Adding notes

You can add standard notes about clients in different places in the application to address different aspects of client care.

Before you begin

With the exception of Private and Private to Role types, note types can be configured to be shared with integrated systems.

About this task

If you have access to sensitive notes for the client, you can add a sensitive note to make it visible to any user that is assigned a security role with access to the Sensitive Notes resource.

If you create a note and a sensitive note, two separate notes are saved. You can use one for sensitive content and the other one for non-sensitive content. If you create a sensitive note, the shared details, for example, Type, Subject and Duration are common to both notes. A private or private to role cannot be sensitive.

If note types are configured to be editable by the care team, you can save a note that you want to return to later as a draft or ready for review version, or as the final version.

  • Draft version - adds the note with a Draft status, which allows you to edit the note.
  • Ready for review version - adds the note with a Ready for review status, which allows you to edit the note to incorporate the review outcome.
  • Final version - adds a note with a Final status, which prevents you further editing the note.

Procedure

  1. Sign in to your account.
    Your home page opens.
  2. To see your clients, from the Side Navigation Menu, select Clients > My Clients, or search for other clients.
  3. Click a client name.
    Their Summary View opens.
  4. Click History > Notes.
    The Notes list opens. You can see the type of note that was added and its current status, details of each note, and any comments on the note. If there are comments, a comments icon and counter are displayed in the Subject field. Starting with the most recent notes, all the notes that are recorded for the client are displayed. To identify a user who created or updated a note, click the tooltip on the user name and review the care team member's profile and contact details, assigned roles, and organization unit (if enabled).
  5. Click New Note.
    The New Note page opens.
  6. Enter a subject and your note.
    Tip: The subject cannot be longer than 120 characters, and the note cannot be longer than 30,720 characters.
  7. If you are assigned a security role that grants access to sensitive notes, you can also add a note that is sensitive:
    • Add Sensitive Note - Click to create a sensitive note and only users that are assigned a security role with access to the Sensitive Notes resource can view it.
    • Sensitive Note - Enter the note text.
    • Remove Sensitive Note - Click to remove the sensitive note.
  8. From the Type list, select the client activity category that best describes the nature of the note. The categories that you can choose include Access and Continuity, Assessment, Care Management, and many more.
    Note: To enable you to quickly create a private note, when you launch the New Note page from the Latest Private Note card on the client's Summary view, the note Type defaults to Private.
  9. In the Creation Date field, enter the date of the note.
  10. In the Duration field, enter how many minutes the client activity took to complete.
  11. Optional: If configured to display, set these note sharing options:
    1. From the Share list, select Yes.
      You must select Yes to specify the Share With options.
    2. From the Share With list, select one or more options from the list of configured external systems.
  12. If configured to be shown, select the source of the note (mandatory) and the name of the original source system where the note originated (optional).
  13. Optional: If configured to be editable, set the appropriate Save As status for the note: Draft, Ready for review, Final.
    Restriction: You cannot set note types of Private and Private to Role to Ready for Review status because such notes are visible only to the author of the note, or the author and any user with the same care team role who has access to the client's file.
  14. Click Save.
    The Notes list updates to provide context information so that you know the type of note that was captured. For each listed note, you can see who added the note and when, the note type, and its current status. For example, the note type is displayed as General if you add a general client note, or as Assessment if you add a note relating to a client's assessment.