Uploading and Managing Board-Required Documents on Motivo

Uploading and Managing Board-Required Documents on Motivo

The document upload feature helps supervisors and supervisees securely share and organize important board-required documents, such as weekly logs and supervision agreements. This process ensures compliance with licensing boards while keeping everything organized and easily accessible.

How to Upload Documents

1. Log in to your dashboard: Begin by logging into your Motivo account.
2. Click the Supervisees tab: click on the "Supervisees" tab to see a list of supervisees.
3. Select the supervisee's name: Click on the name of the supervisee whose document you want to upload.
4. Upload document: Click the "Upload Document" button, select the file you need to upload, and follow the prompts to complete the process.

Downloading a document: To download a document, simply click on the document title, and the download will begin.

Renaming or deleting a document: If you need to rename or delete a document, click the three dots next to the document. A menu will appear with options to rename or delete the file.

Watch this video for a complete walkthrough of how to upload, download, rename, and delete documents.

Benefits of Uploading Documents

1. Improved Organization and Compliance
   • The document exchange feature allows for seamless organization of all board-related documentation.
   • It ensures that supervisors and supervisees have immediate access to the necessary documentation in case of board inquiries or audits.
2. Enhanced Communication and Accountability
   • By maintaining up-to-date logs and supervision agreements, both supervisors and supervisees can clearly track progress and adherence to regulatory requirements, fostering a transparent and accountable supervision relationship.
3. Streamlined Administrative Processes
   • The platform reduces the need for manual tracking, filing, and follow-up, allowing supervisors to focus more on the quality of the supervision process rather than paperwork.
4. Fosters Professional Development
   • Regular review and feedback of the documents create learning opportunities for supervisees, reinforcing best practices, professional growth, and adherence to ethical standards.

Best Practices for Document Exchange

1. This feature is strictly for board-required documents only. No Protected Health Information (PHI) should be uploaded to the platform.
   • For example, if a supervision hours log has client initials on it, please remove those before uploading them.
2. Establish clear expectations for document submission
   • At the beginning of the supervisory relationship, clarify which documents need to be submitted, their format, and the frequency of submissions. For example, weekly hours logs should be submitted at the end of each week, and supervision agreements should be uploaded at the start of the supervisory relationship.
   • Use Motivo’s file-sharing feature to retrieve and upload documents directly to/from the platform.
3. Utilize the platform’s organization tools
   • [How-to video for document uploads feature]
   • Label each document clearly, using a consistent naming convention like “Weekly Log_ [Supervisee Name] _ [Date],” to make tracking easier.
4. Integrate document review into supervision sessions
   • Reviewing these documents regularly during supervision sessions ensures that both you and your supervisees are up-to-date on progress and compliance with board requirements.
   • Supervisors should provide feedback on the content of the weekly logs and other documents, ensuring that they are complete, accurate, and reflective of actual work.
   • This can also serve as a learning tool to reflect on clinical work, reinforcing professional development goals.
5. Maintain compliance with board regulations
   • Motivo’s secure file-sharing feature is for supervisors and supervisees to exchange board-required documents ONLY.
   • Supervisors should double-check that the documents being exchanged meet all board-specific requirements (e.g., certain boards may require logs to be signed, specific evaluation formats, etc.).
6. Ensure backup and documentation for audit preparation
   • Motivo’s document storage acts as a backup for all supervision-related documentation, making it easier to retrieve necessary documents during audits or for board reviews.
   • Supervisors and supervisees are encouraged to also keep copies of all submitted documents for their own records.
   • Since the person who uploads the document can also delete it, we recommend that supervisors and supervisees download all documents shortly after they are uploaded.
7. Regularly audit document status
   • Supervisors should periodically review the supervisee’s document submissions to ensure everything is up to date and meets board requirements.
   • Consider scheduling quarterly audits where both the supervisor and supervisee review all submitted documents to ensure compliance and address any gaps.