You’ll notice a brand new tab on your client profile pages in TherapyZen named ‘Office Notes’. This is our newest feature and we think you’re really gonna like it, especially for group practices! We are very happy with the way Phase 1 came out and it’s readily available for you to start using today.
Office Notes was created with a few simple goals in mind;
- Create a separate place for general administrative notes on a client record (not shared in the therapy notes area)
- Make those administrative notes available to anyone who has access to the client’s record
- Make high-priority notes stand out and hard to overlook
How Do They Work?
Creating an Office Note is even simpler than creating a therapy note. From the Office Notes tab, just click ‘New Office Note’ and fill out the new note form. You have 4 different note types to select from; Administrative, Medical, Billing, and Scheduling. Once you’ve made your selection, enter your note and finally decide whether you want this to be a high-priority note or not. High-priority notes are displayed in red and also will display a little icon on the Office Notes tab to get the attention of anyone viewing the client’s profile
High-priority notes are always displayed at the top, while regular notes will appear below. If a note is edited by anyone, the note will be time and date-stamped on when the edit occurred and who edited it. Notes can also be deleted, however if you didn’t create the note originally, we suggest that you confer with the note creator first to make sure it’s OK to remove it.
Lastly, and most importantly, you should avoid putting any sensitive personal health information in the Office Notes area. These notes can be seen by anyone with access to the client which includes non-clinicians. Therefore, it’s best to reserve these notes for important administrative information only.
What Will Phase 2 of Office Notes Be?
This first version of Office Notes is purely manual, meaning that all office notes must be created by you. In the near future we plan to start integrating system-generated office notes as well. Some examples of these automated notes might be the following:
- When a client is a no-show for an appointment, we will document it here to identify poor attendance trends
- If a new file attachment has been uploaded and needs attention
- If a client has an invoice that just hit 30-days past due
There are a number of possibilities of how we can improve the communication between you and your client data, Office Notes is just the beginning. Stay tuned for more about this feature as we continue to make it more useful and as always, please feel free to get involved by providing feedback and making more wonderful suggestions!!