Care Notes

Care Notes let care teams document clinically relevant, non-visit patient interactions, including phone calls, caregiver messages, physician-to-physician communication, faxes, and other correspondence, directly on the patient’s timeline alongside visit notes.

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Care Notes General Guide

To access Care Notes, navigate to a patient’s Visits & Notes tab. Care note rows appear merged into the same timeline as visit rows, distinguished by the Clinical Note Type column showing “Care Note”.

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Care Note statuses

Each care note has one of three statuses:

• Open (blue): editable, can receive new entries
• Closed (grey): read-only, exportable
• Archived: hidden from the default view

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Creating a Care Note

Click the Care Note button in the page header to open the creation drawer. The creation form includes:

• Note (required): the free-text entry, written in a rich-text composer
• Case (optional)
• Source (optional): who provided the information for this note (Patient, PCP / Physician, Hospital, Fax, etc.)
• Attachment (optional): one existing patient attachment
• Assign member as task (optional): creates a task for a teammate, linked back to this note

Click Create Care Note to save. The drawer switches into edit/view mode, and the note appears as a new Open row in the table.

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The Activity thread

Once a note is created, all updates render as an append-only, immutable thread in the Activity section of the drawer. New note entries, metadata changes, assignments, closures, exports, and faxes are all logged with the actor and timestamp.

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Filtering the timeline

Use the Filters drawer to toggle Show Visits / Show Care Notes, filter by date range or case, and toggle Show Archived to reveal archived notes.

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Example Workflows

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Document a non-visit patient interaction

Steps:

1. From the patient’s Visits & Notes page, click Care Note.
2. Enter the note body describing the interaction (e.g. a phone call summary).
3. Select a Source describing who provided the information.
4. Optionally select a Case if the note is related to an active case.
5. Click Create Care Note.

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Add supporting documentation to a Care Note

Steps:

1. Open an existing Care Note, or start creating a new one.
2. In the Attachment field, select an existing patient attachment.
3. Save (Create Care Note or Update Care Note).
4. Once the note is closed, export it as a PDF. The attachment is appended after the note content.

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Hand off follow-up as a task

Steps:

1. Open a Care Note.
2. In Assign member as task, select a teammate.
3. Click Update Care Note (or Create Care Note, if new).
4. Navigate to the Tasks page to find the generated task, titled “Care journey note: {patient name}”.
5. From the task, click Open care note to return to the note.

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Continue and reassign a Care Note

Steps:

1. Open an existing Open care note.
2. Add a new entry in the composer.
3. Change the assignee to a different teammate.
4. Click Update Care Note.
5. Review the Activity feed for the “added a new entry” and “reassigned from X to Y” events.

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Close a resolved Care Note

Steps:

1. Open the note.
2. Click Close note and Associated Tasks in the drawer footer.
3. Confirm with Close Out.

ℹ️ Any unsaved text in the composer is auto-saved before the note closes.

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Reopen a Care Note

Steps:

1. Open a Closed note.
2. Click Reopen in the drawer footer.
3. Confirm.

⚠️Reopening clears the assignee. A new task is not automatically created, so reassign manually if follow-up is still needed.

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Export a single closed Care Note

Steps:

1. Locate a Closed care note row.
2. Click the Download icon.
3. Review the PDF preview.

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Bulk download or fax Care Notes

Steps:

1. Select up to 25 closed care note rows using the checkboxes.
2. Click Download PDF or Fax PDF in the bulk action bar.
3. Complete the fax form if faxing.

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Archive and restore a Care Note

Steps:

1. On a Closed care note row, open More (⋮) then Archive Care Note.
2. Confirm.
3. Enable Show Archived in Filters to find it again.
4. Open More (⋮) then Unarchive Care Note to restore it.

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Important Behavior & Limitations

• A note entry is required to create a Care Note; all other fields are optional.
• Submitted entries are immutable. Once added, an entry cannot be edited.
• Only one existing patient attachment can be selected per note.
• Notes must be Closed before they can be exported or faxed.
• Dismissing the drawer with X or clicking the backdrop discards unsaved text. Use Update Care Note, or the footer’s close action, to save first.
• Care Notes cannot be backdated or deleted. Closed notes can be archived instead, with a full audit trail.
• Bulk export/fax is capped at 25 notes at a time.