The NOTES tab provides a way for staff members to record and share notes in a dedicated space within the client record.
Overview
Depending on the agency's sharing settings and the staff member's access role, notes can be shared, edited, and deleted within and across agencies. An individual note can also be made private to the agency of the user who created it, regardless of the agency's sharing settings.
Note: the NOTES tab can be enabled or disabled in the agency's Navigation Profile and a staff member's Access Role.
Creating Client Notes
To create a note, click the NOTES tab within the client record and click ADD NOTE.
The CLIENT NOTES page appears.
Enter a Title for your note, select a Date, select a Category, and type the desired text in the Notes field. The system automatically populates the Agency field with your agency name (or the name of the agency you are switched into).
Note: the Category options are determined by system administrators by editing the "note_categories" field in Field Editor. Please contact your system administrator if you need assistance determining which Category option to select.
Optional Time Tracking fields are available, which allow users to record the number of hours and minutes associated with the note. An agency may use these fields to collect the time spent entering the actual note or the total time spent on the client's session.
You may also turn on the Private toggle, which means the note will only be visible to staff members at your agency, regardless of the agency's sharing settings. For more information, see Making Client Data Private.
When you are done, click ADD RECORD.
Viewing and Modifying Client Notes
Notes available to you will display in the NOTES tab and include the name and agency of the staff member who created the note and the date it was created/last modified. Depending on your access role and the agency's sharing settings, you may be able to view, edit, or delete notes created by users at other agencies.
To view or edit a note, hover over the note title from the NOTES tab and click the Edit icon. If Notes is set to "Basic Shared" by the creating agency, this option is not available to staff members at other agencies.
The CLIENT NOTES page for that note appears. Make any desired edits, then click SAVE CHANGES.
Note: If you click SAVE CHANGES on the CLIENT NOTES page without making any changes, the system will not track the action in the Audit Log, will not display the green "Changes successfully saved" banner, and will not update last_updated and ref_user_updated.
Program Notes
If the Program Notes setting has been enabled for a program, you can add notes within the Notes tab of a client's program enrollment. Notes added from within an enrollment will appear in both the program enrollment Notes tab and client-level NOTES tab and can be viewed and modified in either place. The sharing of notes added from a program enrollment is subject to the creating agency's Notes sharing settings, not their Service/Programs/Assessments sharing settings.
To add a new program note, open the applicable program enrollment, click the Notes tab, and click ADD NOTE.
Audit Log
Users with the appropriate access can click the Audit Log button at the bottom of the CLIENT NOTES page to track changes made to a note.
Updated: 7/31/2023