05 Creating a Grid Note

Writing a Grid Note

If the system is being used to schedule services, then notes should be created from scheduled events. See the “Creating Notes from Schedules” course for more information.

1. Click on Notes

2. Click on Add Note

4. Select the Client.

Note: Your security settings will determine the clients displayed in the drop-down list.
- Helpful Hint: To verify which clients are visible in the drop down, go to the Options menu to see if the "Assigned Clients only" box is checked. If this box is checked and the client name required to write a note is not visible, the client will need to be added to the user’s employee record under the Assigned Clients tab.

5. Enter a Service Date.

6. Select the Service from the drop-down.

Note: Each service is associated with the end date of an authorization. Selecting the correct service provided is critical so that the corresponding goals for that service are displayed.

7. The Client Record Number, Insurance ID# and Template should auto-populate.

Note: If a Grid Note template is not auto-populated, open the drop-down and select this option. This template will pull in the goals, intervention keys and assessment keys in the proper grid format.

8. Enter the Start Time and End Time or Duration.

Note: Services are typically setup to either require start and end time or as duration only at the beginning of implementation.
- Helpful Hint: Be sure to include AM and PM. You can click "A" for AM and "P" for PM.

9. Caregiver will auto-populate based on the user login.

10. Supervisor will auto-populate based on the assignment made at the client record.

Note: Supervisor can be changed if necessary to reflect the supervisor responsible for reading and approving the note.

11. Click on the Save button

Note: Once you click Save, the note grid will populate with any goals and outcomes associated with the service selected.

Interventions and Assessments

1. Enter the appropriate intervention and assessment values into the cells.

Helpful Hint: Intervention and Assessment cells only accept numbers 0-99 and the letters x & y. This may be further restricted, depending on your company’s particular key setup.

2. Click Save at any time, even if you have not completed all of the goals.

Helpful Hint: Once a note is saved, you can relaunch it for completion from the Unsigned/Unapproved Notes dashlet or directly from the Notes desktop.

3. When the note is complete, Click OK, enter password, and click Sign Note.

Sign When Complete

Note Sign Warnings

Note Flow-chart

Service Unit Utilization

After selecting the service, a "Service Unit Utilization" graph appears to the right of the screen. Hovering a mouse pointer over any color on the graph corresponds to the unit count. "In Process" reflects all units that are tied up in the system, but not yet billed. These units could consist of time entered on the schedule or time against an approved note that has not been billed.*