Accurate and up-to-date notes are essential for effective information sharing, compliance, and decision-making. You can securely record, update, and reference important provider notes in Access Provider Intelligence, ensuring your team stays informed and compliant.
⚠️ Important: Notes are only visible to authorised team members within your organisation. You'll need the appropriate permissions to edit or delete notes. Check with your administrator if you cannot see the notes options.
Key features
Feature | Description |
Centralised note storage | All internal provider notes are kept in one secure location. |
Confidentiality | Notes are only visible to authorised team members within your organisation. |
Flexible record keeping | Add notes for inspections, follow-ups, concerns, or general observations. |
Edit and delete capability | Update notes as situations change, or remove notes when they are no longer relevant. |
Chronological tracking | The latest 20 active notes are always visible, supporting robust audit trails. |
Add a note
You can add a note directly from a provider's details page or by requesting one through the chat.
Click the provider record you want to add a note to.
Click Add Note.
Enter your note in the text field. Include context such as visit details, action points, or the purpose of the note.
Click Save.
📌 Note: The author and date are recorded automatically when you save a note.
🤓 Tip: You can also add a note by typing your request in the chat, for example 'Add a note to [provider name]: [your note].'
View notes
You can view all recent, active notes for a provider from their profile.
Click the provider record you want to view notes for.
Click Notes in the provider profile.
Review the notes displayed, each showing the date, author, and content.
📌 Note: The latest 20 active notes are shown by default.
Edit or delete a note
You can update or remove a note if information changes or a note is no longer relevant.
Edit a note
Click the provider record containing the note you want to update.
Click Notes in the provider profile.
Click Edit next to the note you want to update.
Make your changes, then click Save.
Delete a note
Click the provider record containing the note you want to remove.
Click Notes in the provider profile.
Click Delete next to the note you want to remove.
Click Confirm to permanently delete the note.
⚠️ Warning: Deleted notes cannot be retrieved. Ensure you no longer need the note before deleting it.
📌 Note: All edits and deletions are logged in the audit trail for transparency and compliance purposes.
Search and filter notes
You can search and filter notes to quickly retrieve relevant records.
Click the provider record you want to search notes for.
Click Notes in the provider profile.
Enter a keyword in the Search notes field to find relevant notes.
Select a filter from the filter options to narrow results by author, date, or event type.
🤓 Tip: Use specific keywords when searching to retrieve the most relevant historic records quickly.
Good and poor practice
Good practice
Add context to every note, including the purpose, visit details, or action points, so colleagues can understand the note without needing to ask.
Review and update notes regularly to ensure they reflect the current situation accurately.
Use the search and filter options to retrieve historic records quickly rather than scrolling through all notes.
Delete notes only when you are certain they are no longer needed, as deletions cannot be undone.
Poor practice
Adding vague notes without context, such as 'Spoke to provider', which are not useful for colleagues or audit purposes.
Leaving outdated or inaccurate notes in place without updating them, which can mislead colleagues.
Sharing note content outside of Access Provider Intelligence with people who do not have the appropriate permissions to view it.
Summary
Provider notes in Access Provider Intelligence give your team a secure, centralised way to record and manage important information about care providers. Adding clear, contextual notes and keeping them up to date supports effective collaboration, compliance, and decision-making across your organisation.