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Case Notes Overview

The Case Notes feature allows Team Members to create and store documentation related to a patient's care. 

 

✍️ Creating a New Case Note

To create a new Case Note:

  1. Go to the Patient Profile.

  2. Select the Case Notes tab.

  3. Click + Case Note.

You’ll be taken to the Case Note Entry screen.

Case Note Entry Fields

  • Patient Info: Auto-filled at the top with patient name, DOB, and MRN.

  • Clinician / Discipline: Auto-filled based on the Team Member completing the note.

  • Linked Appointment: Use the dropdown to attach a specific appointment to this Case Note (optional).

  • Template: Click Select Template to choose a pre-defined structure (e.g. Psychology Note, Group Program Note).

    • Templates are created via the Administration -> Case Note Templates screen.

    • Selecting a template will overwrite any existing content in the editor. A warning is shown before proceeding.

  • Title: Enter a title for your note (e.g. “Case Note”, “Psych Note”).

  • Case Note: A rich text editor where you can write your clinical note. Includes:

    • Text formatting

    • Bullet/numbered lists

    • Checkbox lists

    • Table and quote insertion

    • Link/image support

    • Dynamic terms (e.g. patient name)

    • Markdown/code view

Actions

At the bottom of the screen, you can:

  • Cancel – exit without saving

  • Save & Exit – save the note as In Progress and return later to complete

  • Save & Finalise – lock the note as a final version

  • Delete – permanently delete the note (available before finalization)

📚 Case Notes List View

The Case Notes tab within a patient's profile displays all notes in a sortable table.

Each row shows:

  • Created On – Date/time the note was first created

  • Title – Clickable to open the Case Note

  • Template – The template used (if any)

  • Created By – Name of the Team Member

  • Discipline – Profession of the Team Member

  • Note Status – Either In Progress or Finalised

  • Linked Appointment – Session name/date, if linked

  • Last Modified – Date/time of the most recent update

You can filter notes by:

  • Discipline

  • Author

  • Template

Use the pagination controls to navigate between pages.

🧠 Additional Tips

  • Where appropriate link a Case Note to an appointment to help track clinical services.

  • Use templates to standardise documentation across your team or service.

  • Finalise notes when they are complete.

  • A note Author can click Lock under the ••• Action button to ensure that only they are able to view the notes contents.