Create a case note template

Lumary DC - This article explains how to create a new case note template.

To help workers quickly populate case note entries, system administrators can set up case note templates to:

• capture specific information for specific roles
• capture different combinations of information for different types of shifts or sessions, and
• show examples of how to fill in free text fields.

Required packages

Updated in: Lumary DC 1.5

To create a case note template:

1. Click on the App Launcher nine dot grid icon.
2. Click in the Search apps and items... field.
3. Type Lumary DC Settings.
4. Click on the Lumary DC Settings text link.
5. Under General, click on Case Note Templates. This will list the case note templates currently available in your system.

The Disciplines Template is Available For column shows whether a template is linked to a specific role or if it's available for all roles.

6. Click on the New button.

This will launch the New Case Note Template form. The following table explains the purpose of the fields. Mandatory fields are marked with an asterisk.

Field	Purpose
Information
Case Note Template ID	When you save the template, this id will be automatically generated with an NT prefix.
Active	This checkbox can be used to activate and de-activate templates. New templates default to Active.
Template Details
* Template Name	The template name is used to identify the template in selection lists. It should clearly identify the purpose of the template.
* Disciplines Template is Available For	If the template is only for users with a specific role, use the drop-down list to select that role. Only users with permissions for that role will be able to access the template. Otherwise, leave this field set to All.
Template Settings
Enable Billing	The user will be able to select a service and quantity to create a service delivered (SD) record for billing. Services must be available on the client's service agreement.
Enable Hold Back From Invoicing	If the user adds a billable service, this option allows them to exclude the service from being automatically included in billing. In the SD record that's created, the Client Accepted checkbox will be unticked. An additional field will appear for the user to add a reason for the exclusion. The SD record can be added back into billing by ticking the Client Accepted checkbox.
Enable Goal Linkage	If the client has a goal attainment plan, they will be able to open a checklist of active goals by clicking on the Goal Related Note toggle. If the toggle is activated, at least one related goal must be selected. The case note will be listed on the client's goals progress feed. It will also be linked to any goal that was selected via a goal progress tracking record.
Enable Behaviour Support Linkages	If the client has a behavioural support plan, the user will be able to select the plan. The case note will be listed on the behavioural support plan (BSP) record.  If assessment information is captured, a clinical assessment (AD) record will be linked to the case note.
Enable Share Prompt	If the client has one or more client contacts with a tick in the Receives Client Updates field, they will be able to opt to share the case note with those contacts. The user will be able to: select an address to send the email from, and preview and modify the email content.
Enable Attachments Prompt	The user will be able to upload document, video or image files to attach to the case note. Uploaded attachments appear: in the Files section of the case note record, and on the client's record under the Files tab in the Client Related Files list.
Enable Previous Note	The user will be able to view the content of the most recent case note for this client.
Enable Goal Attainment Scale Capture	The user will be able to add goal attainment scale outcomes, if they select: a related appointment, and one or more related goals. The session outcome will be listed in the Goal Progress Tracking section of the case note record.
Enable Assessment Upload	The user will have the option to add assessment details. If they choose to capture an assessment, they must include the: assessment type date, and review period. They will also have options to: complete a free text entry field to describe the assessment outcome, and upload assessment files. This information will be stored: in a clinical assessment (AD) record  linked to the case note, and on the client's record under the Files tab in the Client Related Files list.
Enable Non-Billable Time Capture	This feature is only accessible to users who have an associated worker record. The user will be able to capture time spent on non-billable tasks, like report writing or professional development. This will capture: the type of task, and start and end date and times. This information will be stored on a session record that blocks out the time on the calendar of the worker who created the case note.
Template Example
Case Note Example	Populates the Case Note field with sample text to guide users through how this type of case note can be written. Users will be able to modify or add to this text.

7. Once you've filled in the mandatory fields and enabled all of the features you require, click on the Save button.

The template will be added to the list of available templates. Users with access will be able to select it from the Note Template drop-down list when they create a new case note.