Simple Note Entry Form

What is a Simple Note?

Simple Notes in Therabill are basic notes that can be created for sessions, clients, or providers. They can be used to record miscellaneous notes such as patient contact (phone calls, emails) or any other non-documentation notes.

The three types of simple notes are: Client Simple Note, Provider Simple Note, and Session Simple Note.

Client simple note

The Client Simple Note is associated with the client and is not associated with a specific therapy session. It is good for recording communication you had with the client, or any other non-documentation notes you want to enter about the client.

Provider simple note

The Provider Simple Note is associated with the provider and is not associated with a specific therapy session.

Session simple note

The Session Simple Note is associated with a specific therapy session.  Because a therapy session is also associated with a client, the Session Simple Note is also associated with the client. For this reason, it is also available in the client record.

How do I enter a Simple Note?

The Simple Note icon is located in various places in Therabill. You will find it in most lists of therapy sessions, clients, or providers. What type of simple note you are entering depends on what the simple note icon is associated with. That is, if you are viewing your client list, each of your clients in the client list will have a simple note icon associated with it.  

To enter a note, simply click the Simple Note icon associated with the item (client, provider, or session) that you want to enter.

The Simple Note Entry Form

The main feature of the Simple Note Entry Form is the text entry box.  You can use rich text formatting (i.e. bold font) using the menu items at the top of the text entry box. 

Past Notes

Past Notes that you have entered for this client/provider/session are available by clicking the Past Notes button at the top left of the form.  

Templates

Here you to create Simple Note templates. Type in the note entry text box what you want to use as a template (this is similar to what you might do in Microsoft Word, where you type in the layout of your note template and then save it). Once you have entered the note template the way you want it, click the Templates link at the top right, and then choose Save as template. To use the template in the future, click the Templates link at the top right and then choose Load Template. Click one of the note templates to load the template into the note entry form.

Copy from Previous

This feature is only available on Simple Session Notes.  Click the Copy from Previous link. Therabill will then display past session dates (for the client of the session you are entering a note on) that have a note entered on them.  Click the date to load the text of that past note into the note entry form.

Authentication

Authentication is similar to signing the note. Use the same note signature code that you would use for entering your documentation.  For information on how to get your note signature code, please see: How do I get my note signature code.  

Type the note signature code into the authentication text box. Once you enter the correct note signature code, Therabill will automatically save the note and authenticate it.

• Authenticating a simple note does not finalize the session that the simple note is associated with.
• Like finalizing documentation, once the simple note is authenticated, it cannot be edited. You will only be able to add an addendum to it.

WARNING:  Once you type in the note signature, your note will automatically be saved and authenticated.  Do not type in your note signature code until you are finished writing the note.

Client Viewable

If you enter a check in this Simple Note, then it will be available to your patient from their patient portal.  This requires the Therabill Patient Portal add-on.

Entering a Simple Note

Note Category

Type a category name into the Note Category text box. Therabill will start searching previous categories you have used and display them. If the category is listed, click on it in the drop-down. If the category is not listed, then finish typing in the category name, and Therabill will create a new category for you when you save the note.

Copying text for Microsoft  Word

Microsoft Word is a proprietary format; copying and pasting from a Word Document can result in formatting issues in your note. To help minimize this, do not paste the text directly into the note entry text box. Instead, click the copy from Word button located at the left of the toolbar and paste the text into the form that appears.

Once  you have entered the note, click either the Save & Done button or the Save & Edit button at the top.

• Save & Edit: Allows you to save your work and continue entering the note at a later time.
• Save & Done:  Saves the note and automatically navigates you to the Past Notes page.

Viewing Past Notes

Click the Past Notes button at the top left to view previously entered notes for the client/provider/session.

The Past Notes page consists of search filters that allow you to search the notes by the date that you entered the note, text within the note, or the note category. 

Each note consists of the following information.

• The note date, along with the date you entered the note. The note date may be different than the entered date of session notes. Session notes will take on the date of service as the note date.  
• The title of the note (if entered), along with a short version of the note, is shown.  If the note body is longer, you will see a read more link that you can click to see the rest of the note.
• Underneath the note text shows who entered the note. If the note is authenticated, the text will be red.
  • Click the Client Viewable to toggle whether or not the patient can view the note in their patient portal using the checkbox (this requires the Therabill Patient Portal add-on).

To the right of the note, there will be a series of icons.  See image above, circled in blue. These icons are as follows.

• The Edit Note gives you the ability to edit the note. If the note is authenticated, you will be directed to the addendum form.
• The Print Note gives you the ability to print the note as a PDF document.
• The Send Note gives you the ability to either email or fax a PDF. If you choose email, the recipient will receive a link that they can click to securely download the note.  IMPORTANT: Fax-out service is a 'pay-per-use' feature in Therabill. Current 'per page' pricing will be displayed on the fax-out page.
• The Delete Note gives you the ability to delete the note. This option is not available if the note has been authenticated.

Performing actions on multiple notes

Each note listed also has a checkbox (on the far left). These checkboxes allow you to perform actions on multiple notes. At the top left of the note list, there are functions to 'select all' or 'select none' of the notes.  Once you have the notes selected (checks in the checkboxes) for all of the notes that you want to perform an action on, then choose the action from the action drop down menu at the top left of the note list.  The available options are print, email, or fax.