Notes: Creating a Note in the Client Chart, 06.2026 update

The Notes section is where you keep track of all your work with each client — from your very first meeting to every follow-up along the way.

To get to the Notes section, find your client in the client list and click on their name. You’ll land on their “Our Work” page with the Notes section in the middle of the page. There’s a text box where you can start typing, along with a “+” button to open a new blank note.

Creating a new note

To start a new note, click in the note text box, where it says “Type here”, and start writing. You can also click the “+” button to open a fresh blank note at any time.

Good to know: As soon as you start typing in the note text box, the app automatically saves your work as a draft. You’ll see an autosave message below the text box letting you know when your note was last saved. This means you won’t lose your work even if you need to step away!

If you’re already working on a note and click the “+” button to start a new one, don’t worry — the app will automatically save your note in progress as a draft and you’ll see the message “Your draft was automatically saved.”

Note fields

When you’re creating a note, you’ll see a set of fields to fill out. These fields help you keep track of all the important details about your visit or interaction with your client. Let’s walk through each one!

Note type, date, and time fields

1. Note Type: This is where you can select what kind of note you’re writing. The most common note types you’ll use are:
   • Outreach – track outreach attempts and conversations with clients who haven’t enrolled yet
   • Meet the Person Interview (MPI) – capture your client’s story that you hear during their MPI
   • Follow-up – capture what happens during regular check-ins with your client once they’re enrolled
   • Graduation (soon to be called Closeout) – track what you discuss when your client completes or exits the program
   • There are other note types that are available, but you’ll likely use them less often. Learn more about them in this article
2. Date of Encounter: This is the date your visit or interaction with the client actually took place. You can select today’s date or a date in the past, but you can’t enter a future date
3. Start Time: Enter the time your visit or interaction started. You can type the time directly into the field or choose it from the dropdown
4. Time Spent (min): Enter the number of minutes you spent with your client. Type in a whole number — for example, enter 45 for a 45-minute visit. Decimals aren’t allowed in this field
5. Next Contact: is an optional field where you can enter the date of your next planned visit or check-in with your client. The date must be after the Date of Encounter. Once you finalize your note, a To-do will automatically be created with the Next Contact date.

Who you reached and how you reached them

6. Who Did You Reach?: This is where you tell the app who you were in contact with during this interaction. You can select more than one option. Here’s what each option means:
   • Client or client representative — you spoke with the client themselves, or someone acting on their behalf
   • Family or Friend — you spoke with a family member or friend of the client
   • Provider — you spoke with a healthcare provider
   • Other care professional — you spoke with another type of care team member
   • No one — you weren’t able to reach anyone
7. Depending on what you select to “Who Did You Reach?”, you’ll see some follow-up questions appear:
   • If you reached someone: How did you reach them? will appear, and you can select In person, Phone, Video, Text, or Email. 
     • If you met in person, you’ll also be asked what type of place you were in (like a client’s home, hospital, or medical office) and have the option of entering a specific site.
     • If you reached a Provider, Which provider? will appear so you can note which provider you spoke with. The options you see here are set in advance for your organization.
   • If you reached No one: Who were you trying to reach? will appear.
     • If you select “No one, I was just doing some work on my client’s behalf,” no further fields will appear.
     • If you select a person, you can select how you tried to contact them.

Type of Support and Z codes

8. What Type of Support Did You Provide? This is where you describe how you helped your client during this interaction. You can select more than one option – visit this page to learn more about the different types of support. If you didn’t have a meaningful interaction with them, for example you called them but no one picked up, choose “None”
9. Select SDOH Z codes This field appears when you select any type of support that isn’t “None.” SDOH Z codes are standardized codes that describe the social factors affecting your client’s health, like housing instability or food insecurity.
   • When you open the dropdown, you’ll see a list of commonly used Z codes. As you work with a client over time, the codes you’ve selected in past notes will appear at the top as favorites.
   • Note: This field is required if your organization uses billing.
   • If you select a Z code, for each Z code you’ll see a Explain SDOH z codes field where you can select from the dropdown why the Z code was relevant.

Note and Documentation Time

10. Beneath the Z codes fields you’ll see the main text area where you write your note about the visit or interaction. There’s no character limit, so write as much detail as you need!
11. Documentation Time Beneath the note text there is a space where you can keep track of the time you spent writing this note (not the visit itself — just the time it took to write up the visit). This field is required for organizations that use billing.

Saving your Note

Once you’re begun working on your note, there are two ways a note can be saved:

• Draft: Your note is automatically saved as a draft as soon as you start typing in the note text box. You’ll see an autosave indicator below the text box. Drafts are stored and won’t be lost if you navigate away from the page or log out.
• Final: When you’ve filled out all required fields, the “Final” button at the bottom of the note becomes active. Click it to save your note as final. 

💡 Pro tip: We encourage you to save your notes as Final when you're done working on them so your records stay up to date!

Viewing Past Notes

Once a note has been saved, it will appear in the History section below the note creation area, with the newest notes at the top. For each note in the list, you can see the note type, the date of the encounter, and the name of the person who wrote it.

Draft notes will show a “Draft” badge so you can easily tell them apart from finalized notes.

Modifying Draft and Final Notes

Once a draft note is created you can go back and edit as many times as you need before finalizing. You can also delete a draft by clicking the trash can icon at the bottom of the note. The app will ask you to confirm before deleting. 

Also, if you’re a supervisor or the original creator of a note you’ll be able to edit Final notes. Just click the pencil icon on the bottom left. If you make edits to a finalized note, you’ll see the previous finalized version at the bottom of the note. Of note, Final notes cannot be deleted.

Have more questions? Reach out to us at support@impactcarehq.com, we’re here to help!