Therapist Resource Hub
Quick access to Pure Hearts Therapy policies, procedures, forms, training, and commonly used resources.
Important Updates
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Whenever possible, obtain the parent or caregiver’s signature in person on the day of the visit.
If a signature cannot be obtained during the visit:
Complete and sign the SOAP note.
Return to the documentation list in ClinicSource.
Select the checkmark beside the completed SOAP note—do not open the note.
Select the fax icon at the top of the page.
Scroll to the right and select Dispatch.
Select the client and send the SOAP note to the parent or caregiver for signature.
Follow up as needed to ensure the signature is completed within 24 hours.
All SOAP notes must have a parent or caregiver signature. If you experience difficulty obtaining one, notify the administrative team promptly.
Updated July 2026
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Effective July 1, 2026, supervisors are paid for actual supervision and care-coordination time rather than per-note or per-signature payments.
Billable supervision activities
Supervision time may be billed when the supervisor directly coordinates with:
An assistant regarding clients on the assistant’s caseload
A client’s parent or caregiver regarding services provided by the assistant
Both the assistant and family as part of care coordination
Examples include clinical phone calls, virtual meetings, case discussions, treatment recommendations, safety concerns, caregiver concerns, and guidance regarding changes to treatment.
Substantive clinical texts and emails may also be counted. Scheduling, administrative communication, documentation reminders, and simple acknowledgments are not billable supervision activities.
Non-billable activities
Routine documentation responsibilities are not separately billable, including:
Reviewing or signing SOAP notes
Reviewing or signing evaluations, care plans, progress reports, or discharge documents
Making routine documentation corrections
Completing a discharge without direct coordination with the assistant or family
If a discharge or other clinical situation requires direct communication with the assistant or family, the actual time spent communicating may be billed.
Recording supervision in ClinicSource
Create a supervision visit in ClinicSource.
Use the appropriate procedure:
OT SUP for occupational therapy supervision
PT SUP for physical therapy supervision
ST SUP for speech therapy supervision
Enter the assistant’s name as the client, not the name of the therapy client discussed.
Record the actual amount of supervision or care-coordination time provided.
Document a general summary of the supervision in the SOAP note.
If direct family coordination occurred, clearly state that in the SOAP note.
Avoid including client names or unnecessary PHI in the assistant’s supervision record.
When a supervision conversation covers multiple clients on the same assistant’s caseload, create one entry under the assistant’s name for the total length of the conversation. Do not create separate entries for each client or record the same time more than once.
If the discussion results in a meaningful clinical decision for a particular client—or includes direct communication with that client’s family—add a brief corresponding communication note to the client’s actual chart.
Text and email communication
Combine substantive clinical texts and emails with the same assistant into one daily supervision entry. Record the total active time spent reading, responding, and providing clinical guidance, rounded to the nearest five minutes.
Round the combined daily total once rather than rounding every individual message. A five-minute minimum may be used only when substantive clinical supervision or family coordination actually occurred.
Routine scheduling, payroll questions, documentation reminders, note signatures, and messages such as “received” or “looks good” are not billable.
Updated July 2026
-
Effective July 1, 2026, supervisors are paid for actual supervision and care-coordination time rather than per-note or per-signature payments.
Billable supervision activities
Supervision time may be billed when the supervisor directly coordinates with:
An assistant regarding clients on the assistant’s caseload
A client’s parent or caregiver regarding services provided by the assistant
Both the assistant and family as part of care coordination
Examples include clinical phone calls, virtual meetings, case discussions, treatment recommendations, safety concerns, caregiver concerns, and guidance regarding changes to treatment.
Substantive clinical texts and emails may also be counted. Scheduling, administrative communication, documentation reminders, and simple acknowledgments are not billable supervision activities.
Non-billable activities
Routine documentation responsibilities are not separately billable, including:
Reviewing or signing SOAP notes
Reviewing or signing evaluations, care plans, progress reports, or discharge documents
Making routine documentation corrections
Completing a discharge without direct coordination with the assistant or family
If a discharge or other clinical situation requires direct communication with the assistant or family, the actual time spent communicating may be billed.
Recording supervision in ClinicSource
Create a supervision visit in ClinicSource.
Use the appropriate procedure:
OT SUP for occupational therapy supervision
PT SUP for physical therapy supervision
ST SUP for speech therapy supervision
Enter the assistant’s name as the client, not the name of the therapy client discussed.
Record the actual amount of supervision or care-coordination time provided.
Document a general summary of the supervision in the SOAP note.
If direct family coordination occurred, clearly state that in the SOAP note.
Avoid including client names or unnecessary PHI in the assistant’s supervision record.
When a supervision conversation covers multiple clients on the same assistant’s caseload, create one entry under the assistant’s name for the total length of the conversation. Do not create separate entries for each client or record the same time more than once.
If the discussion results in a meaningful clinical decision for a particular client—or includes direct communication with that client’s family—add a brief corresponding communication note to the client’s actual chart.
Text and email communication
Combine substantive clinical texts and emails with the same assistant into one daily supervision entry. Record the total active time spent reading, responding, and providing clinical guidance, rounded to the nearest five minutes.
Round the combined daily total once rather than rounding every individual message. A five-minute minimum may be used only when substantive clinical supervision or family coordination actually occurred.
Routine scheduling, payroll questions, documentation reminders, note signatures, and messages such as “received” or “looks good” are not billable.
Updated July 2026
Quick Reference
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SOAP notes: Complete and sign promptly after each visit.
Caregiver signatures: Obtain during the visit or dispatch for signature within 24 hours.
Evaluations: Complete within one week.
Quarterly reports: Due by the 15th of the month following the reporting quarter.
Care plans: Complete before the current plan expires.
Only completed and properly signed documentation is eligible for payment.
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Visits from the 1st–15th: Invoice information is due on the 16th.
Visits from the 16th–end of month: Invoice information is due on the 1st.
Review your ClinicSource visits and report corrections promptly.
Visits must be completed, accurately entered, and properly signed before payment.
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Notify the family promptly when you need to cancel or reschedule. Document family cancellations, therapist cancellations, and no-shows according to the Pure Hearts Therapy cancellation policy.
Makeup visits may be completed when clinically appropriate and agreed upon by the family, but they must remain within the client’s authorized units and service period.
Report recurring cancellations, difficulty contacting a family, or an extended interruption in services to the administrative team.
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Do not provide services outside the client’s approved authorization period, frequency, discipline, or available units.
Contact the administrative team if:
An authorization appears expired or incorrect
Available units are running low
The authorized frequency does not match the care plan
A family requests additional visits
You are instructed to pause services
A client transfers to or from another provider
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Item descFor an immediate emergency, call 911 and ensure the client’s safety. Notify the parent or caregiver and Pure Hearts Therapy as soon as safely possible.
Complete an incident report for injuries, accidents, medication concerns, unusual events, suspected abuse or neglect, or other significant safety concerns. Document facts objectively and avoid speculation.
Complete Incident Report
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Scheduling and onboarding: Scott email: scott@pureheartstherapy.com Phone: 480-447-9646
Operations and general support: Viridiana Cruz Vergara Email: support@pureheartstherapy.com Phone: 480-944-0771
Authorizations: Viridiana Cruz Vergara Email: support@pureheartstherapy.com Phone: 480-944-0771
Clinical or supervision questions: Assigned supervisor
ClinicSource workflow help: Brian or booking link
Technical ClinicSource problems: ClinicSource Support
Billing: Mark Acevedo email: Mark Acevedo billing@pureheartstherapy.com Phone: 623-385-2991
Urgent incidents or safety concerns: Brian Keene email: brian@pureheartstherapy.com Phone: 480-930-4115
Emergency: 911
PHT Phone Number: 623-336-1766
PHT email: info@pureheartstherapy.com
PHT Fax: 602-926-8000
Policies & Procedures
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Review the Pure Hearts Therapy Policy Manual for the company’s complete clinical, administrative, professional, and safety requirements. The summaries on this page are provided for quick reference. If a summary conflicts with the policy manual, contact the administrative team for clarification.
Forms & Reporting
Credentials & Compliance
Therapists and therapy assistants are responsible for maintaining all credentials, training, insurance, background checks, and provider enrollments required for their role.
Please submit updated documents before the current document expires. Do not provide services if a required license, certification, clearance, training, insurance policy, or provider enrollment has expired, become inactive, or is otherwise restricted.
Notify Pure Hearts Therapy immediately if the status of any credential changes.
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Typical renewal cycle: Based on certificate expiration, typically every two years
CPR and First Aid certifications must remain current throughout your time with Pure Hearts Therapy. Training must meet the requirements applicable to your role and the services you provide.
Submit an updated certificate whenever your certification renews or changes. Do not provide services if a required CPR or First Aid certification has expired.
Training assistance: Mark, our biller, is available to provide approved CPR and First Aid training.
Submit Updated CPR/First Aid Certificate
Training assistance: Mark, our biller, is available to provide CPR and First Aid training.
Contact Mark:
623-385-2991
billing@pureheartstherapy.com -
Typical renewal cycle: Annual or upon policy renewal
Therapists and therapy assistants must maintain professional liability insurance that meets Pure Hearts Therapy and applicable payer requirements.
Submit an updated certificate of insurance whenever your policy renews, changes, or is replaced. Notify Pure Hearts Therapy immediately if your coverage is canceled, interrupted, or modified.
Submit Updated Liability Insurance
Below is a link to help you shop for insurance:
https://www.insureon.com/small-business-insurance/professional-liability
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Typical renewal cycle: Every six years
Maintain a valid Arizona Level One Fingerprint Clearance Card when required for your role. Submit a copy of the front and back of your current card.
Notify Pure Hearts Therapy immediately if your card expires, is suspended, is denied, or otherwise changes status. Arizona DPS recommends beginning the renewal process approximately three months before expiration.
Submit Fingerprint Clearance Card
Use this link to sign up, renew, or verify fingerprint clearance card:
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Typical renewal cycle: Based on your licensing board, commonly every two years
Therapists and therapy assistants must maintain an active Arizona professional license or certification appropriate to their discipline and role.
Submit an updated copy whenever your license or certification renews or its status changes. Do not provide services if your required license or certification is expired, inactive, suspended, restricted, or otherwise not in good standing.
Notify Pure Hearts Therapy immediately of any investigation, restriction, disciplinary action, or status change that could affect your ability to provide services.
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Renewal cycle: Does not expire, but information must remain current
Licensed providers must obtain and maintain an accurate National Provider Identifier when required for their role.
An NPI generally remains with the provider for life and does not require renewal. However, covered providers must update NPPES within 30 days when information changes, including a name, mailing address, practice address, taxonomy, license information, or contact information.
Notify Pure Hearts Therapy after making changes that may affect enrollment, authorizations, credentialing, or billing.
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Typical revalidation cycle: Every four years or when requested by AHCCCS
Therapists and therapy assistants required to participate in AHCCCS (OT, PT, ST, STA) must maintain an active provider enrollment through the AHCCCS Provider Enrollment Portal, also known as APEP.
Complete enrollment applications, modifications, revalidations, domain-access requests, and other instructions from Pure Hearts Therapy promptly. AHCCCS generally requires providers to revalidate every four years and may request an earlier off-cycle revalidation. Failure to complete revalidation by the required deadline can result in termination of the provider’s enrollment.
Notify Pure Hearts Therapy immediately if you receive an AHCCCS notice or if your enrollment, name, license, address, taxonomy, ownership information, or provider status changes.
AHCCCS Provider Enrollment Portal, or APEP.
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Typical renewal cycle: Every three years or earlier if directed
Team members who provide applicable DDD services must complete and maintain current Article 9 training.
Article 9 addresses the rights of individuals receiving developmental-disability services and requirements related to behavior support. Required team members must complete initial training before working independently with DDD members and must complete recertification as directed by DDD, not to exceed three years.
Submit your completion certificate to Pure Hearts Therapy after completing or renewing the training.
Training assistance: Mark, our biller, is available to provide approved Article 9 training.
Contact Mark:
623-385-2991
billing@pureheartstherapy.com -
Typical renewal cycle: Every three years and whenever disclosed information changes
Complete the official Arizona Criminal History Self-Disclosure Affidavit, LCR-1034A, accurately and in its entirety. The completed affidavit must be notarized. DDD materials identify a three-year renewal cycle for this document.
Notify Pure Hearts Therapy immediately if information previously disclosed changes. Because this form contains sensitive personal information, submit it only through Pure Hearts Therapy’s approved secure method.
Download Criminal History Self-Disclosure Affidavit
Notary assistance: Mark, our biller, can notarize the affidavit at no charge. Do not sign the affidavit until you are meeting with the notary.
Contact Mark to schedule:
623-385-2991
billing@pureheartstherapy.com -
Typical renewal cycle: Annual, with ongoing automated rechecks
Individuals working in applicable direct-service positions must complete the required Arizona Centralized Background Check.
The CBC portal coordinates applicable Department of Child Safety Central Registry, Adult Protective Services Registry, and Fingerprint Clearance Card status checks. Annual employment background checks are required, and the CBC portal may conduct additional automated rechecks throughout the year.
Complete requests and respond to CBC notifications promptly. Background-check information is confidential and should only be submitted through the approved secure method.
Instructions for the CBC background check:
Watch Video 3: Submit an Employment Request: Individual
Visit https://cbc.az.gov/
Select the employment option
Enter the contract number: Q03202416109
Complete all requested information
Notify Pure Hearts Therapy after the request has been submitted.
Need Assistance?
Mark can assist with CPR and First Aid training, Article 9 training, and notarizing the Criminal History Self-Disclosure Affidavit.
Phone: 623-385-2991
Email: billing@pureheartstherapy.com
ClinicSource
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Access your ClinicSource account using the link below. Please keep your login information confidential and do not share your credentials with anyone.
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Visit the ClinicSource video tutorial library for guidance on documentation, scheduling, billing, reports, and other common tasks.
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For password problems, system errors, missing features, or other technical issues, use the Help section inside ClinicSource to review the user guide, access additional tutorials, or submit a support ticket using the email below:
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If you have reviewed the available resources and still need help with a Pure Hearts Therapy workflow or documentation process, schedule a meeting using the link below.
Helpful Links
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