Similarity check (for staff members)

To maintain the integrity of the work and prevent similarity between notes, you can use the similarity check feature inside the note. This feature can help you ensure that the session notes are unique and reflect the individualized care your clients deserve. In this guide, we'll walk you through how to use the similarity check feature to its fullest potential.

1. Activate the similarity check settings

1. To activate these features, you can follow these steps:

• Go to Agency settings
• Go to Daily Log

You will have 3 settings related to the similarity check:

1.1. Similarity check percentage

2. This setting allows agencies to define a specific percentage threshold for determining the acceptable level of similarity between session notes. When you configure a higher percentage for the similarity check, it means that the software will flag any session note pairs with a similarity percentage equal to or greater than the specified threshold. For example, if you set the threshold to 90%, notes with a similarity of 90% or higher will be flagged.

1.2. Behavior Therapy Session Progress Similarity Check

3. If you enable this setting, therapists will have the option to manually check the similarity of the session note they are currently working on. This check is performed at their discretion, as they will have access to a tool that allows them to initiate the similarity check. 

1.3. Check Behavior Treatment Session Progress Similarity on Submit

4. If you enable this setting, every time therapists attempt to submit the note the system will automatically check for similarity according to the percentage threshold. If the session note fails to meet the similarity criteria set by the agency, the system will prevent the therapist from submitting the note until the issues are addressed and the note passes the similarity check. This setting helps agencies maintain quality control and ensures that all session notes meet agency-specific standards for uniqueness.

2. Similarity report

2.1. Go to Similarity Report

5. Go to the Similarity Report from a staff account so that you can see all the notes from the agency that are presenting similarity problems:

2.2. List of notes with similarity problems

6. You will see a list with all the notes that have similarity problems, specifying therapist, client, date and time of each note.

2.3. Conflicting Notes

7. At the right of each note in the list, you will be able to see those that are involved in the similarity conflict:

Click here.

2.4. Report

8. You can also export this report:

2.5. Adjust the similarity percentage

9. You can adjust the minimum similarity percentage (90% by default) after which two notes will be considered "similar". To adjust the minimum similarity percentage, you can use the "Similarity Check Percentage" setting located in the Daily Log tab of the Agency Settings:

3. Accessing the Similarity Check Feature in the notes

3.1. Select a Session Note:

10. Choose the session note you want to check for similarity.

3.2. Navigate to the section Today's Progress:

11. In the section Today's Progress you will have access to:

1. Similarity check status:

Here you can monitor the status of the similarity check for the notes

12. - Not checked: This status indicates that a similarity scan has not been conducted on the note yet.

13. - Passed: When a note has passed the similarity scan. It indicates that there are no notable resemblances with any other note according to the agency's established percentage threshold for similarity.

14. - Failed: When the similarity scan has identified substantial similarities between this note and one or more other session notes. These similarities have exceeded the agency's established percentage threshold for acceptable similarity.

15.

2. Similarity scan:

• This tool allows to initiate a similarity check for the note:

3.3. Review & Fix Progress Similarities

16. After initiating the similarity check, the software will generate a report that highlights any similarities found within that session note with all the notes that share similarity with. For each note this report will include:

• Current progress:

This represents the progress of the session note that you are checking for similarity.

• Previous progress:

This corresponds to the progress of the notes identified as sources of similarity.

• Comparison between the current and previous progress:

This is where you'll find the highlighted text that reveals the sections of text with similarities.

• Red Highlight: Marks sections of text with similar content, making it easy to identify areas of overlap.
• Green Highlight: Highlights areas where the content differs between the two notes, allowing you to pinpoint distinctions.

3.4. Addressing Similarity Issues

17. If the similarity report reveals concerning similarities, here's what you can do:

• Review

Carefully examine the highlighted text to identify areas of concern and determine necessary modifications.

• Edit the "Current progress" section

Make the required modifications within the "Current progress" section to ensure the content is both unique and precise. These changes will instantly update the "Comparison between current and previous" section.

• Check for similarities

Keep checking for similarities until the note meets the agency's specified percentage threshold for acceptable similarity. 

18. - Ongoing Similarity Issues

Should the note still have similarity issues despite your changes, the "Failed" status will remain in place until it satisfies the necessary conditions.

19. - Note Successfully Passes

Once the note satisfies the similarity check criteria, it will display a "Passed" label.

4. Best Practices for Using the Similarity Check Feature

20. - Run Regular Checks: Make it a routine to use the similarity check feature for every session note.

• Educate Your Team: Ensure that everyone understands the importance of similarity checks and how to use the feature effectively.