What is the difference between Case Notes, Referral Comments, CE Notes, Client Notifications, Need's Comments, and when do I use them?
Author: Ran | Date Created: June 25, 2025 | Date Updated: October 14, 2025
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
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.
Referral 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.
CE Notes (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.
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.
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 |