Quick Notes Guide

Quick Notes provide a convenient way to document client communications, staff interactions, follow-up activities, and other important information that should be retained for future reference.

Accessing Quick Notes

Quick Notes can be accessed from the following locations:

• Client Profile

• Staff Profile

• Menu → Clients → Quick Notes

Within the Client Profile, Quick Notes are located under the Caregiver tab.

Creating a Quick Note

When creating a Quick Note, complete the following fields:

Date

Enter the date the note was created or the date the information was documented.

Visibility

Determine whether the client should be able to view the note within their client portal.

• Subject Can View Note: Allows the client to view the note.

• Leave this option unchecked if the note should remain internal.

Notes Access

Select the role(s) that should have permission to view the note.

Tagged Users

Optionally select one or more staff members if you would like the note to also appear within their Staff Profile.

Activity Tag

Select an Activity Tag to categorize the communication, interaction, or reason for contact.

Common examples include:

• Phone Call

• Email

• Follow-Up

• Care Coordination

• Client Concern

• Staff Communication

Notes

Enter the details of the communication, interaction, or activity being documented.

Managing Activity Tags

Activity Tags can be created and managed by navigating to:

Menu → Communication → Activity Tags

Using Activity Tags helps organize Quick Notes and makes reporting more meaningful and searchable.

Reporting on Quick Notes

Quick Notes can be reported on at the agency level by navigating to:

Menu → Accounting → Reports → Quick Notes

The Quick Notes report allows agencies to review, track, and audit documented communications and activities across both clients and staff.

Best Practices

• Use clear, concise, and objective language.

• Select the most appropriate Activity Tag for accurate reporting.

• Tag staff members when follow-up action is required.

• Review note visibility before saving to ensure clients only see intended communications.

• Document important interactions promptly to maintain a complete communication history.

• Avoid including unnecessary or duplicate information.

Summary

Quick Notes provide a centralized way to document communications, track follow-up activities, and maintain an organized history of interactions across clients and staff. Proper use of Activity Tags, visibility settings, and reporting tools helps ensure information is accessible, organized, and actionable.