Visit Note Types

Visit Note Types are categories that get assigned to Visit Notes at the time the Visit Note is being added. Visit Note Types are a way to organize your Visit Notes in reports, and they can be useful as filters if you wish to exclude certain Visit Note Types from reports.

To get to Visit Note Types, type visitnotetype into the Convobar, or go to Meevo > Data > Visit Note Types.

How can I make it easier for employees to leave Visit Notes for clients?

We recommend you associate a Visit Note Type with a service. Meevo will prompts employees to record Visit Notes by automatically displaying a Visit Notes pop-up window after the service is rung up if the Business Preferences setting Prompt to enter visit notes upon completion of a transaction for services configured with a visit note type be enabled.

 

What is a Private Visit Note Type?

When a Visit Note Type is marked Private, all Visit Notes of that type are viewable only from the Visit Notes tab of the client profile. Private Visit Notes will never show up on reports.

The Security Administration key Data > Client > Visit Notes > View Private Visit Note controls who can see Private Visit Notes.

Note: The Business Preferences setting Show Visit Notes across locations makes Private Visit Notes viewable across locations through the client profile, but only if the Meevo user has appropriate security to view those private notes. This option does not display Private Visit Notes on Work Tickets.

How do I obtain approval for a Visit Note?

If a Visit Note Type has Obtain who approved/reviewed the visit note enabled, this means that someone with appropriate Meevo security will need to review the Visit Note and mark it as approved. Unapproved Visit Notes are not "hidden" in Meevo; they still appear in client profiles and reports.

  • When creating a Visit Note, selecting a Visit Note Type that is flagged as "requiring approved" reveals an approval checkbox within the note. Only users who have permission to approve Visit Notes can see this checkbox. The Security Administration key Data > Client > Visit Notes > Approve/Review Visit Note controls the ability to approve/review Visit Notes. This key is OFF by default.

  • Once saved, Visit Notes that require approval are outlined in orange and display a message in the upper-right corner that the note needs to be approved. 

  • A user with security to approve Visit Notes can do so during its creation (if they are the one creating it) or by editing an existing note. Selecting the checkbox approves the note.

  • Once approved, the indicators are removed and the note is stamped with the user who approved the Visit Note.

Note: Approved Visit Notes cannot be edited unless the user has permission (in Security Administration) to approve/review a Visit Note. See To edit a Visit Note for more details on editing approved Visit Notes.

What is a Visit Note Type template?

Businesses like those in the med-spa industry are required to keep detailed notes on client/patient history. Those notes often follow a format or template so that the same information is captured for each client. When you can create a Visit Note template for a Visit Note Type definition, Meevo applies that template each time a new note with that Visit Note Type is created.

Adding a Visit Note Type

  1. From the Visit Note Types search form, select Add New.
  2. Enter a Display Name and Short Description of the Visit Note Type.
  3. Add Annotation / Mark Up: This option is for uploading an image that can be marked up during Visit Note entry, like a simple outline of the human body. If you do not upload an image here, the user will have the option to upload an image during Visit Note creation. Mark-up Visit Notes are available anywhere Visit Notes can be entered or viewed, and they can be viewed across locations if the Show Visit Notes across locations option is enabled in Business Preferences.
  4. Private: When a Visit Note Type is marked Private, all Visit Notes of that type will be viewable only from Clients > Visit Notes. Private Visit Notes will never show up on reports.
  5. Create a template: To add a Visit Note template, select Create a template and format as needed. The template will be used any time a new note is created using this Visit Note Type. Formatting will not display on reports (they will show plain text) but formatting does appear in the client profile.
  6. Obtain who approved/reviewed the visit note: Designates this Visit Note Type as "requiring approval." See the FAQ above for details.
  7. When finished, select Save.

Business Types and data in Central Office

If you configured Business Types, select one from the Business Types drop-down. Only locations of the same Business Type will have access to this item once it is made available.

Reminder: Business Types are a way to categorize locations that offer vastly different services. For example, a Med Spa location would be set to a different Business Type than, say, a hair salon. In this way, Business Types ensure that unrelated data does not appear at a location (such as a Men's Haircut service appearing in a MedSpa's services list). For the vast majority of businesses, Business Types are not necessary.

Select Make available to locations to make this item immediately available to locations. In Location Options, you can exclude locations and manage how Meevo handles local overrides.

Note: If you select a Business Type and make an item available to locations, then after saving, you cannot change from one Business Type to another. However, you can at any time change from a single Business Type to All Business Types (as long as All Business Types is an available option for this item).

Editing a Visit Note Type

Note: Some fields on the form may not be editable if the current location is not the item's Home Location. 

Note: Once an item is saved with a Business Type selected and the item is made available to locations, then the Business type cannot be changed to anything other than All Business Types.

  1. Locate the Visit Note Type and select it.
  2. Select Edit, and make your changes.
  3. When finished, select Save.

Inactivating or reactivating a Visit Note Type

Mark an item "inactive" if you are setting up data and want to restrict its use until the item is completely set up or ready, or if you no longer require the item in any capacity but may want to reactivate it in the future.

When you inactivate a Visit Note Type:

  • The Visit Note Type remains unchanged in client profiles that have this Visit Notes Type associated with a Visit Note.
  • It is no longer selectable from any forms or menus in Meevo.
  • It can still appear in Meevo reports.
  • It does not appear in Meevo search results unless Inactive is selected from the Advanced menu.
  • If you inactivated the item in Central Office, the item becomes inactive in associated locations as well.
  • Remember that only the owner (as determined by the Owned By field) of the item can inactivate or reactivate it.

 

Tip: Remember to select Inactive from the Advanced Search menu to search for inactive items. 

  1. Locate the Visit Note Type and select it.
  2. Select Edit.
  3. Toggle the status switch to Inactive or Active.

  

  1. Select Save to update the status.

Deleting or undeleting a Visit Note Type

Delete an item if it is no longer needed in any capacity, and you don't anticipate needing it in the future. Most deleted items can be undeleted, and the ones that can't display a warning before Meevo lets you fully delete.

When you delete a Visit Note Type:

  • The Visit Note Type remains unchanged in client profiles that have this Visit Notes Type associated with a Visit Note.
  • It is no longer selectable from any Meevo forms or menus.
  • It does not appear in Meevo search results unless Deleted is selected from the Advanced menu.
  • It may still appear in Meevo reports depending on the report setup criteria.
  • If you deleted the item in Central Office, the item becomes deleted in associated locations as well.
  • Remember that only the owner (as determined by the Owned By field) of the item can delete or undelete it.

Note:To delete or undelete this item, the current location must be its Home Location.

To delete or undelete a Visit Note Type:

  1. Locate the Visit Note Type and select it.
  2. Select Delete or Undelete.
    1. If deleting, a confirmation message appears. Select Yes to complete the deletion.
    2. If undeleting, the form becomes active after you select Undelete. Select Save to finish undeleting.