How do I add a case note?
Author: ICA | Date Created: 8/4/2024 | Date Updated: 7/7/2025
What this is
This article explains how to use Case Notes, if you choose to use them in HMIS.
What you need to know
Case Notes are only visible to other users with access to the ClientTrack organization you use when you create the note. They are not shared statewide and not meant for sharing information across agencies.
📞 If your agency has more than one ClientTrack organization, you will want to coordinate with your team about where Case Notes are kept.📓
Follow these steps
- Go to the Clients workspace, expand the Profile folder in the menu group, and select Case Notes:
- Click the Add New Case Note button in the right-hand corner of the page:
- Adjust the Entry Date if you are recording something that happened on a previous date.
- Verify the User who is recording the Case Note.
- Enter a brief title or description in Regarding field, which will serve as the Case Note's title.
- Enter the Case Note.
- If necessary, select the Read Only checkbox. If this box is checked, no one will be able to delete or edit the case note unless the read only checkbox has been unchecked.
- You can also record Services associated with this Case Note using the Services section of the form, but this is optional and not required.
- Click the Save button to save this note and return to Case Notes list for your client.
When you are done
View the existing Case Note:
- From the client’s Case Notes page, find the note in the list.
- Hover over the three-dot action button.
- Click View Case Note to open and read it.