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Document a group service

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This article outlines the steps for documenting group services and providing additional details related to individual group note documentation from within the group note in group service entry in myEvolv.

Three sections are available to document services: 

  • Activities - Events can be scheduled from here. Events available are limited to Group Activities.
  • Training  - Events can be scheduled from here. Events available are limited to Group Training events.
  • Service Entry - Events can only be entered. No scheduling can be completed from this area. Events available are limited to Group Activities.
  1. Go to: Groups > Service Management > Service Management > Service Entry.
  2. Choose Select Group and search for and select a group. 
  3. If the group contains multiple units, select Unit/Class and choose the desired unit. 
  4. Choose a group service:
    • Select Add New and choose from the group services under the desired program.
      OR
    • Select Add Event to the right of the program line and select the group service.
  5. In the Get Date Time window, select a date and time for the service and select Update.
    Result: The Activities - Group Activities form opens.
  6. Complete the required fields and any additional fields specific to the group.
  7. Go to the Group Members section to see a list of clients enrolled in the group.
    • Select the Present? check box for the group members who attended the service.
      • The start time and duration populate with the time and duration entered on the group note. You can modify this information for the individuals present.
    • Select No Show if an individual is not present.
      • When No Show is selected, you have the option to indicate Represented by Other? and can select the Participant Role and the Participant. The participant information pulls from the related persons for the individual, such as a family member or collateral.   
  8. If your agency does not use custom individual group notes, enter Notes, Goal, and Diagnosis as appropriate.
  9. If your agency uses custom individual group service notes, skip entering the notes, goal, and diagnosis and Save the group note.
    Notes: 
    • The View Service button is only available after the group service event is saved. 
    • You need to Re-open the group session to make the View Service button modifiable.
  10. Select View Service to open the individual's specific group service note.
    • This is the preferred method of documenting information for a specific group member since fields on the group sub-form cannot be modified by agencies (such as goals).
    • Selecting View Service to access the individual group service note for a specific group member, allows you to document multiple goals for a person and complete any additional custom documentation that might be required by your agency.
  11. Complete the documentation for each group member.
  12. Select Save.
  13. Optional. If your event is set up to E-sign, Submit, or Route, open the event to complete the signing and approval process. 

Notes:

  • Fields documented on the group service event populate in the individual group service if the fields are on the individual group service event form. If fields are updated on the individual group service note, they are overwritten and repopulated with information entered on the group service event. For example: Team Activity is entered as the activity type on the group event, and a staff member modifies the individual service event note to remove the Team Activity because the member did not participate. When the group service event note is completed, the activity type repopulates with Team Activity.  
  • Some fields on a group service event can be linked to billing rates, such as Activity Type, Encounter With, and Is Telehealth. To reduce the risk of error, it is recommended that agencies make all fields from the group event form that are also present on the individual group service form to be not modifiable. 
  1. If the group note is not locked, you can perform the following actions:
  • Modify the event - Select the event to reopen the Activities - Group Activities form and make changes.
  • Add or edit a group progress note - In the far right column, select Actions and choose Add Note if no note has been added, or select Note to add or edit a group note.
  • Delete the group service event - In the far right column, select Actions and choose Delete Service.