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Notes, Signing & the Sign Queue

A note isn't done until it's signed — the signature is what turns a draft into part of the legal record. This page covers where notes live, how signing and unlocking work, and how to keep the queue at zero.

Where Notes Live​

  • On the client's chart — the Dashboard tab's Clinical Notes section is the per-client view, with the note bar (Type / Dictate / Live Session) to start a new one.
  • Notes to Sign (left sidebar) — your cross-client queue at a glance: your own notes needing attention, unsigned treatment plans, and treatment plans due for review (the sidebar count adds notes and plans due for review). If you supervise others, your co-sign queue lives on the Supervision dashboard, not here.

Working the Queue​

The Notes to Sign page with status filters

The Notes to Sign page ("Notes and treatment plans that need your attention") is built for the end-of-day sweep:

  1. The default filter, Needs signature, is your to-do list; under supervision you also get Submitted (with your supervisor) and Returned (sent back for edits).
  2. The Waiting column counts days since the session — anything older than two days turns red (or orange while it's your supervisor's move), so the oldest debts stand out.
  3. Click a row to open the note, sign it, and come back — "You're all caught up" is the goal state.

Above the table, a Treatment plans to sign section appears when any client has an unsigned treatment plan — each row opens the plan so you can sign it there. A Plans due for review section appears when any treatment plan is approaching its review date, badged Overdue or Due soon.

Quick Chart Notes​

Not every entry is a session note. Type on the client's Dashboard opens a free-text Chart Note — right for a phone call, a records request, collateral contact — with its own date and time (defaults to now). Click Add Note and it files onto the chart as a draft like any other note.

Typed notes aren't limited to free text: the Format picker above the text box defaults to Chart Note (free-form), and choosing one of your templates instead opens the full note editor with that template's sections ready to fill in — the typed equivalent of a recorded or dictated note's structure.

Editing a Note​

Open any unsigned note to work on it:

  • Edit sections directly; changes are held locally until you click Save — there's no autosave, and closing the browser with unsaved edits warns you first.
  • The wand icon on each section is Magic Edit — AI refinement of just that section.
  • Regenerate Note... (⋮ menu) re-drafts the whole note from the session transcript with a different template — available while unsigned, for notes that have a transcript.
  • The ⋮ menu also offers Print, Download PDF, and — for unsigned notes only — Delete Note (which removes the note and its transcripts, permanently).

Signing​

Click Sign Note when it's ready. Signing:

  • Stamps the note with your name, credential, license, and timestamp — shown in the signature block and on the PDF.
  • Locks the clinical content — sections become read-only, Magic Edit disables, and the note badge flips to Signed. The note keeps its original session date; signing later never moves it.

Correcting a Signed Note​

Signed doesn't mean untouchable — it means accountable. Unlock Note (on any signed note) reverts it to draft for editing, with guardrails:

  1. Pick a reason — Correction / Error Fix, Add Missing Information, Change Note Template, Supervisor Requested Changes, Late Entry / Addendum, or Other.
  2. The unlock is recorded in the audit trail, and the note itself displays the provenance — "Unlocked by [name] on [date] — [reason]."
  3. Edit, then sign again.

There's no separate addendum document type — late additions are made by unlocking with the "Late Entry / Addendum" reason, so the correction history stays attached to the note itself.

Under Supervision​

For supervised clinicians the flow adds one round-trip:

  1. Your sign button reads Submit for Review — the note shows Awaiting Supervisor Review and moves to your Submitted filter.
  2. Your supervisor either Co-Signs (note finalizes with both signatures — Provider and Supervisor cards in the signature block) or clicks Request Edits with a comment.
  3. Returned notes appear under your Returned filter with the supervisor's comment shown on the note — revise and resubmit.

See Supervision for the supervisor's side.

Keeping Documentation Current​

  1. Record or dictate close to the session while it's fresh (see Recording a Session).
  2. Sweep Notes to Sign to zero on a regular rhythm — the Waiting column keeps you honest.
  3. Check the Notes Report monthly: it matches sessions to notes and flags the one thing the queue can't — a session with no note at all ("Missing note").