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Session Records

Complete session documentation management

The Records section displays all therapy session notes for a client in chronological order. This is where you manage, search, filter, and create session documentation.

Accessing Records​

From any client record page, the Records section appears after the Details section. Click "Records" in the left navigation sidebar to jump directly to this section.

Header Actions​

Add Button​

The "+" button in the top-right creates a new session note:

  1. Click the "+" button
  2. System creates a blank note with loading dialog
  3. Automatically navigates to note editor
  4. Note is pre-assigned to this client

The add button is disabled if:

  • You don't have note owner permissions
  • The client has exceeded usage limits

Expand/Collapse Button​

Controls how many notes are displayed:

Show All: Displays all session notes in the list

Show Less: Shows only the first 3 notes

The button appears only when more than 3 notes exist. When expanded, a "Show Less" text button appears at the bottom of the notes list.

Search and Filter​

Full-text search across all note content:

Searches through:

  • Conversation summary
  • SOAP report sections (Subjective, Objective, Assessment, Plan)
  • BIRP notes sections (Behavior, Intervention, Response, Plan)

Search behavior:

  • Type search query in the search field
  • Results update in real-time as you type
  • All matching notes are displayed (no 3-note limit during search)
  • Filter chips are inactive during search

Empty search results: Message displays "No notes found matching your search"

Filter Chips​

Three filter options available:

All (default):

  • Shows all notes regardless of status
  • No filtering applied

Pending:

  • Shows only notes awaiting approval
  • Filters notes where pending === true

Important:

  • Shows only notes marked as favorite
  • Filters notes where favorite === true

Filter behavior:

  • Click a chip to activate that filter
  • Only one filter active at a time
  • Filters are disabled when search text is present
  • Filter applies to the 3-note limit (if not expanded)

Note Display​

Default View​

Shows 3 notes by default in reverse chronological order (newest first).

Each note displays as a NoteItem component showing:

  • Session date and time
  • Note summary preview
  • Pending or approved status indicator
  • Favorite/important star icon
  • Edit and delete action buttons

Expanded View​

When "Show All" is clicked:

  • All notes display in chronological order
  • "Show Less" button appears at bottom
  • Clicking "Show Less" collapses back to 3 notes and scrolls to section top

Search Results View​

When searching:

  • All matching notes display (no limit)
  • Notes still in chronological order
  • Expand/collapse button is hidden
  • Clear search to return to normal view

Note Actions​

View Note​

Click anywhere on a note card to:

  • Navigate to full note editor
  • View complete session documentation
  • See all AI-generated insights

Edit Note​

Click the edit icon on a note to modify it. Available actions depend on approval status:

Pending notes:

  • Full edit access
  • Modify any section
  • Change client assignment
  • Update metadata

Approved notes:

  • Must unapprove first to edit
  • Uncheck "Approved" checkbox in note editor
  • Make changes
  • Re-approve when complete

Delete Note​

Click the delete icon to remove a note:

  1. Confirmation dialog appears
  2. Confirm deletion
  3. Note removed immediately

Only note owners can delete notes.

Mark as Important​

Click the star icon to toggle favorite status:

  • Hollow star = not important
  • Filled star = marked as important
  • Important notes can be filtered using the "Important" chip
  • Useful for flagging critical sessions

Empty States​

No Notes Exist​

When the client has no session notes:

  • Info message displays
  • Prompts to create first note
  • Add button available to start

No Search Results​

When search returns no matches:

  • "No notes found matching your search" message displays
  • Clear search or try different terms
  • All notes are still there, just not shown in current search

Creating Notes​

When you click the "+" button:

  1. Loading dialog appears briefly
  2. System creates your note
  3. Note editor opens
  4. Client information is already filled in
  5. You can start documenting right away

Permissions​

Note Owner​

Full access to:

  • Create new notes
  • Edit pending and approved notes
  • Delete any note
  • Mark notes as important
  • Search and filter

Team Members​

Limited to:

  • View approved notes only
  • Search and filter
  • Cannot create, edit, or delete
  • Cannot mark as important

Usage Limit Exceeded​

When limits exceeded:

  • Cannot create new notes
  • Add button is disabled
  • Can still view existing notes
  • Can still search and filter
  • Red banner indicates restriction

Best Practices​

Organization​

Keep records organized by:

  • Approving notes within 24 hours of creation
  • Marking critical sessions as important
  • Using consistent note formats (SOAP or BIRP)
  • Deleting duplicate or erroneous notes promptly

Search Tips​

Use search effectively:

  • Search specific symptoms or topics
  • Use client's own words from sessions
  • Search intervention names or techniques
  • Look for medication names or dosages

Filter Usage​

Leverage filters to:

  • Review all pending notes before end of day
  • Quickly access important sessions before consultations
  • Focus on approved notes for progress reports
  • Identify notes needing attention

Next Steps​

Learn about creating and approving notes:

Pro Tip

Use the Important filter to quickly access key sessions before client appointments. Mark breakthrough sessions, crisis interventions, or diagnostic sessions as important for easy reference.

Last updated on by Anurag Mandal