Within the profile, staff can create an internal note for residents, prospects and family. Internal notes store additional information on the users and things that happen to him/her, asking for a passive or active follow up by staff. The internal notes are available and listed (chronological) via the user profile in the tab 'Notes'. No notifications are triggered to staff members.
You can access the internal notes via User management where you select the user for whom you want to create a note. The notes for all the community users are grouped here in the Notes tab.
This page (as a grid) gives an overview of the note details per user (newest note is shown) with the Flag status and action button. Here staff can flag or unflag a note, adapting the degree of attention for other staff members.
We distinguish different types of notes: general, incident, fitness, engagement, dining, ... The service icons are re-used to visualize the type of notes: general and incident notes get a general info icon, fitness and engagement get the activity icon, dining notes get the dining service icon.
To enter a note, you can write a description of the issue/thing/occasion you want to register on behalf of this user. A note can be flagged to indicate a higher importance or required to follow up. This flag is made visible when looking at the overview of notes. You can also add an attaching file (MS Word, Excel and PDF) to a note.
The note overview can be filtered on note type(s) or on flagged/unflagged status.
Alternatively, notes can also be created starting from the activity’s attendee list. These notes are also added to the resident profile notes tab but they contain a deeplink to the activity they were created from.
Here you start from the service Activities/Item where you click the tab 'Notes'. Here you get the list of persons attending to this activity, one row for each. In the action field you can select 'create note'.
Within the tab 'Notes' as part of the user's profile, you see the chronological list of notes created by the staff. The flag indicates a higher importance or need to follow up. The note overview can be filtered on note type(s) or on flagged/unflagged status.
At the note level, staff can also remove the flag if action is taken or follow up is no longer needed.