Client notes are an optional feature in HMIS. They are not typically a funding requirement and their use depends on whether an agency or project chooses to include them in its workflow. Notes can help document relevant interactions or case details, but they should only be added if they serve a clear purpose.
Client notes are not the same as service transactions. Service transactions record specific services provided to a client and are often tied to funding and reporting requirements.
With the Global Visibility rollout, notes entered on unlocked client records are shared across agencies. Before adding a note, make sure the information is intended to be shared system-wide.
- Notes on unlocked records are visible to all agencies
- Locked records (e.g., HOPWA, RHY) notes will be restricted to the agency that entered the note
- Avoid entering PHI or sensitive details in notes
How to Add a Client Note
Go to your client record and navigate to the Client Profile tab.
Scroll down Client Notes and select Add New Client Note.
A new screen will appear with two fields:
- Note Date: Defaults to today’s date. You can adjust if the note refers to a past interaction.
- Notes: Enter the content of your note here.
Review your entry for accuracy and confirm that the note avoids PHI or sensitive details
Click Save to add the note to the client’s record
Reviewing Client Notes
Once a note has been added, the note notification will display upon opening the client record, unless the note is marked as “read”.
Notification:
When reviewing the Full Note, keep the “unread” flag so that other providers can also see the notification. If the status is changed to "read", it will no longer display the notification when opening the record.
Unread Notes
Read Notes
The note will always be accessible in the client profile, even if its status has changed to “read”.