The supervisor review workflow is a core part of Get RBT Notes. It is designed to meet BACB supervision requirements and support the quality assurance role that BCBAs are responsible for in ABA therapy delivery.
Why Supervisor Review Matters
BACB standards require that BCBAs maintain ongoing oversight of the work performed by RBTs under their supervision. Session documentation is one of the primary records through which this oversight is exercised. Reviewing and approving session notes is not just an administrative task — it is a clinical responsibility.
Get RBT Notes builds this responsibility directly into the documentation workflow, making it easy for BCBAs to fulfill it without it becoming a significant time burden.
The BCBA Review Queue
When an RBT submits a session note for review, it appears immediately in the assigned BCBA’s review queue. The queue shows:
- Client name
- Session date and duration
- RBT who conducted the session
- Time since submission
- Note status (Pending Review / Needs Revision)
Notes are sorted by submission time, with the oldest pending notes at the top. BCBAs can filter the queue by RBT, client, or date range.
Reviewing a Note
Clicking a note in the queue opens the full session record, including:
- The structured session data entered by the RBT (programs, trial data, behaviors)
- The AI-drafted and RBT-reviewed SOAP narrative
- Any observations or free-text additions from the RBT
The BCBA reads through the note in full. The structured data and narrative are displayed side by side, making it easy to verify that the narrative accurately reflects the session data.
Adding Comments and Requesting Revisions
If the BCBA identifies issues — missing information, inaccurate statements, insufficient detail, or clinical concerns — they can:
- Add inline comments to specific sections of the note
- Write a general revision request explaining what needs to change
- Return the note to the RBT with a status of Needs Revision
The RBT receives a notification that their note requires changes, sees the BCBA’s comments, and updates the note accordingly before resubmitting.
Approving a Note
When the note meets documentation standards, the BCBA clicks Approve. This action:
- Locks the note — the content cannot be edited after approval
- Records the BCBA’s name and the approval timestamp as part of the permanent record
- Updates the note status to Approved
- Makes the note available for export and clinical reference
Approval is the BCBA’s formal sign-off that they have reviewed the session documentation and find it clinically accurate and compliant.
Supervision Records
Every review action is logged:
- When a note was submitted by the RBT
- When the BCBA opened the note for review
- Any comments or revision requests added
- When the note was approved and by whom
This creates a complete supervision record for every session, which is available for BACB supervision audits, payer reviews, and agency compliance checks.
Notification Flow
| Event | Who Is Notified |
|---|---|
| RBT submits a note | BCBA assigned to the client |
| BCBA requests revision | RBT who submitted the note |
| RBT resubmits after revision | BCBA |
| BCBA approves the note | RBT (confirmation) |
Notifications are delivered within the application and optionally via email, depending on account preferences.
Managing Multiple RBTs
BCBAs supervising several RBTs can filter their review queue by:
- Individual RBT
- Client
- Date range
- Status (pending, needs revision, approved)
This makes it straightforward to prioritize overdue notes, identify RBTs with consistently returned notes, and maintain an overview of documentation compliance across the entire caseload.
