Tracking Completed Session Notes

In the dynamic landscape of allied health, the meticulous tracking of completed client treatment notes is an essential task. In this article, we will show you how Zanda can help you to stay on top of this job. 

In this article:

• Using the Calendar Filters
• Checking the Note Icon on Appointment Panel
• Running Appointments Report
• Viewing Notes in Client Profiles

Using the Calendar Filters

By using the calendar filters, you can display and count appointments that match specific criteria, such as their note status. How to use the note filters:

1. Click the calendar filters button on the calendar toolbar.

2. Choose the one or more of desired criteria* from the filter options available (note status: No Note, Draft Status or Completed Status).

3. Once you've made the criteria selection, click 'Apply'.

4. The calendar display view will adjust to show appointments that match the selected criteria. Appointments that do not match the criteria will appear with reduced transparency.

5. Check the filter button counter for a quick overview of how many appointments meet your criteria.

6. To clear the filtered selection, click the calendar filters button again and select 'Clear All'. Close the filters display once done.

Note: Calendar filters apply to your current calendar view only. If you reload the page or navigate away from the calendar—for example, to open and complete a note—the filter clears and you'll need to reapply it. This makes the calendar filter best for a quick at-a-glance count of what needs attention, rather than for working through a long list of notes one at a time. To work through your uncompleted notes systematically, use the Appointments report described below. 

Checking the Note Icon on Appointment Panel

It is easy to see if a Session Note was created for an individual appointment and if it was saved as Draft or Completed status: 

1. Locate the appointment on the main Calendar page and click it to open the Appointment Panel on the right-hand side. 
2. The 'Appointment Details' bar displays three icons, and the first of them is the Session Note icon. The colour of this icon will immediately inform you of the Note status:
   - the blank note icon means the Note has not been created yet;
   - the note icon with a pencil means the Note is in Draft mode;
   - the purple note icon with a check means the Note was saved as Completed.  

Running Appointments Report

If you want to work through all your uncompleted (Draft) notes one by one, the Appointments report is the most reliable way to do it. Unlike the calendar filter, it gives you a single list you can keep open and work down: run it for the period you're catching up on, then use the 'Session Note' column to see which appointments still show Draft (or a blank cell where no note has been started). There isn't a separate 'draft notes queue', but this list serves the same purpose. Practitioners who don't have access to Reports can use the same approach from Client Profile > Records > Notes.

Here is how it works:

1. Navigate to Reports > Clients > Appointments. 
2. Set the report's filters, such as time period, all practitioners or select practitioners, all locations or the select locations. 
3. Run the report.
4. The generated report will contain the 'Session Note' column.
   - If a cell in this column is blank, this will mean that a note was not created for the appointment. 
   - If a note was created for an appointment, its status will be included in this column: Draft, AutoDraft or Locked (for a completed note).

Viewing Notes in Client Profiles

Some users of a Zanda account may not have access to the Reports feature. However, a practitioner is able to have an overview of their appointments and all the notes they created, in their clients' profiles. 

• The Client Profile > Appointments > Appointments page displays a list of all appointments created for the client. The list includes the 'Session Note' column, which will show the name of the session note created for the appointment. 
• The blank cell will mean that the note was not created for the appointment. 

• To check the status of the created Notes, a practitioner will need to navigate to Client Profile > Records > Notes and review the list of the Notes saved there.