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Overview of the Different Note Types in Wellifiy

Throughout the Wellifiy platform, you’ll come across several types of "notes" - each designed for a different purpose and with its own visibility rules. Here's a guide to help you understand the distinctions between them and when to use each.

🗒️ Case Notes

Purpose:
To document clinical encounters and observations in a formal, structured way. These notes are typically written after appointments or sessions and form part of the patient’s clinical record.

Key Features:

  • Written by Team Members

  • Can be linked to appointments

  • Use templates for consistency

  • Stored chronologically in the Case Notes section

  • Can be marked as "In Progress" or "Completed"

  • Only visible to authorised Team Members

Case Notes can be found by going to the Patients section and selecting the Case Notes tab

🔐 Internal Notes (Appointment Notes)

Purpose:
To provide internal-only context or reminders related to a specific appointment. These are not part of the patient’s clinical record.

Key Features:

  • Added inside the Appointment Modal

  • Only visible to Team Members

  • Not stored in a central log or table

  • Typically used for operational notes, e.g.:

    • “Patient requires assistance with stairs”

    • “Has outstanding payments – do not rebook”

    • “Initial intake note from reception”

Internal Notes are located on the Appointment Modal of the specific appointment.

📌 Pinned Notes

Purpose:
To highlight key information that patients need to see each time they log in.

Key Features:

  • Written by Team Members

  • Displayed at the top of the patient's mobile app and Patient Web Portal

  • Can be archived or removed at any time

  • Useful for:

    • Reminders or affirmations

    • Key instructions

    • General notes for ongoing visibility

Pinned Notes are located within the Patients section by going to Communication -> Pinned Notes tab

💬 Care Notes

Purpose:
To support two-way reflective communication between patients and their care team.

Key Features:

  • Found in Activities > Care Notes

  • Patients can write notes to reflect on their care or flag things they'd like to discuss

  • Team Members can read and respond to these, or add their own notes

  • Notes are visible in the Patient’s mobile app and the Clinical Portal

For Team Members, Care Notes can be viewed and edited or added to by going to the Patients section and selecting the Activities -> Goals & Notes tab

Summary Table

Note Type Written By Visible To Patients Where It Appears Purpose
Case Notes Team Members ❌ No Case Notes tab Clinical documentation
Internal Notes Team Members ❌ No Appointment Modal Operational/appointment-specific context
Pinned Notes Team Members ✅ Yes Top of app and PWP Persistent guidance or reminders
Care Notes Patients & Team ✅ Yes App (for patients), Activities tab (for team) Reflection and communication
 

Need help deciding which note to use?

• If it's clinical documentation - use a Case Note.

• If it’s operational and appointment-related - consider an Internal Note.

• If it’s a message patients should see on login - consider a Pinned Note.

• For ongoing reflections and shared journaling - Care Notes are the way to go.