Notes

Maintain logs to ensure compliance

The Fieldworker platform lets you add, organize, and manage any notes associated with a customer in one place. The platform allows your agency and employees to take text or audio notes. These notes may be associated with a specific task or may be generically associated with the customer.

The Notes tab serves as the clinical and operational diary for a client. It provides a chronological record of every interaction, observation, and incident, supporting both regulatory compliance and internal communication.

1. Top Bar Controls

These tools allow you to manage and organize the client's historical records.

• Search Bar: A real-time predictive search field to find specific keywords or staff names within the notes.

• ADD NOTE: Opens a modal to enter a standard text-based progress note or incident report.

• ADD VOICE NOTE: Launches a recording tool. This is a "mobile-first" feature allowing field staff to dictate notes which are then saved as audio files with timestamps.

• FILTER & SORT BY: High-level controls to narrow down notes by type (e.g., Home Visit, Incident, Telehealth) or change the order of display.

2. Note Types & Components

Each note in the feed acts as an immutable record with a specific set of metadata.

Voice Notes (e.g., Incident #12 Voice Note)

• Audio Player: Includes a Play/Pause button, a seeker bar, and volume controls.

• Attribution: Displays the specific staff member (e.g., Tiffany Alexander) and their role (Admin).

• Timestamps: Records the exact minute the note was created.

Text & Progress Notes (e.g., Incident #6 Note)

• Note Content: Displays the body text of the observation (e.g., "Check this incident out").

• Audit Trail: Shows both the Created Date and the Updated Date, documenting exactly who made changes and when.

• Quick Edit: The [] icon allows authorized users to modify a note while preserving the history of who performed the update.

Comprehensive Case Reviews (e.g., Andre Rios ISS 8)

• For complex documentation like IEPs or Behavioral Assessments, the Notes tab supports long-form text.

• This is used for structured summaries, including Cognitive Abilities, Academic Performance, and Eligibility Determinations.

3. Usage & Integration

FieldWorker (Staff View)

• Incident Management: Standardized titles like Incident #11 help managers quickly identify and address urgent reports.

• Transcription: Voice notes provide a hands-free way for caregivers to document details immediately after a shift, increasing accuracy.

AbilityHub (Family View)

• Transparency: Notes can be configured to sync directly to the AbilityHub timeline. This allows families to see "Home Visit" summaries or "Phone Call" logs in real-time.

• Circle of Care: Parents can listen to voice notes or read progress updates, reducing the need for manual check-in calls to the agency office.

4. Navigation

At the bottom of the tab, Pagination Controls (e.g., 1, 2, >) allow you to navigate through the client's entire history without overwhelming the page load.

Adding a New Note

The New Note functionality allows administrators and field staff to document specific interactions, clinical observations, or administrative updates for a client. By linking notes to specific projects or tasks, the system maintains a structured audit trail. When you click [ADD NOTE], a modal appears with the following fields and controls:

Field Name	Type	Description & Importance
Customer	Dropdown	Mandatory. Auto-populated with the current client (e.g., Andre Fuego Mandana Maya). This ensures the note is saved to the correct record.
Project	Dropdown	Optional. Links the note to a specific service authorization (e.g., Andre Rios ISS 8). This is crucial for tracking progress against specific project goals.
Task	Dropdown	Optional. Links the note to a specific Task (visit or appointment). This creates a direct connection between the work performed and the documentation provided.
Note Title	Text Input	Provides a brief heading for the note (e.g., "Monthly Progress Update" or "Incident Follow-up").
Content Editor	Rich Text	A full-featured editor where you can type the body of the note. It includes a formatting toolbar for bold, italics, lists, and even image/link embedding.

Key Controls & Formatting

• Character Limit: The editor tracks your input, allowing up to 6,000 characters per note.

• Formatting Toolbar: Includes options for alignment, bullet points, numbered lists, blockquotes, and clearing formatting.

• [CREATE NOTE] Button: This button remains inactive until the mandatory data is provided. Once clicked, the note is saved to the Notes feed.

• Dismiss (X): Located at the top right, this closes the modal and discards any unsaved text.

Advanced Usage & Integration

FieldWorker (Internal Review)

• Audit Readiness: Notes created here are timestamped with both "Created" and "Updated" dates, providing a transparent history for state auditors.

• Searchability: Once saved, the Note Title and content become searchable within the main Notes tab.

AbilityHub (Family Sync)

• Visibility: Depending on agency settings, these notes can be toggled to appear on the family's timeline in the AbilityHub app.

• Professionalism: The rich text editor allows staff to create professional, well-formatted reports that are easy for family members and guardians to read and understand.

Adding a New Voice Note

The New Voice Note functionality provides field staff with a hands-free, efficient way to capture clinical observations or incident details immediately after a visit. This feature is particularly useful for maintaining high documentation standards without the need for manual typing. When you click [ADD VOICE NOTE] on the Notes tab, a modal appears with the following configuration fields:

Field Name	Type	Description & Importance
Customer	Dropdown	Mandatory. Auto-populated with the current client (e.g., Andre Fuego Mandana Maya). This ensures the audio file is attached to the correct electronic health record.
Project	Dropdown	Optional. Links the recording to a specific service authorization (e.g., Projects). This helps administrators filter notes by specific programs or funding sources.
Task	Dropdown	Optional. Directly connects the voice note to a specific Task (visit). This is critical for proving that documentation was completed at the time of service for EVV compliance.
Note Title	Text Input	Provides a short, searchable label for the recording (e.g., "Post-Shift Observation" or "Behavioral Incident").

Recording Controls

The center of the modal contains the primary recording interface:

• Microphone Icon (): Clicking this blue icon starts the recording process. The system will capture audio via your device's microphone.

• [CREATE VOICE NOTE] Button: This button becomes active once the recording is finished and all mandatory fields are filled. Clicking it uploads the audio file to the Clients record.

• Dismiss (X): Located at the top right, this allows you to cancel the recording and exit the modal without saving.

Usage & Ecosystem Integration

FieldWorker (Staff Documentation)

• Audio Feed: Once saved, the note appears in the Notes tab with an integrated audio player.

• Transcription: Depending on your agency's settings, the voice note may be automatically transcribed into text, making the content searchable via the Search Bar.

• Audit Trail: Every voice note includes a timestamp and the name of the staff member who recorded it, creating a secure and immutable record.

AbilityHub (Family Transparency)

• Real-Time Sync: If the associated project is set to be visible to the family, the voice note (and its transcript) can appear in the AbilityHub timeline.

• Human Connection: Hearing the caregiver's voice can provide families with a greater sense of reassurance and involvement in their loved one's care.