Group notes are created for group appointments and distributed to place copies in the files of the clients associated with the group appointment. After a group note has been distributed to client files, it cannot be edited but client-level addenda to the note narrative can be added.
What would you like to do?
oAdd a client note related to a group note
oEdit an unlocked, undistributed group note
oEdit a locked, undistributed group note
1. To open a note:
oDouble click the note task on your task list, or
oRight click on the appointment and click Group Note, or
oDouble click on the appointment to open it, and click the Group Note icon on the menu bar.
2. If it has not already been done, mark attendance for the appointment.
3. Create and sign the note as you normally would.
4. After the note has been signed on Line 3 and saved, click the Distribute icon on the group note menu bar.
5. On the pop-up box, click a button to select the client files to which to distribute the group note.
6. Click OK to confirm.
Add a Client Note Related to a Group Note
1. Open the group note in the client's file by:
oClick on the clients tab in the group appointment screen, select the desired client and click the Client Note button or
oOpen the client's file and double click on the group note inside the client's file.
2. Click the Edit icon on the menu bar.
3. Click the Addendum icon on the menu bar.
4. Add an addendum to edit the note as you normally would.
Edit an Unlocked and Undistributed Group Note
Unlocked notes are either unsigned, or signed on Lines 1 or 2.
1. Open the note:
oRight click on the appointment and click Group Note, or
oDouble click on the appointment to open it, and click the Group Note icon on the menu bar.
2. Click the Edit icon on the menu bar. (Note: If the note has been signed on Line 1 or 2, the user who signed the note must click to remove their signature.)
3. Make desired changes.
4. Sign the note as you normally would, including forwarding it for signature.
Edit a Locked and Undistributed Group Note
Locked notes (signed on Line 3) cannot be changed, including information on the narrative tab, data forms, and attachments. However, addenda can be added to the narrative text if the note has not been distributed. If a note has been distributed, it cannot be edited at the group level, but a related client-level note narrative addendum can be added.
1. Open the note:
oRight click on the appointment and click Group Note, or
oDouble click on the appointment to open it, and click the Group Note icon on the menu bar.
2. Click the Edit icon on the menu bar. (Note: If the note has been signed on Line 1 or 2, the user who signed the note must click to remove their signature.)
3. Click the Addendum icon on the menu bar. (Note: The original signature information will be added under the original narrative, and the addendum narrative box will appear below.)
4. Type the desired narrative in the addendum. The addendum text box has the same functionality as the note narrative text box.
5. Sign the addendum the same way that you sign notes, including forwarding for signature.
Locked notes (signed on Line 3) and distributed group notes cannot be deleted.
1. Open the note:
oRight click on the appointment and click Group Note, or
oDouble click on the appointment to open it, and click the Group Note icon on the menu bar.
2. Click the Delete icon on the menu bar. (Note: If the note has been signed on Line 1 or 2, the user who signed the note must click to remove their signature.)
3. Click Yes to confirm.
(Note: If a note has been signed and locked in error, consult with your center administrator for assistance.)
