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Add or Change Client Note Types

Overview

When you create a client note, you will need to select a note type, which categorizes the note by the type of information it contains (ie. Billing, Payment, Allergy, etc.). The note type color-codes the note and determines where it will appear in Procentive. This article goes over how to set up note types for your client notes.
Examples 
  • Payment note type for notes regarding details of a co-pay, coinsurance, or deductible
  •  a High Risk note type for notes regarding critical information regarding a clients' mental/behavioral state
  • an Allergy note type for notes regarding a client's dietary limitations or other risk-factors
Benefits of Note Types 
  • Because note types are color-coded, they are a quick, effective way to alert various staff to important information regarding that client's care.
  • When you set up a note type, you are able to set it to appear in different modules in Procentive (such as Appointments or ERA/Payments), providing information to staff when and where they need it.
  • Note Types can be reported on using report 3680 Client Notes Report.

When you create a new note type, it is a database-wide change. The new note type will appear as an option in the Type drop-down menu in the Clients Module, Notes tab for all clients and all staff. For this reason, you will want to make sure:

  • Only a few staff (Champions) have the ability to create and manage note types.
  • No client-specific data is included in the note type (Remember: it is defining a general category. It is not the note itself.)
Create Note Types 
  1. Go to the Clients Module.
  2. Double-click on the client you want to add a note to.
    • The Client window will open.
  3. Click on the Notes tab.
  4. Click modify client note types.
    • The Type Configuration window will open.
  5. Enter the following fields to create a client note type:
    1. Name: This will describe the general note topic (ie. High Risk, Legal, Collections, Payment, Overdue balance, etc.)
    2. Select color: Choose a color to be associated with this note type.
      • You may need to expand the Type Configuration window to see all color options.
    3. Show: Select an option from the drop-down if you want this note type to appear in an additional module beyond the Clients Module.
    4. Show in Client Module table: Check the box checkbox.jpg if you want staff to be able to see this client note type in Clients Module main view.
    5. Flash in Appointments: Check the box checkbox.jpg if you want this to flash orange in appointments for this client in the Appointments Module.
      • For this field to work, the note type must be set as Show: Appointments also (Step 5.3).
  6. Click Add add.gray.jpg.
  7. Close the Type Configuration window.
    • This note type will now appear in the Type drop-down menu in the Notes tab.
Change An Existing Note Type 
  1. From the list on the left-hand side of the Type Configuration window, click once on the type you want to change.
    • The name of the type you selected should appear in the Name field on the right.
  2. Make any settings changes you desire, including changing the name itself.
  3. Active:  If a client type is not currently needed, switch to Inactive.
    • Do this for client note types that have been used in the past, but are no longer needed for the present and future. Think of it as an alternative to deleting the type.
  4. Click Change change.grey.jpg.
Delete An Existing Note Type 
  1. From the list on the left-hand side of the Type Configuration window, click once on the type you want to delete.
    • The name of the type you selected should appear in the Name field on the right.
  2. Click Delete delete.grey.jpg.
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