Skip to main content

Pending Notes

Understanding the approval workflow and client history integration

Pending notes are a crucial part of Serene's quality assurance system. They provide a review and approval process that ensures all session documentation is accurate and complete before being permanently added to client records.

What Are Pending Notes?​

Definition​

Pending notes are session documentation that has been generated but not yet approved for permanent storage in client records. They exist in a temporary state where they can be reviewed, edited, and refined before final approval.

When Notes Become Pending​

Notes automatically enter pending status when:

  • AI-generated notes are created from recordings, uploads, or assisted templates
  • New session notes are created through any method
  • Existing approved notes are modified (they revert to pending status)
  • Draft notes are saved but not yet finalized

Purpose of Pending Status​

The pending system serves several important functions:

  • Quality control - Ensures accuracy before permanent storage
  • Review opportunity - Allows clinicians to verify AI-generated content
  • Edit flexibility - Provides time to make adjustments and improvements
  • Compliance - Maintains professional documentation standards

The Approval Workflow​

Step 1: Review Generated Content​

When a note first enters pending status:

  1. Access the note from your Dashboard → Notes section

  2. Review all sections including:

    • Session summary and conversation highlights
    • Structured sections (SOAP, BIRP, etc.)
    • Topics and key themes identified
    • Emotional analysis and insights
    • Client information and session metadata

  3. Verify accuracy of AI-generated content:

    • Check for factual errors or misinterpretations
    • Ensure clinical terminology is appropriate
    • Validate that important details are captured
    • Confirm that sensitive information is handled properly

Step 2: Make Necessary Edits​

While a note is in pending status, you have full editing capabilities:

What you can edit:

  • Session summary and conversation details
  • Structured note sections (Subjective, Objective, Assessment, Plan)
  • Topics and themes identified by AI
  • Client assignment and email information
  • Session metadata (date, duration, etc.)
  • Clinical observations and personal insights

How to edit:

  • Click the edit icon next to any section
  • Use the rich text editor for detailed modifications
  • Add or remove topics as needed
  • Modify AI-generated content to match your clinical judgment
  • Save changes automatically as you work

Step 3: Assign to Client (Required)​

Before approval, every note must be assigned to a client:

  1. Click the edit icon next to the client email field

  2. Choose an option:

    • Enter client email - Type the email address for a new or existing client
    • Select from existing clients - Choose from your client list
    • Create new client record - Add a new client with this session

  3. Verify client information is correct and complete

Email Required

You cannot approve a note without assigning it to a client email. This ensures proper organization in client records and maintains accountability for all session documentation.

Step 4: Approve the Note​

Once you're satisfied with the content and client assignment:

  1. Check the "Approved" checkbox at the top of the note
  2. Confirm your approval in any dialog that appears
  3. Note automatically moves from pending to approved status
  4. Client record is updated with the new session documentation

Editing Restrictions​

When Notes Are Locked​

Once a note is approved (checkbox is checked):

  • Editing is disabled for all content sections
  • Structure cannot be modified
  • Topics and themes are locked
  • Client assignment is finalized
  • Metadata becomes read-only

Unlocking for Edits​

To make changes to an approved note:

  1. Uncheck the "Approved" checkbox
  2. Note reverts to pending status
  3. All editing capabilities are restored
  4. Make your necessary changes
  5. Re-approve when edits are complete
Important Note

When you uncheck the "Approved" checkbox, the note temporarily disappears from the client's permanent record until you approve it again. This ensures data integrity and prevents incomplete edits from appearing in clinical documentation.

Edit Permissions​

Note owners can:

  • Approve and unapprove notes
  • Edit all content when in pending status
  • Assign notes to different clients
  • Delete notes if necessary

Team members with shared access can:

  • View approved notes (read-only)
  • Cannot edit or modify content
  • Cannot change approval status
  • Can view but not change client assignments

Team admins can:

  • Same permissions as note owners
  • Manage sharing and access controls
  • Override approval status if needed

Adding Notes to Client History​

Automatic Integration​

When you approve a note:

  1. Client record is automatically updated with the new session
  2. Note appears in client's session records chronologically
  3. Analytics are updated with new emotional and behavioral data
  4. Treatment planning can reference the new session content
  5. Progress tracking incorporates the latest session information

Organization in Client Records​

Approved notes are organized by:

  • Date and time of the session
  • Note type (SOAP, BIRP, unstructured)
  • Importance level (marked as important/favorite)
  • Session topics and themes
  • Treatment relevance and goal alignment

Cross-Referencing​

Approved notes automatically connect to:

  • Previous sessions for continuity tracking
  • Treatment plans and goal progress
  • Assessment results (BDI, MSE, etc.)
  • Emotional analytics and pattern recognition
  • Team communications and shared observations

Managing Pending Notes​

Dashboard Overview​

Your pending notes are prominently displayed:

  • Badge notification on the Notes section showing count
  • Pending review section with quick access to unapproved notes
  • Visual indicators showing processing status and readiness
  • Alert messages if you have many pending notes accumulating

Bulk Management​

For multiple pending notes:

  • Filter view to show only pending notes
  • Sort by date or processing completion
  • Batch operations for similar notes
  • Quick preview without opening full editor
  • Priority indicators for urgent approvals

Time Management​

Best practices for timely approval:

  • Review notes within 24 hours of generation
  • Set aside dedicated time for note review and approval
  • Use mobile access for quick reviews between sessions
  • Establish workflow for regular pending note processing

Quality Assurance Features​

Content Validation​

Before approval, Serene automatically checks:

  • Required fields are completed
  • Clinical terminology is appropriate
  • Session data is consistent and logical
  • Client information matches existing records
  • Privacy compliance is maintained

Alert System​

You'll receive notifications for:

  • Notes requiring review after processing completes
  • Extended pending periods if notes remain unapproved
  • Validation issues that need attention before approval
  • Client assignment problems requiring resolution

Backup and Recovery​

  • All pending notes are automatically saved as you work
  • Version history maintains record of changes
  • Recovery options if edits are accidentally lost
  • Export capabilities for backup purposes

Troubleshooting​

Common Issues​

Cannot approve note:

  • Verify client email is assigned
  • Check all required fields are completed
  • Ensure you have edit permissions
  • Contact support if technical issues persist

Note disappeared after unchecking approval:

  • This is normal behavior - note is temporarily hidden
  • Complete your edits and re-approve
  • Note will reappear in client record when approved
  • Access from Dashboard → Notes if needed

Edits not saving:

  • Check internet connection stability
  • Verify you haven't exceeded storage limits
  • Try refreshing page and making edits again
  • Contact support for persistent save issues

Client assignment problems:

  • Verify email address is correctly formatted
  • Check if client record already exists
  • Ensure you have permission to assign to this client
  • Create new client record if necessary

Best Practices​

Efficient Review Process​

  1. Schedule regular review time for pending notes
  2. Review notes promptly after AI processing completes
  3. Keep client list updated for easy assignment
  4. Use templates for consistent documentation
  5. Maintain quality standards across all approvals

Clinical Documentation Standards​

  • Verify accuracy of all AI-generated content
  • Add clinical insights that AI may have missed
  • Ensure professional language throughout documentation
  • Maintain consistency with previous session notes
  • Follow organizational documentation requirements

Team Coordination​

  • Communicate with team members about shared notes
  • Establish approval workflows for team practices
  • Set permission levels appropriately for different roles
  • Regular review of team documentation quality
  • Training for new team members on approval process

Next Steps​

Once you understand pending notes management:

Pro Tip

Set up a daily routine to review and approve pending notes. This ensures your client records stay current and prevents backlogs that can become overwhelming. Most clinicians find that reviewing notes within 24 hours of generation provides the best accuracy and efficiency.

Last updated on by Anurag Mandal