Take group session attendance

Outcome

A group session's attendance is recorded during or right after the session, the supervision-ratio and group-size compliance checks ran live so issues are caught in the room, and the eventual claim builds without the scrubber flagging anything you did not already see.

Prerequisites

Scope	What it lets you do
clinical.group-session.read	View session list / detail / billing preview
clinical.attendance.write	Update attendance status

A group session already exists. Sessions arrive from the scheduling feed, or a supervisor can create one ad-hoc from the list page.

The list page

/group-sessions. Filters:

Filter	Default
Date range	Today
Facility	Yours
Group type	All
Status	All

Each row shows the session's date/time, facility, group type, supervisor, roster size, and attendance state (e.g. 3 attended, 1 absent, 1 scheduled).

The detail page

Click a session for /group-sessions/:id.

Header

Date, time window, facility, group type. The Supervisors card lists every distinct provider whose staff_assignment.role = 'SUPERVISING' is joined to a participant in the session.

Roster

One row per participant. Each row carries an attendance status with buttons limited to legal next states:

From	Allowed next
SCHEDULED	ATTENDED, ABSENT, LATE
ATTENDED	ABSENT, LATE
LATE	ATTENDED, ABSENT
ABSENT	ATTENDED, LATE

Buttons for illegal transitions are not rendered; if you craft a request manually, the server returns HTTP 409.

Billing preview

Lives at the bottom of the detail. The platform runs the same helpers the post-claim scrubber will use (countBillableParticipants, resolveGroupSizeBand) so warnings shown here are warnings the scrubber will fire later.

The preview resolves the primary active coverage policy of any participant in the session and uses that payer + the session facility's state for supervision-rule and size-band lookups. When no coverage matches (e.g. unenrolled roster), the preview reports billableCount and any GROUP_UNATTENDED_BILLED issue but skips payer-scoped checks.

Steps

1. Open the session at /group-sessions/:id before or right when it starts.

2. Mark the supervisor's attendance. The Supervisors card carries the same buttons the roster does (a supervisor counts as participating but not billable).

3. As participants arrive, click ATTENDED (or LATE for arrivals after the start time). Default is SCHEDULED → leave alone if a participant no-shows the entire session, then mark ABSENT at the end.

4. Watch the Billing preview. As you mark attendance, the preview recomputes. Common warnings:

   Warning	Meaning
   SUPERVISION_RATIO_BREACH	Too many participants per supervisor for the payer's rule.
   GROUP_SIZE_BAND_MISMATCH	The group size falls between billable bands; the claim will be coded to the next band down.
   GROUP_UNATTENDED_BILLED	A scheduled-but-unmarked participant remains; clarify before billing.

   Resolve in the room when possible (call in another supervisor; mark a no- show as ABSENT).

5. At session close, finalize. Any participant left at SCHEDULED is a prompt to mark them ABSENT. Once every row is in a terminal state, the session is ready to bill.

6. The platform builds charges automatically for ATTENDED and LATE participants when the session crosses its end time, using the group-size-band rate. No further action is needed unless billing is locked.

Locked sessions

Once charges are built and a claim has been created, the session is locked — attendance edits return HTTP 409 with status LOCKED. To force a correction:

1. Confirm the consequence. Reverting attendance after billing means voiding the existing charges and rebuilding the claim. This re-renders any already-submitted EDI as a void/replace.

2. Pass force=true by clicking Force update on the row's menu. The platform voids the affected charges, re-runs the billing pipeline, and audit-logs the override.

Validation

Check	Expected
Roster transitions to terminal states	All participants ATTENDED, LATE, or ABSENT.
Billing preview shows zero blocking issues	Warnings either green or knowingly accepted.
Charges built post-session	Visible on each member's Encounters tab.
Claim builds without group-billing scrubber issues	Claim → Validation tab is clean.

Troubleshooting

Symptom	Cause	Fix
Supervisors card is empty	No staff_assignment.role = 'SUPERVISING' linked	Add the supervisor assignment via the staff admin; reload.
SUPERVISION_RATIO_BREACH cannot be cleared	Genuine over-ratio	Add another supervisor's name (if a second supervisor was present) or document the exception per state rule and accept the breach.
GROUP_UNATTENDED_BILLED remains after marking everyone	A late-added participant exists on the roster but has no row visible	Reload the page; the roster is fetched fresh on each open.
Force update not visible	Missing clinical.attendance.write.force scope	Ask a supervisor with the scope.

Next

3.2 — Bulk-enter charges