What is the difference between Case Notes, Coordinated Entry Notes,Coordinated Entry Event "Referral Notes", Client Notifications, Need's Comments, and when do I use them?

Date Created: June 25, 2025 | Date Updated: April 27th, 2026

What this is

This article outlines the purpose and use of the documentation tools in HMIS: Case Notes, Referral Notes, CE Notes, Need's Comments, and Client Notifications.

At a Glance

Type	Used for	Visible to	Where to add
Case Notes	Ongoing documentation of client engagement and services	Users in your agency/project	Case note location
Coordinated Entry Notes	Notes related to Coordinated Entry progress or changes	All users	CE note location
Coordinated Entry Event "Referral Notes"	Notes related to the Coordinated Entry Event	All users	Coordinated Entry Event "Referral Notes"
Client Notifications	Communication directed at the client (e.g., appointment reminders)	All users	Location of Client Notification
Need’s Comments	Additional context or updates related to the need .	All users	Location of Need's Comments
Care Coordination	Share updates that help case managers, assessors, shelter teams, and county staff understand important context about the client’s situation, supports, or service needs	All Hennepin users	Care Coordination Notes

Case Notes

When to use:

To record meetings, contacts, or outreach with a client useful for coordination within your agency
To document progress toward goals or case planning
To log contact attempts or service refusals or more sensitive information

Case Notes are ONLY visible to the creating organization and are tied to a specific program enrollment.

Comments Notes

When to use:

When initiating a referral and including client-specific context (e.g., preferences, risks, or needs)
When receiving a referral and adding updates, questions, or outcomes
When returning or declining a referral, along with a reason

Referral Notes help clarify the reason for referral and warm hand off between agencies.

Coordinated Entry Notes

When to use:

When documenting a change in a client’s housing status or eligibility for coordinated entry
When adding context for Priority List Managers or assessors (e.g., contact attempts, barriers, updates)
When noting the outcome or status of a housing referral through CE

These are used only for clients enrolled in Coordinated Entry. They should focus on prioritization, status, or match-related updates.

Coordinated Entry Event "Referral Notes"

When to use:

Sharing context to the client's Coordinated Entry Event.

These are used to give context on the Coordinated Entry Event by the referred project.

Client Notifications

When to use:

When attempting to reach a client that may be served by other HMIS organizations
When sharing information with the client directly, such as assessment appointments, matches, or follow-ups
When you need to document an outreach message (e.g., voicemail left, letter sent, email delivered)

Client Notifications are external communications to the client—like calls, texts, emails, letters, or in-person reminders. If another HMIS user opens the client record while serving the client, they can review the notification and let the client know what it says.

Need's comments

When to use:

Additional context or updates related to the need.

The Need's comment field is used to add details that support or explain the information entered in the Need record. Comments provide context for other users reviewing the client’s needs—such as why a need was created, updates on progress, or outcomes that may not fit into Need Status dropdown options.

Care Coordination Notes

When to use:

When you need to share updates that help case managers, assessors, shelter teams, and county staff understand important context about the client’s situation, supports, or service needs
When documenting coordination across providers, such as referrals, service connections, or changes in the client’s circumstances
When capturing relevant information that supports continuity of care (e.g., housing progress, barriers, safety concerns, or support systems)

Care Coordination Notes are visible to all users in Hennepin.

Summary: Choosing the Right Note Type

Situation	Use This Type
Documenting client progress or check-ins	Case Note
Sending or updating a referral	Referral Note
Updating CE housing status or coordination	CE Note
Tracking communication with a client	Client Notification
If client can't be diverted from shelter	Need's Comment
Needs CE assessment	Care Coordination