What is the difference between Case Notes, Referral Comments, CE Notes, and Client Notifications and when do I use them?
Author: Ran Chang | Date Created: June 25, 2025 | Date Updated: June 25, 2025
What this is
This article outlines the purpose and use of four documentation tools in HMIS: Case Notes, Referral Notes, CE Notes, 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 | |
| Referral Comments | Additional context or updates related to a referral | Agencies involved in the referral (sending and/or receiving) | |
| CE Notes | Notes related to Coordinated Entry progress or changes | All users | |
| Client Notifications | Communication directed at the client (e.g., appointment reminders) | All users |
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.
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 |