Case Noting and Visibility in HMIS
In This Article
Visibility Groups
The visibility of information in HMIS is governed by " visibility groups". The providers in these groups are able to view the information recorded by specific system objects and assessments.
Visibility groups are applied to individual system objects and assessments. The picture below shows that information stored in the Client object is visible to the members of four groups, while data in the Client Note object is solely visible to providers in the creating agency’s group.
Because each agency is given sole visibility to the Client Note object, a user cannot view the information entered by another agency into the Client Notes section:
Case Note Options
For those looking to record case notes that only their agency can view, there are three options: the Case Note and Client Note sections and the Notes About Client assessment. The Client Note section and Notes About Client assessment are independent areas, while Case Notes are tied to a client’s Goals. Notes entered into the Case Note section have the advantage of being linked to contextual information, but a goal must be created before a case note can be recorded.
Though the standard practice is to assign only an agency’s visibility group to these three case note storage locations, the system does allow for multiple visibility groups to be granted access. Should you have a question concerning whether another agency can or does have access to the Case Note, Client Note, or Notes About Client sections, please contact the HMIS Helpdesk at mnhmis@icalliances.org.
Case Note
Where can I find this case noting option?
The Case Notes section can be found on both the Case Plans tab and the Summary tab.
How do I record a case note?
To record a case note, there must be an entry in the Goals section. Click on the notepad icon to open the Case Notes section. (Please note that while case notes are not shared between agencies, goals are typically visible to other service providers.)
Select Add Case Note to create a new entry in the Case Notes section.
How can I download a copy of case notes from HMIS?
To print or download a copy of the case notes entered for a client by your agency, select Print. When printing case notes, you can choose whether to print all notes or only those recorded during a specified date range. The Case Note Providers prompt affects whether you print all case notes visible to your user account or only those visible to the provider you have selected to "enter data as".
Client Note
Where can I find this case noting option?
The Client Notes section can be found on the Client Profile tab.
How do I record a client note?
Select Add New Client Note to create a new entry in the Client Notes section.
How can I download a copy of client notes from HMIS?
Just like case notes, information can be printed or downloaded from the Client Notes section by selecting Print, then specifying which dates and providers the notes should be pulled for.
Notes About Client
Where can I find this case noting option?
The Notes About Client assessment can be found on both the Summary tab and the Assessments tab.
How do I record a note about a client?
Select Add to create a new entry in the Notes About Client assessment. You may include an End Date, but it is not necessary.
How can I download a copy of Notes About Client information from HMIS?
To view the information entered into the Notes About Client assessment, run the ART report MIN-00-CMM-123-Notes About Client. The path to that report is Public Folder => SSA Report Gallery => 5. Agency – Level => Case Management.
The report will allow you to view notes entered for specific clients and/or providers within a supplied date range.
Accessing Case Notes
Goals can be added through the Case Plans tab and a dashlet on the Summary tab.
The Notes About Client assessment is added by default to the Summary tab. It can also be set to appear by default on the Assessments tab.
If you would like your provider’s configuration changed to make goals and case notes or the Notes About Client assessment more accessible, contact the HMIS Helpdesk at mnhmis@icalliances.org.