🛏️ Patients
Patient records are the foundation notes are built on: who the patient is, what services they receive, their goals, and which nurses may see them.
Creating a patient
Add Patient (dashboard) or New Patient (on the Patients page) opens the guided form: name, sex, date of birth, whether the patient's care plan tracks maladaptive behaviors, and any standing additional information for context.
Finding patients
Search by first and last name (the bars filter as you type) and order by created date or last monthly talk — the latter is the quickest way to find patients whose monthly education talk is coming due.
The patient profile
Each profile collects:
- Details — demographics, behavior tracking, additional information, and the date of their last monthly talk (kept current automatically as notes record education talks).
- Goals — the care goals nurses work toward and report progress on. Each goal belongs to a service, so the note wizard can offer the right goals for the service performed. Goals can carry a lifetime and be archived — see Goal lifetimes & archiving. Deleting a goal also deletes the notes documenting it — Noted warns you first.
- Services — which of the five service types this patient receives (Respite, Personal Support, Lifeskills, Supported Living, Supported Employment).
- Diagnoses — the patient's diagnoses. These give the AI context for tone and expectations but are never named in generated notes.
- Assigned nurses — exactly which nurses can see this patient and write notes for them. Assignment takes effect immediately, as does removal.
Nurses only ever see their assigned patients. Admins see every patient in the agency.
Goal lifetimes & archiving
Care plans run on cycles — most commonly the fiscal year — and a goal that ended June 30 shouldn't be picked for a July visit, nor next year's goal for a June one. Each goal takes an optional usable window plus an archive switch:
- Usable From — the first visit date the goal can be used for. Set next fiscal year's goals up ahead of time: nurses can't pick them until the window opens, and they light up on their own when it does.
- Usable Through — the last visit date the goal is meant for. Nurses can pick it for notes dated on or before that day — including catch-up documentation written later — but not for later visit dates. Both cutoffs follow the visit date on the note, never the day the note is written.
- Archive — retires the goal: it disappears from the nurse app's goal list entirely until you unarchive it. Use it when a goal is finished for good but its history should stay.
All of it lives on the patient profile's Goals tab — the window on the goal's add/edit form, archiving with the archive button on the goal's row. Each goal wears its status there: Jul 1, 2026 – Jun 30, 2027, Starts Jul 1, 2026, Expired Jun 30, 2026, or Archived.
The rule binds in the nurse app. On the web, you keep discretion: the note form and note editing annotate ended goals with the reason — expired Jun 30, 2026, archived — but never block the pick, so corrections and special cases stay in your hands.
Deleting a goal deletes every note documenting it. Archiving keeps the record intact — the goal's notes stay readable, reportable, and exportable — while guaranteeing nothing new is filed against it. When a fiscal year rolls over, set the new year's goals up and archive (or let expire) the old ones.