Patient Group Notes

Patient Group Notes are internal notes that sit on a Patient Group rather than on an individual patient. They give your team one place to record what is happening with a group, a cohort, or a business account, and they are visible to Team Members only.

👥 What to Use Them For

Managing a business or employer account. For Organisations running EAP or employer-funded services, the Patient Group usually represents the business. Notes give account managers a running record of contract conversations, utilisation concerns, escalations, and renewal context. Combined with the group's Snapshot, Custom Fields, and Documents, most account management can happen on the Patient Group itself rather than in a separate CRM.

Handing over a cohort or program. Where the group represents a cohort rather than a business, notes carry the operational context that isn't clinical and doesn't belong in any one patient's record: how the program is running, changes to services or referral pathways, scheduling and staffing arrangements, and what the next person picking it up needs to know.

📍 Where to Find Patient Group Notes

Go to:
Patient Management → Patient Groups → [select a group] → Patient Group Notes

The tab sits next to the Patient Group Details tab.

🚨 If your Organisation uses a Custom Term for Patient Group, the tab follows it. An Organisation that calls its groups businesses will see Business Notes here instead.

Patient Group Notes is a platform extension available on selected plans. If you can't see the tab, contact support to have it enabled for your Organisation.

🔒 Who Can See Them

Patient Group Notes are internal. They are never shown to patients in the Patient App or Patient Web Portal, they are not shared with employer or business contacts, and they are not exposed to any external service.

Access is controlled by the Group Notes permission. Team Members whose Role includes it can work with notes on the groups they can already see; Team Members without it won't see the tab.

📝 Creating a Note

From the Patient Group Notes tab, click + Note (top right).

The note screen has two sections:

Patient Group Note Overview shows the Patient Group the note belongs to, the note's current status, and the Team Member and Discipline of whoever is writing it. These fill in automatically.

Patient Group Note Entry is where you write:

1. Title — defaults to Patient Group Note. Rename it to something descriptive (e.g. "Q3 account review" or "Cohort 12 handover") so the table stays easy to scan.
2. Notes — a rich text editor supporting headings, bold, italic, strikethrough, dividers, quotes, bulleted and numbered lists, checklists, indentation, tables, images, links, and code blocks.

Then choose how to save:

• Save & Exit — saves the note with a status of In Progress, so you can come back to it
• Save & Finalise — marks the note Finalised
• Cancel — closes without saving

There are no templates on Patient Group Notes. Every note starts blank.

🧾 The Patient Group Notes Table

All notes for the group are listed on the tab:

Two filters sit above the table: Discipline and Author. Groups with no notes yet show No patient group notes yet.

🧠 AI Summary

Click AI Summary above the table to generate a summary across all of the group's notes.

The summary is structured, and reads the whole history rather than a single note, so it surfaces things that are easy to lose across months of entries:

• Risks to the account or the group
• Opportunities worth following up
• Suggested next steps

A few things to know about how it behaves:

• It is generated fresh each time you click, so it always reflects the current set of notes
• It is not editable and is not stored on the Patient Group
• If you want to keep it, use the copy button and paste it into a new Patient Group Note

Treat the output as a prompt for your own judgement rather than a record in its own right. Anything that matters should end up in a note written by a person.

🧩 How These Differ from Case Notes

Wellifiy has three kinds of notes and they serve different purposes:

• Case Notes are clinical documentation on an individual patient's record. See Creating and Editing Case Notes.
• Group Program Case Notes are session notes written once and copied to each attending patient's record. See Group Program Case Notes.
• Patient Group Notes are internal notes about the group itself. They never touch a patient record.

If a note is about a person and their care, it belongs in their Case Notes. If it's about the account, the cohort, or how the group is being run, it belongs here.

💡 Best Practices

• Rename the default title on every note — a table of entries all called Patient Group Note is difficult to use six months in
• Use the Snapshot on Patient Group Details for the one thing everyone needs to see immediately, and Patient Group Notes for the running record behind it
• Write a note after each account touchpoint or program change, so handover material builds itself rather than being reconstructed later
• Run the AI Summary before an account review or a handover, then copy anything worth keeping into a new note
• Keep patient-identifiable clinical detail in the patient's own Case Notes

Next step:
➡️ See Setting Up a Patient Group for the group's Snapshot, Custom Fields, and Documents — the rest of the account management picture.