Creating Case Note Types & Adding Case Note Security

Creating Case Note Types & Adding Case Note Security

Case Note Types

Managing Case Notes across the organisation is a key quality and compliance process.  Case Notes and other important notes are vital in keeping track of the client's medical history, wellbeing and ensuring that a continuity of information can be provided to all staff members. Case notes can be used to record any type of information regarding a client.

In CareVision, Case Note Types are used to categorise Case Notes based on their usage as well as manage who has access to different types of information. Case Note Types are customisable depending on your organisation's standards and procedures.

Case Note Type Examples

  1. Progress Notes
  2. Clinical Notes
  3. Activity Notes
  4. Management Notes
  5. Incident Notes

Terms

  1. Case Note - A record of interactions, observations, and activities relating to a particular client.
  2. Case Note Types - Categories for organising case notes within the CareVison platform.
  3. Circle Security Role - Circle is a CareVision term for Clients. The Circle Security Role is the security role based on a user's relationship with a client.
  4. Available for New Notes - A tickbox that tells the system if new notes can be added to a Case Note type. If this checkbox is unticked, it  means that the Case Note type will be mainly used for archive purposes.

Security Roles and Access to Notes

When setting up user permissions in CareVision, there are two sets of security roles, as shown in the screenshot below. The top one, Security Role, is the organisation security role, this determines  how much a user can see on the CareVision Webportal (Management Portal on Web). The bottom two, Active Circle Security Role and Inactive Circle Security Role are circle security roles, they determine  how much client information a user can see (often referring to the booking details on the CareVision Mobile App).


The Active and Inactive Circle Security Roles are designed to protect a patient's private information, making sure only people who need to see the information can see it and only at the appropriate time can . The Active Security Role decides whether the user can see client-related data within 14 days of a booking - 7 days prior to the booking and 7 days after the booking. The Inactive Security Role decides whether the user can see client-related data beyond the 14 day period of the booking. A user with Active Carer as the Active Circle Security Role and Inactive Carer as the Inactive Circle Security Role will only see their client's data within the 14 days period. Beyond the 14 days period, the user will no longer be able to see the client's profile and detailed information.

Each case note type can have its access restricted by circle security role.
It is not recommended to allow the Inactive Carer role access to most notes to protect client data.
You may wish to restrict some note types to only be viewable by managerial positions. This can be achieved by only selecting the appropriate circle security roles on the case note type.

Creating a New Case Note Type

The following steps are for users that are currently signed in on the CareVision system as a coordinator.

Steps

  1. On the Navigation Menus, go to Settings and scroll down to CASE NOTES



  2. You will see the Case Note Types List. Click on the +CREATE NEW CASE NOTE TYPE button 
  3. On the Create a new type pop-up, fill out the following fields:
    1. Name - The Label or Title of the Case Note Type
    2. Available for New Notes - a tickbox that will flag the system if new notes can be added to a Case Note type. If this checkbox is unticked, it means that the Case Note type will be mainly used for archive purposes.
    3. Pick a Colour - Unique colour that will serve as background for the Case Note Type Name.
  4. To add extra security for the Case Note, click on the Dropdown to select the roles that can view/access the contents of the Case Note type.




  5. When you're done adding details on the CREATE A NEW TYPE popup, click on

Usage

When creating New Case Notes, staff members are required to select a Case Note Type.