Configure Required Fields for Clinical Notes

Configure Required Fields for Clinical Notes

Overview

ICANotes+ allows you to configure required fields for clinical notes. When a field is set as required, users must complete it before they can compile the note.

For example, if you mark Diagnosis Code as required, clinicians must document a diagnosis before compiling a Progress Note. The system prevents the note from being compiled until the required information is entered.

You can also configure exceptions. For example, you might allow a specific supervisor to compile certain note types without completing a required field, while all other users must still complete it.

Demo: Missing Required Fields

Want to see this behavior in action? Take the following demo tour to see how ICANotes+ prevents note compilation when required fields are missing: 







Configure Required Fields

To configure required fields,
  1. From the left sidebar, select Settings.
  2. At the top, select the Data Requirements tab.
  3. In the left pane, select Clinical Notes.
The Clinical Notes section displays the following fields that you can configure as required.
  1. Diagnosis Code
  2. Follow Up (Coming soon)
  3. Linked Appointment
  4. Service Code
  5. Time Spent



To make a field required, turn the toggle On.
  1. When enabled, the field becomes mandatory for all users and all note types unless you configure an exception.



What Users See When A Required Field Is Missing

If a required field is not completed, the system prevents the note from being compiled.

A validation message appears indicating the missing field. Users must complete the required field before compiling the note.





Configure Exceptions

Exceptions let specific users compile certain note types without completing a required field.

For example, if Diagnosis Code is required for all notes, you can create an exception that allows one provider to compile a Progress Note without entering a Diagnosis Code.

To add an exception,
  1. In the Clinical Notes section, turn on the required field.
  2. Under the required field, select Add Exceptions.
  3. In the User list, select who should be exempt from the field.
    • Select an individual user when only one person should be exempt.
    • Select All Users when every practice user should be exempt.
  4. In the Note Types list, select one or more note types that can be compiled without the required field.
  5. Select Save Exception.

Notes
To add exceptions for additional users, click Add Exception and repeat the steps above.

Example: Exempt an Individual User

If you select a specific provider in the User field and select Progress Note in the Note Types field, that provider can compile a Progress Note without entering a Diagnosis Code.

All other users must complete the Diagnosis Code before they can compile the note.



Example: Exempt All Users

If you select All Users in the User field and select Progress Note in the Note Types field, every user in the practice can compile a Progress Note without completing the required field. The field remains required for all other note types, such as Quick Note or Case Management.



FAQs

Can a required field be made optional for only certain note types?
Yes. Create an exception for the applicable user or All Users and select the note types for which the field does not need to be completed.

What happens if an exception is created for a specific user but not for other users?
The exception applies only to the selected user. Other users must still complete the required field before compiling the applicable note.

Can different exceptions be configured for the same required field?
Yes. You can add multiple exceptions for different users and note types.

If an exception applies to one note type, does it also apply to other note types?
No. Exceptions are specific to the note types selected when the exception is created.

What happens when a required field is missing and no exception applies?
The note cannot be compiled until the user completes the required field.


Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.