Where can I add a comment on a patient file?

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There are several places to leave notes on a patient's file.  This article overviews appointment alerts, administrative and clinical reminders, patient comments, and billing comments.  

 Appointment Alert

Appointment Alerts attach to a single appointment on the SCHEDULING screen.  It appears as a bell within the appointment box (in day, week, and month view) or appointment line item (in agenda view).  Hover the mouse over the bell to view the Appointment Alert details. 

To add an Appointment Alert to a new appointment, click SCHEDULING > “+Create New Appointment”.  Enter comments into the “Appointment Alert” field.

To add an Appointment Alert to an existing appointment, click SCHEDULING > Navigate to the appointment on the calendar > Click on the appointment > Enter the comments into the “Appointment Alert” field.  Click the green “Save Changes” button.  If it is a recurring appointment a pop up box generates.  To only add the alert only to the appointment selected click the gray “Just [Month/Day/Year]” button.  To add the alert to the entire recurring series of appointments click the gray “[Month/Day/Year] and Later” button. 

Visibility: Appointment Alerts appear as bells on the calendar under SCHEDULING. 

  • Users assigned the role of Clinician, Clinical Administrator, Intern, and Practice Scheduler can see appointment alerts.  
  • Practice Schedulers and Clinical Administrators see the schedule and appointment alerts on all patients, whereas Clinicians and Interns only see schedule and appointment alerts for their own patients.  
  • Users assigned roles that do not see the SCHEDULING tab on the top cannot see the appointment alerts.  This includes Practice Biller, Practice Administrator, and Supervisor.     

 Administrative and Clinical Reminders

Reminders attach to all past and future appointments for a patient on the SCHEDULING screen.  Like the appointment alert, reminders also appear as a bell within the appointment box (in day, week, and month view) and appointment line item (in agenda view).  Hover the mouse over the bell to view the reminder details.  Reminders are also visible on the patient’s chart under the “To Do and Schedule” tab. 

To add a Reminder to a patient’s chart click PATIENTS at the top > Click on the patient’s name > “To Do and Schedule” tab > Click the blue “+Add Reminder” button.  From the “Who can view this reminder?” drop down box select either Clinicians Only or All Users.  Enter comments into the “Reminder Text” box, then click the green “Add Reminder” button. 

Visibility:  Reminders appear as bells on the calendar under SCHEDULING and as an entry in the patient’s chart under the “To Do and Schedule” tab. 

  • Users that can add and view Reminders visible to Clinicians Only and All Users:
    • Clinical Administrators
    • Clinicians
    • Interns
  • Users that can add and view Reminders visible to All Users:
    • Practice Schedulers
    • Practice Billers
  • Users that cannot see or add Reminders:
    • Practice Administrator
    • Supervisor

 Patient Comments

Users can store comments in the Patient Comments box, located in the patient’s chart under the “Patient Info” tab. 

To add a Patient Comment, click PATIENTS at the top > Click on the patient’s name > “Patient Info” tab > Click anywhere on the “Patient Comments” box to open it for editing.  Type the comments in the text field then scroll to the bottom and click the green “Save Patient Information” button. 

Visibility

Users assigned the following roles can view, add, and edit Patient Comments: 

  • Clinician
  • Clinical Administrator
  • Intern
  • Practice Biller
  • Practice Scheduler
  • Supervisor

Users only assigned the role of Practice Administrator cannot view, add, or edit Patient Comments. 

 Billing Comments

Users can store comments in the Billing Comments box, located in the patient’s chart under the “Billing Settings” tab. 

To add a Billing Comment, click PATIENTS at the top > Click on the patient’s name > “Billing Settings” tab > Click anywhere on the “Billing Comments” box to open it for editing.  Type comments in the text field then scroll to the bottom and click the green “Save Billing and Insurance Settings” button. 

Visibility

  •  Users assigned the following roles can view, add, and edit Billing Comments: 
    • Clinician Biller for Assigned Patients Only
    • Practice Biller
    • Practice Scheduler
  • Users assigned the following roles cannot view, add, or edit Billing Comments: 
    • Clinician
    • Intern
    • Practice Administrator
    • Supervisor

 

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Comments

  • Avatar
    Tonya Frazier

    How can I view and edit the text reminder language that goes out to my clients? I was not able to find the information to do this in your help documents.

  • Avatar
    Jordan

    Tonya,

    You can send yourself a test reminder by going to settings> patient appointment reminders> click send test sms reminder. You will then receive a test reminder. They cannot be edited at this time. However we do plan to incorporate customization in the future. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com.