A Guide to Visit Notes

The Visit Notes feature provides a dedicated space within a participant’s profile for documenting information from third-party health professionals—such as physicians, dietitians, podiatrists, opticians, dentists, and other clinical specialists.

Even if these professionals do not directly access StoriiCare, staff can use this section to record notes on their behalf or to upload supporting documentation (e.g., lab results, scanned reports, faxed summaries). This keeps clinical information neatly organized by profession for easy reference.

Visit Notes is accessible only from within a participant’s profile:

1. Go to Participants from the StoriiCare Dashboard.

2. Select an individual participant.

3. Click on the Visit Notes feature (the title may differ on your system—see below).

The title “Visit Notes” may appear differently depending on your organization’s custom terminology. Common alternatives include:

• Third Party Professional Notes

• Medical Notes

• Clinical Notes

• External Provider Notes

Regardless of the name used, the functionality remains the same.

Visit Notes includes default categories (e.g., Physician, Dentist, Dietitian).

• These cannot be renamed or removed.

• Organizations can add custom categories through Visit Notes Settings.

Custom categories are useful when documenting visits from therapists, specialists, or other professionals not represented in the default list.

Visit Notes settings are similar to Progress Notes settings, but with important security restrictions.

See: Visit Notes Settings Overview

The following options cannot be enabled for Visit Notes:

• Member Tagging

• Require Member Tagging

• Share with Connections

• Templates

These restrictions ensure clinical notes remain private, are correctly associated with the appropriate participant, and cannot be accidentally shared with unauthorized parties.

Administrators can create custom tags for Visit Notes to help categorize entries (e.g., Medication Review, Lab Results, Follow-up Needed).

Tags improve filtering and reporting across Visit Notes.

See: How to Use Tags with Visit Notes

Each Visit Note category includes an optional field where you may assign a medical professional.

To do this:

1. Click the pencil icon next to “Medical Professional.”

2. Select the appropriate person from the dropdown list.

   • This list is populated from the Contacts feature.

   • Ensure the professional is added as a Contact in StoriiCare.

This assignment is informational only—it does not affect permissions or notifications, but helps staff quickly identify who is responsible for a participant’s care within that specialty.

To add a new Visit Note to a participant's record, follow these steps:

1. Open the participant's profile.

2. Click on Visit Notes (or whatever it's called on your system -- the terminology is customizable).

3. Select the relevant Category.

4. In the note area, compose your note.

5. If applicable, select tags from the Tag dropdown menu.

6. If applicable, enter a to and from time.

7. If applicable, format the note with any of the rich text menu options.

8. Click Save.

You can navigate Visit Notes in two ways:

Select a category (e.g., Dentist, Dietitian) to view only the notes associated with that professional type.

Use the “All Visit Notes” option (or its customized name) to see entries from every category in a single list.

This is helpful for clinical reviews, audits, or multidisciplinary discussions.

To export Visit Notes:

1. From the Dashboard, click on Exports.

2. Select Notes.

3. Under Export by type, choose Visit Notes (or your custom name).

4. An Export by subtype filter will appear. Add/remove categories as needed.

5. Apply filters such as:

   • Date range

   • Tags

   • Sorting preferences

   • Number of signature boxes

6. Choose your export format:

   • PDF for printing or external sharing

   • CSV for data review or archiving

Exports can be used for audits, medical reviews, regulatory compliance, or care plan meetings.

See: How to Export Visit Notes

Need More Help?

If you need further assistance, you can reach out to our support team by emailing support@storii.com. Our support team is ready to help you with any questions or issues you may have.