s profile. Services details will include a summary of all the sessions that occurred. To view the service details in a student’s profile, locate the student in the Client section, and click on the row with the student’s name in the table below. Click on the + symbol to the left of the service to expand and view the NOMS and progress metrics that the provider has documented.
What is the purpose of the absence dashboard?
Keeping track of student attendance is a major priority for school administrators and providers alike. We’ve created a new dashboard that highlights consecutive student service absences and 60-Day Rate. Within this dashboard, you can filter the list by a specific student, location (school site), or provider. Click on a specific student row within the filtered list to drill down into the details. Review absence session notes, access provider profiles to contact the provider who last saw your student, obtain contact information for a parent or guardian, and view all session notes. With these dashboards you will now have the ability to track trends, stay on top of absences, and use the charts to start conversations with teachers and parents.
What is the difference between consecutive student absences and 60 day trend?
Consecutive student absence count shows continuous absences for a student service, starting from the most recent event. For example if a student is receiving speech and occupational therapy, each service type will have its own count. This is a good indicator of student engagement challenges.
The 60-Day Rate is intended to give you a trend or pattern of student absences over a rolling 60-day period, on a per-service basis. This means if a student receives speech and occupational therapy from PresenceLearning, there will be one 60-Day Rate for speech therapy and another 60-Day Rate for occupational therapy. For example, if a student was absent for 3 of 8 appointments in the 60 days leading up to her most recent signed-off service, the 60-day absence rate would equal 38 percent.
A high percentage is cause for greater concern than a low percentage. This rate is best used to see attendance patterns, especially when consecutive absence counts are low.
Toggle between the Consecutive Absences and 60-Day Rate dashboard views to better understand and identify absence patterns at your school site(s).
Why do some students show up twice in the list?
The dashboard tracks students by service, not by an overall student trend. Which means if a student is receiving both speech and occupational therapy the student will have two services and may show up twice.
Where can I find my provider contact information?
The provider’s contact information is in the provider’s profile under the Contact Info tab. You can access the provider’s profile three different ways:
- In the Provider section
- Within the profile of the student that provider is serving
- Within the profile of the location where that provider is delivering services
Where can I find the students that are working with a PresenceLearning provider at my school site?
You can view the list of students a provider is serving at your school site in the provider’s profile under the Caseload tab. To access the provider’s profile, click into the Provider section. Search for the provider by tying in the provider’s last and first name. The name will auto-filter results in real time. To view the provider’s profile, click on the row with the provider’s name in the results table below.
How do I see a list of my students at my school site with the associated provider?
The Last Seen By column gives you the ability to see which provider conducted therapy most recently for a given student. Please note: more than one provider can be working with a student especially if a student is receiving more than one service from PresenceLearning.