Create or Update a Provider Note

You can create a provider note to document decisions and information about a provider. All CCMS users have the ability to view notes for a provider.

Search for a Provider Note - Process Steps:

1. Scroll to the Provider Notes Search section of the page.
   • Best Practice: Before adding a new Provider Note, it is helpful to conduct a search to determine if the note was previously created.
     
2. Select a provider note Type from the drop-down list. Type options include: Client, Provider, Customer Service, Work Item, and Other.
3. From Date: Type the begin date for the Provider Note Search in the following format: MM/DD/YYYY.
4. To Date: Type the end date for the Provider Note Search in the following format: MM/DD/YYYY.
5. Select the Source of the provider note from the drop-down list. This is the communication channel used to present the note to the caseworker. Source options include Email, Fax, Scan, Hand Filled, Phone, Mail, Online, Internal, Outbound Email, and Upload.
6. Click [Search] to search for the provider note.
   • You can also click [Reset] to clear the search fields and begin a new search.
7. Results display in the Provider Notes History section of the page.
   • Type: This is the category most closely related to the note..
   • Date/Time Created: This is the day and time the Provider Note was originally created.
   • Source: This is the communication channel used to present the note to the caseworker.
   • Created By: This is the CCMS user name of the person who created the note.
   • Organization: This is the organization of the user who created the note.
8. Double-Click on the case note to view the text of the note.
9. You can click [PDF] to generate an Adobe PDF file which includes all provider notes based on the search criteria. If no search criteria are selected, the PDF includes all notes for the provider. The PDF lists the Type, Source, Date/Time Created, Created By, and Organization of the provider note.
   • Best Practice: To print one note, first be sure to search to filter the results for the note you wish to print. Then click the PDF button when the note is the only one that is viewable.
   • All users have access to this page. If the user is in the organization associated with the provider, they will have provider note update access; if not, the user has read-only access.
   • BCCD users have the security to add notes to any provider.

Create a Provider Note - Process Steps:

1. Scroll to the Add/Update Provider Note section of the page.
   
2. Select a note Type from the drop-down menu. The most common note type for a provider note is Provider.
3. Select the Source of the provider note from the drop-down list.
4. In the Note text box, type the provider note. This text box has a 1000 character limit.
5. Click [Save] to save the note to the case record. You can also click [Cancel] to reset all fields.
   • The Date/Time field cannot be edited, and is blank when entering a new provider note. This field populates after saving the note.
   • A note can only be updated or deleted by the user who created the note and only on the same day it was created.

Delete a Provider Note - Process Steps:

1. Conduct a Provider Note Search.
2. Select the desired provider note.
3. Click [Delete]. The provider note is deleted and will not display in future case note searches.

Edit a Provider Note - Process Steps:

1. Conduct a Provider Note Search.
2. Select the desired provider note.
3. To edit a provider note, click within the text box and edit the note. Click [Save] to make the changes permanent.

Results of the Procedure:

A Provider Note is created, viewed, deleted, or updated.

Frequently Asked Questions

1. Are provider notes related to general case notes?
   1. No, provider notes and case notes are two separate categories and are not viewed on the same page. Case Notes can be viewed on the Case - Case Notes page, and provider notes are viewed on the Provider - Provider Notes page.