Documentation/Patient Management/Patient Notes

Patient Notes

What you'll learn: How to add, view, and manage notes on patient profiles, understanding note types, and using notes effectively.

What Are Patient Notes?

Notes let you record important information about a patient that doesn't fit into standard fields. They create a running history of interactions, observations, and reminders.

Note Types

Each note has a type that categorizes its purpose:

Internal

  • Staff-only observations and information
  • Not shared with the patient
  • For operational notes and internal communication
  • Icon: Document

Client-Facing

  • Information that could be shared with the patient
  • Notes you might reference in conversations with them
  • Preferences they've expressed
  • Icon: Person

Call Summary

  • Notes from phone conversations
  • May be automatically created by the AI phone assistant
  • Useful for tracking what was discussed
  • Icon: Phone

Meeting Notes

  • From in-person appointments and consultations
  • Record what happened during visits
  • Treatment discussions and outcomes
  • Icon: Calendar

Follow-Up

  • Tasks and reminders related to this patient
  • Things that need to happen next
  • Outstanding items to address
  • Icon: Clock

Viewing Notes

In a patient's profile:

  • Notes appear in a dedicated section
  • Each note shows its type (with colored icon), content, and creation time
  • Pinned notes appear at the top
  • Tags attached to notes appear below the content
  • Click a note to expand it for full reading

Adding Notes

  1. Open the patient's profile
  2. Click Edit
  3. Find the Notes section
  4. Click Add Note
  5. Select the note type
  6. Enter your note content
  7. Optionally add tags to categorize the note
  8. Save

Editing Notes

From the Patient Profile

  1. Find the note you want to edit
  2. Click the three-dot menu on the note
  3. Select Edit
  4. Make your changes
  5. Click Save

Canceling an Edit

  • Click Cancel to discard changes
  • The original note content is preserved

Pinning Notes

Important notes can be pinned so they always appear at the top:

  1. Find the note you want to pin
  2. Click the three-dot menu
  3. Select Pin
  4. The note moves to the top and shows a "Pinned" badge

To unpin:

  1. Click the three-dot menu on the pinned note
  2. Select Unpin

Deleting Notes

  1. Find the note you want to delete
  2. Click the three-dot menu
  3. Select Delete
  4. Confirm the deletion

Warning: Deleted notes cannot be recovered.

Note Tags

Add tags to notes for additional organization:

  • Tags appear below the note content
  • Use tags to mark topics, priorities, or categories
  • Note tags are separate from patient tags

Best Practices

Be specific — Include dates, names, and concrete details.

Choose the right type — Use Internal for staff notes, Client-Facing for preferences, etc.

Pin important notes — Critical information stays visible at the top.

Date your notes — The system tracks creation time, but mentioning dates in content helps provide context.

Use for handoffs — Notes help other staff members understand patient history.

Notes from AI Phone Calls

When your AI phone assistant handles a call:

  • Call summaries may be automatically added as notes
  • These appear with the "Call Summary" type
  • They capture key points from the conversation
  • Review them to stay informed about patient interactions

Next: Archiving and Deleting Patients | Previous: Patient Tags

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