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Introduction

The Notes Engine facilitates to setup different types of predefined Notes Categories for the user. Each Notes Category includes the form template(s) that can be set as In Built Form or External Form. You can View/ Manage Access Permissions for the available Notes Categories as Public, Protected, Private, and Custom .

The Case Notes with notes are recorded against the selected Notes Category for the clients. In the Case Notes:

• The staff/members can add/edit/view/comment on the Notes as per the access permissions provided.

• The staff can filter the Case Notes based on Date, Member, Staff, Category, and Shift. The members can filter notes by providing a specific date range.

• Members can submit Notes via Member App and staff can also mandate notes for timesheet submission for the member(s).

Click here to refer to the Customisable Form document.

How to Access Notes Engine?

To access Notes Engine:

• Click Masters → Main Masters → Notes Engine and the Notes Engine page opens.

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Notes Engine

The Notes Engine in Masters facilitates to setup different types of predefined Notes Category for the users. In the Notes Engine, the pre-defined Notes Category can be created for each user. The predefined Notes Category in the Notes Engine can be defined for Case Notes, Progress Notes, Medication History, Patient Notes, and General Notes. Each Notes Category will have the attached form template(s) as In Built form or External form with the defined access permissions.

The Notes Engine page displays the repository of all the available Notes Categories that are used to collect specific information with predefined Notes Category details. The Notes Engine page shows the User Type, Notes Category, Category Icon, Access, Default, Last Updated On, and Status details of the existing Notes Category.

You can Add New Notes Category, Update Notes Category, and View/Manage Access Permissions of the Notes Category.

Add New Notes Category

To Add a New Notes Category:

• Click Add New Notes Category

• The Add New Notes Category pop-up window opens. Provide all the required details

• Click Save and the newly added notes category is reflected in the Notes Engine page

Attach Form Template(s)

The Attach Form Template(s) in the Add New Notes Category facilitates to attach the form template(s) created in the Customise Forms Masters .

To Attach Form Template(s) in the Add New Notes Category:

• Click icon in the Attach Form Template(s) field as shown in the figure above and the Attach Form Template(s) pop-up window opens that displays the list of available form template(s)

• Now, select the required Form Template(s) or you can search the form templates by providing the name of the form

• The Form Template(s) can be selected as In Built Form or as External Form and by default In Built Form checkbox is selected

  • The selected In Built Form will be attached as a section for this Notes Category in the Add New Case Note

  • The selected External Form is attached as a URL for this Notes Category and will be shown as a Form icon

    • In the External Form, in case the Required to fill form checkbox is selected that indicates that the user mandatorily needs to add notes for this Note Category in the Add New Case Note

• Once the In Built Form or External Form template(s) are selected, click Add and the form template(s) are added and shown on the top of the screen

• Click View and the selected form opens in a new tab

• Click the Manage Form Template(s) to open the Customise Forms in the Masters and this option is visible to the users based on their User Authorizations

• Click Save and the selected Form Template(s) are shown in the Attach Form Template(s) field and are linked with this New User Notes Category. On selecting this Notes Category in the Add New Case Note, the attached form template(s) will be displayed by default

Notify To

In the Notify To, the user can search and select the staff names with their Email Ids. To activate the staff name, type at least three characters of the staff name .

The selected staff will receive notifications when the notes or comments are added or edited for the selected Notes Category. The staff will receive an email notification for the new notes/comments added as shown in the figure below. On clicking View Note, the note/comment will open.

The staff will also receive an email notification for the updated notes/comments added as shown in the figure below. On clicking View Note, an update on the note/comment will open.

Manage Access

The Manage Access helps to set the access permissions for the creator, staff, member, and client for the Notes Category. To set the access permission for the Notes Category :

• In the Add New Notes Category, click icon in the Access field, and the Manage Access pop-up window opens

• By default, Public access is selected and you can set the access permission to Public, Private, Protected, or Custom

• Based on the selected access permission, click Continue, and the Manage Permission pop-up window opens

• View/ Manage Access Permission for Staff/ Member/ Client and click Save

• The message show ‘Are you sure you want to grant permission?’, click Yes and the access permission is granted successfully for this Notes Category

Public

By default, Public access is selected for the Add New Notes Category. This indicates that this Notes Category is accessible to everyone i.e. Creator, Staff, Member (in Member App), and Client (in Client Portal).

On clicking Continue, the Manage Permission pop-up window opens

Private

The Private access indicates that this Notes Category is accessible to the Creator along with the Staff Email Ids added. Users need to select the name along with the email id to provide access to the selected Notes Category.

Once the required Staff is added, click Continue, Manage Permission pop-up window opens

Protected

The Protected access includes All and Role options. By default, the All option is selected.

• All - indicates that this Notes Category is accessible to the Creator and Staff.

• Role - indicates that this Notes Category is accessible to the Creator and Staff who belong to the selected Role(s).

Once the All or Role option is selected, click Continue and the Manage Permission pop-up window opens.

Custom

The Custom access includes Industry and Qualification options.

• Industry - indicates that this Notes Category is accessible to the Creator, Staff, Member (in Member App), and Client who belong to the selected Industry (in Client Portal).

• Qualification - indicates that this Notes Category is accessible to the Creator, Staff, Member who belongs to the selected Qualification (in Member App), and Client (in Client Portal).

Once the Industry or Qualification option is selected, click Continue and the Manage Permission pop-up window opens.

View/ Manage Access Permissions

In the Notes Engine page, you can View/ Manage Access Permissions for all the available Notes Categories in case you have access permission for the Notes Engine Masters.

In the Notes Engine landing page, click the View/Manage Access Permissions to manage the access permission (Add, View, Edit, Delete to Comment) for all the available Notes Engine and click Save.

Update Case Notes Category

To update the existing Case Notes Category:

• Click the edit icon as shown in the figure below and click Update Case Notes Category and the Update Notes Category pop-up window opens

• Edit all the required details.

• Before updating, you can preview the Notes Category by clicking Preview.

• Click Update .

Case Notes

The Case Notes display the notes recorded against the Notes Category that are organised month-wise for each year. Each month/year shows the number of available case notes .

You can Add New Case Note, Filter Notes (based on Date, Member, Staff, Category, and Shift), Send Mail, Export data to Excel, and view/edit the Settings. You can also edit/delete existing Case Notes, View/Edit Forms, Export notes to PDF and add Comments to the notes.

Each Note shows the details of the Category, Related To, Event Date, Access, Status, Note Title, Description, and Last Activity By.

Add New Case Note

To add a New Case Note:

• Click Add New Case Note.

• The Add New Case Note pop-up screen opens. Provide all the required details.

• Click Save. The newly added Case Note is reflected in the Case Notes page.

Related To

The New Case Notes can be associated with Delivery, Member, or Professional.

To set Related To in the Add New Case Notes:

• Click the sign (as shown in the figure above) and the Related To pop-up window opens.

• Select Notes Related To as Delivery, Member, or Professional.

• Type in three characters of the name to activate the user name list and select the required name.

• Click Save. Now, this note will be visible for the selected Related To values whether associated with the Delivery, Member, or Professional.

Edit Case Notes

You can edit the existing Case Notes. To edit the existing Case Notes:

• Select the Case Notes and click three dots at the top-right corner of the page as shown in the figure below

• The Actions slider window opens, click Edit Note and the Edit Case Notes pop-up window opens

• Edit all the required details in the existing Case Notes.

• Click Update.

Delete Case Notes

You can delete the existing Case Notes. To delete the existing Case Note:

• Select the Case Note and click three dots at the top-right corner of the page as shown in the figure above.

• The Actions slider window opens, now click the Delete Note

• A confirmation message is displayed 'Are you sure you want to delete the Case Note?”. Click Yes and the selected Case Note is deleted successfully.

Export to PDF

You can export the existing Case Notes into a PDF file. To export the existing Case Note into a PDF file:

• Select the Case Note and click three dots at the top-right corner of the page.

• The Actions slider window opens, now click the Export to PDF and the PDF file of the selected Case Note is generated .

Forms

The Forms include the list of External Forms for the Case Note. In the Form:

• The green tick icon implies that the form is filled by the user

• Click the Form icon and the list of available Form(s) is displayed. You can view, and download the existing form(s) by clicking the view/ download icon respectively

• The red alert icon implies that the form is mandatory and incomplete and should be filled out by the user. Hovering on the alert icon will show the message ‘Action Required! Please fill the Mandatory form(s)’

• Click the Form icon and the list of available Form(s) is displayed. Click on the edit icon to complete the form

Attachments

You can view and download the attachments of the Case Notes. To download the attachment, click the download icon shown in the figure below.

Comments

The Clients/Members can provide comments for a particular Note with access permission to add a comment. For any existing comments on the Note, the total number of comments is displayed beside the Comment icon as shown in the figure below.

Add Comment

To add a comment for a Note (with access permission):

• Click the Comment icon as shown in the figure above.

• The Comments dialog box opens that displays the existing comments added (if any) by the members/clients with date and time. The latest comment is displayed at the top of the dialog box.

• To add a comment, provide the comment and click Save. The comment will be added with your name and date & time stamp.

• The creator of the Note can Edit or Delete the existing comment. To edit or delete, click the edit or delete icon respectively as shown in the figure below.

Filters

The Filters are used to retrieve specific Case Notes based on the filter criteria provided. You can Filter the Case Notes based on Date, Member, Staff, Category, and Shift .

Filter by Date

To set the Filter by Date for the Case Notes:

• Click Filter by Date as shown in the figure above

• The Filter by Date pop-up window opens

• Select Filter as per - Notes Creation Date or Notes Event Date:

  • Notes Creation Date - allows to search the notes between the specific period based on when the Case Notes were created/updated

  • Notes Event Date - allows to search the notes between the specific period based on Notes Event Date

• Click the calendar icon to pick the From Date and To Date

• Click Apply and the Case Notes are shown between the selected period

Filter by Member

To set the Filter by Member for the Case Notes:

• Click Filter by Member as shown in the figure above

• The Search for notes added by Member pop-up window opens

• Provide the member name or email id to search the Case Notes for the selected member. You can select multiple members' names/email ids also

• Click Apply and the Case Notes are shown for the selected members

Filter by Staff

To set Filter by Staff for the Case Notes:

• Click Filter by Staff as shown in the figure above

• The Search for notes added by Staff pop-up window opens

• Provide the staff name or email id to search the Case Notes for the selected staff. You can select multiple staff names/email ids also

• Click Apply and the Case Notes are shown for the selected staff

Filter by Category

The Filter by Category shows the list of all the available categories for which the Case Notes are added for the selected client. To set the Filter by Category for the Case Notes:

• Click Filter by Category as shown in the figure above

• The Search for notes on basis of Category pop-up window opens

• Click the required Category and the selected Category is highlighted in green color with a tick mark

• Click Apply and the Case Notes are shown based on the selected categories

Filter by Shift

The Filter by Shift shows the search notes as per category notes added in the shift for the selected client and will show the list of shifts for which category notes are added for the client. To set Filter by Shift for the Case Notes:

• Click Filter by Shift as shown in the figure above

• The Filter by Shift pop-up window opens

• Click the available Shift Details check box(es) or provide search data in the search box for the available Shift Details and click the required Shift Details check box(es)

• Click Apply and the Case Notes are shown based on the selected Shift Details

Send Email

The user can Send Emails to the specified users. Click the Send Email from the home page of Case Notes and the user can share the downloaded Case Notes with the specified users. The Email notification is shared with the users individually to maintain privacy.

You can select the predefined Email Template defined in the Masters. In case the Create Log checkbox is selected in the Email Sent screen, the Contact Log is created in the system and the Reason of Contact should be selected as 'Notes'.

Export to Excel

The Export to Excel feature exports all the default Notes detail columns to the .csv file.

To export the existing Case Notes details into a .csv file:

• Click Export to Excel as shown in the figure below.

• The Case Notes.csv file is downloaded into your system.

The downloaded .csv file includes all the details of the existing Case Notes (i.e. Category, Related To, Event Date, Access, Status, Note Title, Description, Created By, Created On, Last Activity By, and Last Activity On).

Settings

The Settings show the Notes Engine and Mandate notes for timesheet submission options.

The Note Engine facilitates to open Notes Engine Masters in a new tab of the browser.

In the Mandate notes for timesheet submission, search and select the Note Categories and click Save. For the selected Notes Categories, submitting the note is mandatory for the member(s) during the timesheet submission for the client.

Member App - Case Notes

The Case Notes in the Member App are visible on the basis of access permissions provided in the Masters for the members. The Members can view, comment, and add notes on the basis of the access permissions provided for the specified Case Notes .

Members can add Notes in the Member App:

1. To Add Client Specific Notes - accessible from the left navigation panel of the Member App (Only if currently booked for a shift)

2. To Add Notes directly on/for Shift(s) - From My Shifts section and Shift History section (on the timesheet)

Client Notes

In the Client Notes, the member can add notes directly for the client. Tap on the client name to open the active Notes Category on the basis of access permission provided by the staff in Masters. The member can add/view/comment on notes for the selected Notes Category.

Access Client Notes

To open the Client Notes, open the left navigation panel of the Member App, and click Launch Client Notes as shown in the figure below.

The Select Client screen shows all the client names for which the member has access permissions. The member can select the Client Name or search Client Name to add notes for the selected Notes Category.

Notes

Each Client has the Notes Categories defined with the Notes added by the staff/member/other members .

The notification bell icon is visible on the top-right corner of the screen as shown in the figure below. The bell icon blinks for the new notifications in case:

Case 1: The staff adds the Notes for any category, selects the Notes Related To drop-down as Member, and adds the member’s name, the member will get the notification

Case 2: The staff adds the Note for the Shift, the active member on shift will get the notification

Case 3: The staff has added the Note for the Broadcast Shift, all the members of the Broadcast Shift will receive the notification

Tap the Notification bell icon and the Notification pop-up opens and shows the details of the new Notifications. Click to open the notification and the related Notes of the specific Notes Category open. If the member has access permissions, the member can also provide a Comment for the Note.

Click Clear to clear all the received Notifications.

Select the required Notes Category from the available list to add/view/edit/delete Notes and the selected Notes Category with all the available Notes are displayed. Each Note displays:

• Name of the member or staff who added/edited notes with date & time stamp

• Category - Name of the Category

• Event Date - Date and Time of the Event

• Title - Title of the Note

• Description - Detailed Description of the Note

• View More - Click to view the Note in detail

Add New Note

To add a New Note:

• Click the icon as shown in the figure above and the Add Note screen opens

• Provide all the required details

• Click Save. The newly added Note is reflected in the Notes screen

In case the External Forms are linked with this Notes Category, a confirmation message ‘Please fill the below forms linked with the Note’ is shown on clicking the Save. To fill all the linked Forms together, click Continue to Fill Form(s) or else click Exit, to fill the Forms later.

On clicking the Continue to Fill Form(s), all the linked Forms open. Now, fill in all the linked Forms and click Submit All Form(s).

On clicking Submit All Form(s), a confirmation message ‘You cannot update the form(s) once you Submit it. Are you sure you want to proceed?’. Click Yes and the Forms are submitted successfully.

Edit Note

You can edit the existing Notes . To edit the existing Notes:

• Click three dots at the bottom-right corner of the Note as shown in the figure below

• Click Edit

• Edit all the required details in the existing Note

• Click Update

Delete Notes

You can delete the existing Notes. To delete the existing Note:

• Select the Note and click three dots at the top-right corner of the page as shown in the figure above

• Click Delete

• A confirmation message is displayed 'Are you sure you want to delete the note?”. Click Yes and the selected Note is deleted successfully

Attach Document(s)

The Attach Document shows the total number of documents attached beside the attach icon as shown in the figure below.

You can view and download the attached document(s) of the Note. To download the attachment(s), click the download icon shown in the figure below .

You can Add more Document(s) from the Attach Document(s) pop-up. Click the icon and add the required document(s).

External Forms

The Forms include the list of External Forms of the Note for the selected Notes Category . In the Form:

• The green tick icon implies that the form is completed and submitted by the user

Click the Form icon and the list of available Form(s) is displayed. You can edit and download the existing form(s) by clicking the edit/ download icon respectively.

Comments

The staff, member (self), or other members can provide comments for a particular Note. For any existing comments on the Note, the total number of comments is displayed beside the Comment icon as shown in the figure below.

Add Comment

To add a comment for a Note:

• Click the Comment icon as shown in the figure above

• The Comment screen opens that displays the existing comments added (if any) by the member with the date and time stamp.

• Now, provide your comment at the bottom of the screen. Click Send.

• The latest comment provided is displayed at the top of the screen with the name and date & time. Initially, the first ten comments will be loaded, and to view the remaining comments click Load more Comments.

• The creator of the Note or the member/staff can Edit, Copy or Delete the existing comment. To edit, copy or delete, click the Edit, Copy, or Delete respectively as shown in the figure below.

View More

You can view the Note in detail. To view the complete details of the Note, click View More.

On clicking the View More, the selected Note opens. You can download the Note by clicking the download icon.

Filters

The members can Apply Filter to retrieve specific Notes/Comments that facilitate to search the required details for a specific date range. To Apply Filter:

• Click the Filter icon as shown in the figure below and the Apply Filter pop-up opens

• Provide the date range by picking the date from the Calendar picker

• Click Load Notes/ Load Comments

• To clear the applied filters, click the red cross on the filter icon and view all notes in the selected category.

Shift Notes

Case Notes are also accessible from the My Shift and Shift History section of the Members App. In the Shift Notes, members can add notes directly on the shifts (shift status is timesheet submitted). Members will be able to add notes, edit notes, comment, and view notes on the basis of access permission (Public and Custom access) provided by staff in Masters. Members can add notes:

1. Directly on Shifts - From My Shift and Shift History (on timesheet)

2. Directly on Client (stand-alone) - From Shift History stand-alone (directly on the client).

In case the Shift is completed, the member can access Shift Notes from Shift History later.

Access Shift Notes

Tap on the Shift Notes in the My Shift or Shift History and it will open the Shift Notes screen as shown in the figure below.

Shift Notes

The Notes in the Shift Notes are added/edited similarly as explained in the Client Notes. In the Shift Notes, the Notes screen shows the Note Added for details that include the shift details.

Shift Notes - Access Permissions

For the members, only Public and Custom access permissions are applied. In case a member is able to view the Case Notes feature from My Shifts or Shift History that indicates the member has access permissions to View Notes, Add Comment, Add Note, and Edit Note for the selected shift of the client .

Member has to select the Notes Category to add/edit/view/comment on the Notes and can view Notes added by staff or other members on the basis of access permission set in the Masters (for Public or Custom category).

For details about Public and Custom access permission, click here.

Mandatory Shift Notes for Timesheet Submission

When the staff selects the Notes Categories for the ‘Mandate notes for timesheet submission’ in the Settings of Case Notes in the staff portal. For the selected Notes Categories, submitting the Shift Notes is mandatory for the member(s) during the timesheet submission.

To submit the timesheet successfully, members need to submit the Shift Notes. To submit the Shift Notes:

1. Click here to submit link on the Timesheet screen as shown in the figure below.

2. Click the Notes Category to add Notes showing the status as Pending.

In case the member proceeds with the timesheet submission without submitting the mandatory Shift Notes, a submission alert appears as shown in the figure below.

Once the member submits the mandatory Shift Notes:

1. The member can edit/view the Shift Notes.

2. The status of the Shift Notes for the Notes Category is shown as Completed .

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