Notes Settings (Admin Dashboard)
The Notes Settings section of the Admin Dashboard allows your organization to control how staff document interactions with participants in the Timeline. These settings help ensure that note-taking aligns with your internal workflows, billing processes, and documentation policies.
ITO Health provides two optional features—Billable Notes and Update Last Contact Date—that administrators can enable or disable depending on what best fits organizational needs.
1. Billable Notes
What This Setting Does
When Billable Notes is turned on, staff will see a “Billable” checkbox inside the note composer when writing a new note.
This applies to:
- De novo notes typed at the top of the Timeline
- Notes attached to challenge/solution cards
When turned off, the Billable checkbox is hidden for all users.
Why Organizations Use Billable Notes
Different organizations track "billable activity" in different ways. Turning this feature on allows staff to mark certain notes as billable for:
- Third-party billing partners
- Time-based or encounter-based reimbursement models
- Internal auditing of staff productivity
- Quality control for note types tied to billing requirements
- Grant or contract reporting that requires documentation of “billable” interactions
How to Enable or Disable Billable Notes
- Go to Admin Dashboard → Settings → Notes
- Toggle Enable Billable Notes ON or OFF
- Changes apply immediately for all staff
Reporting
If your organization uses billable notes, you can export billable activity from the Reporting page or include it as part of periodic audits.
2. Update Last Contact Date
What This Setting Does
When enabled, staff will see an “Update last contact date” checkbox whenever they attach a note to a challenge or solution card.
This box defaults to checked.
When disabled, the checkbox is hidden.
How It Works
- If a staff member spoke with or interacted directly with the participant on that date, they should leave this box checked.
- The participant’s Last Contact Date (shown in the patient list) updates automatically.
- If the staff member did not speak with the participant and is simply documenting an action or internal update, they should uncheck the box so the system does not register a contact that did not occur.
Why Organizations Use This Setting
Some organizations strictly track participant engagement metrics—like outreach requirements, caseload management, and time-to-contact expectations—and want staff to specify when contact actually occurred.
Other organizations prefer not to expose this field to all users or prefer to manage contact tracking differently.
How to Enable or Disable the Last Contact Setting
- Go to Admin Dashboard → Settings → Notes
- Toggle Enable Update Last Contact Date ON or OFF
- Changes apply immediately
Reporting
When enabled, Last Contact Date feeds into your participant list and any downstream reporting tools used to monitor engagement and outreach requirements.
Summary
The Notes Settings page helps your organization configure the documentation workflow that works best for your team:
| Setting | What It Controls | When to Enable |
|---|---|---|
| Billable Notes | Shows or hides the Billable checkbox in notes | If you bill for services, audit notes, or need documentation tied to reimbursable activity |
| Update Last Contact Date | Shows or hides the Last Contact checkbox in inline notes | If you track participant engagement, outreach requirements, or caseload metrics |
As always, if you have questions about how your organization should use these features, reach out to your program administrator or ITO Health support.