Overview
Notes are a powerful way to keep track of actions and important information when working in NikoHealth. They can be added to Patient Profiles, Orders, Invoices, Inventory items, and Tasks.
To help you stay organized and work efficiently, NikoHealth provides two key features for your notes: Note Subjects and Note Templates.
Note Subject | Note Template |
A category that a note belongs to or addresses. Note Subjects organize your notes into shared topics, making it easy to filter, search, and report on notes across your organization. | Pre-defined format/text that populates in the note field with one click. Can be applied to a note with one click. Useful for frequently written notes and consistency. |
Required for notes in Patient Profile or Order | Always optional |
System Defaults: Alert, Billing, Compliance, Order, and Resupply. | No system defaults |
Examples:
| Examples:
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Creating Note Subjects
Note Subjects should be set up before your team begins adding notes to patients and orders.
To create a new Note Subject, navigate to Management > Application Settings > Note Subjects.
You'll see a list of existing Note Subjects, including the defaults that come with NikoHealth. Hover over an existing Note Subject to modify or delete.
To create a new, custom Note Subject, click the NikoHealth blue action button (plus sign) in the upper right corner.
Enter the Name and Description for your new subject, and Save.
Your new Note Subject will now appear as an option when any user creates a note in a patient profile or order.
Creating Note Templates
To create a new Note Template, navigate to: Management > Application Settings > Note Templates.
You'll see a list of existing Note Templates (if you've created any). Hover over an existing Note Template to modify or delete.
To create a new Note Template, click the NikoHealth blue action button (plus sign) in the upper right corner.
Enter a Name for the Template (e.g., "Appointment Confirmation").
Choose a Type for the Note Template from the dropdown. This determines where the Template can be used in the system.
Enter the text you want to include in the template. This is the content that will pre-populate when a user selects this template.
You also have the option to enable "Allow to edit when using template". This lets anyone applying this Template to a note to make changes to the populated text.
When your Note Template is all set, click Save.
Applying Note Subjects and Note Templates
When creating a note in a patient profile, order, or other supported area:
Navigate to the record where you want to add a note (e.g., a Patient Profile).
Click the blue plus sign (+) and choose "New Note", or click the Notes tab at the top of the record.
In the note creation area at the bottom, click "Select Subject" and choose the appropriate Note Subject from the dropdown. This is required for patient profile and order notes.
Optionally, click "Select Template" and choose a Note Template from the dropdown. The template text will populate in the note field.
Edit or add to the note content as needed.
Click Submit to save your note.
Tips and Best Practices
Set up Note Subjects early
Configure your subjects before your team starts adding notes so that all notes are properly categorized from the start.
Keep subjects broad but meaningful
Create subjects that are useful for filtering and reporting without being overly specific.
Use subjects for better Reporting
You can run Reports filtered by Note Subject. For example, you can pull a report showing all notes with the subject "Patient Complaint" created in the last year, or track AR touches by subject.
Use templates for repetitive workflows
Any note your team writes frequently (call logs, complaint records, follow-ups) is a great candidate for a template.
Enable editing on templates
In most cases, you'll want users to be able to add details to the pre-populated text.
Review and update regularly
As your workflows evolve, revisit your Note Subjects and Templates to ensure they still meet your team's needs.