Visit Note Types

Visit Note Types are used to categorize Visit Notes; you'll assign a Visit Note Type at the time the Visit Note is being created. 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.

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.

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. To get to Visit Note Types, type visitnotetype into the Convobar, or go to Meevo > Data > Visit Note Types.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: Enable this option to allow an image to be uploaded for this Visit Note Type. Uploaded images can be marked up during Visit Note entry/creation. The image is usually something simple like an outline of the human body or line art of a face. 
    1. If you upload an image to the Visit Note Type, that image will be the template whenever this Visit Note Type is selected. The image cannot be changed during visit note creation.
    2. If you enable the option but do not upload an image to the Visit Note Type, the user entering the Visit Note will need to upload an image during Visit Note entry/creation.
    3. Annotated 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 the note as needed. The template will appear automatically when a new note is created using this Visit Note Type. 
  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.

 

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. 

  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.