How to document common encounter types, Z-codes and editing notes 06.2026 Update

How to log a phone call 

When logging a phone call there are fields that need to be populated to help document how much time you are spending following up with clients, if you reached them and how you reach them. 

1. Select Follow-up as the Note Type. 

2. Using the calendar select the Date of Encounter. 
3. Then enter  the Start Time, the Time spent on the encounter and Next Contact.

4. Next, if you reach someone, answer “Who did you reach?” using the dropdown and “How did you reach them?”. 
5. Then you can answer the type of support you provided along with the appropriate SDOH Z-codes and explanation. 

How to log an attempt to reach your client

If you attempt to reach your client, and you did not reach anyone, you should still document your attempt. 

1. Select “No One” for “Who did you reach?”. 
2. Then answer “Who were you trying to reach?” and “How did you try them?”. 
3.  For “What type of support did you provide?” you can answer ‘None”.

4. Next, in the  Note text box you can document either your attempt to reach someone or a summary of your conversation.
5. Once you have completed your note you will enter in how long you spent documenting.
6. Finally, if you are ready to finalize your note you can click on the “Final” button.

How to log a medical visit

1. To log a medical visit start by selecting “Provider Appointment” or “ Follow-up”as the Note Type and use the calendar to fill in the “Date of Encounter”.  

2. For “Who did you reach?” select Client or client representative and Provider. 
3. Next, answer which Provider, how you reached them, and type of place you were in.
4. Add notes

How to log work done on behalf of your client

You’ll often spend time doing work on behalf of your client that doesn’t require you to speak with anyone – for example you may spend time researching resources or following up with organizations. This work is important and should also be recorded in the chart. Here’s how to do it:

1. First, select “Follow- up" as your Note type 
2. Fill in the usual fields about date, start time, and time spent.

3. For “Who did you reach?” select “No One” from the drop down. 
4. Next, answer “Who were you trying to reach?” by selecting “No one, I was just doing some work on my client’s behalf”. 
5. Answer type of support provided accordingly.

6. Next, type in your note in the note text body. 
7. Add the time it took you to create your note in the Documentation Time field

Support provided, SDOH z-codes, and Explanation 

SDOH “Z codes” help describe a person’s social needs (like housing, food, transportation, safety, and more). They make it easier to capture what you supported during a visit so your team can track trends, support billing (for billing organizations), and coordinate care. 

Billing organizations: Selecting Z codes is required when the field appears for Billing organizations. For non-billing organizations, selecting Z codes is optional.

Selecting Z codes in a note

1. Open or create a note and fill in the basics (Date of Encounter, Start Time, Time Spent).
2. In “What type of support did you provide?”, pick one or more supports (for example: Social support, Problem solving, Navigation for healthcare). If you pick anything other than “None,” you’ll see the “Select SDOH Z codes” field appear.
3. Click “Select SDOH Z codes.” You’ll see helpful Favorites at the top the first time, and then “recent-for-this-client” favorites on later visits.
4. Search or browse and check the Z code(s) that match the support you provided.
5. If at least one Z code is selected, you may also see “Explain SDOH Z codes.” Choose the explanation that best fits. If there’s only one valid explanation, it’s auto-selected for you.
6. Pick what you actually addressed. Choose codes that reflect your support during the encounter, not everything the client is experiencing.

Tip: You can type a code (like “Z59.41”) or a plain term (like “food” or “job”) in the search box, both work.

How to edit notes

Occasionally you may realize after you finalized a note that you need to make a change. Now notes can now be edited even after they have been finalized. This functionality is available to the original author of the note along with Managers, Directors, and Billers.

1. To edit a note, go to the client chart and find the note you want to edit. 
2. Open the note up and locate the pencil icon that allows you to edit. 

3. Click on the pencil icon and click on “Yes, I’m sure” to enable editing.

4. Make updates as needed. 
5. Saves changes and re-finalizes the note.You should see a “Note saved.” banner appear and the previous finalized version is moved into the Previous Final Versions section. You can edit a note as many times as necessary.

If you need to review previous versions of a note that has been edited you can! 

Open up the note and navigate to the bottom of the note and click on the carrot to expand Previous Versions. Each previous version shows:

• Created by and the original creation date.
• Finalized by and the date of finalization.
• All note fields as they were at the time of that finalization

Feel free to reach out to us at support@impactcarehq.com with any additional questions - we're always here to help. 🙂