Internal notes let your team share observations, reminders, and context about cases, providers, and appointments - without worrying about clients seeing them.
Why Internal Notes Look Different
You'll notice internal notes use a distinctive amber/yellow color scheme throughout the portal. This is intentional.
One of the biggest concerns legal teams have with client portals is accidentally exposing internal commentary to clients. The amber styling serves as a visual safety signal: anything you write in an amber-colored area is for your team only and will never be visible to clients.
Write candidly. Note concerns. Add context. The amber color means it's safe.
Where You Can Add Notes
Provider Notes
Add notes about medical providers directly from the Treatment > Providers tab. Each provider row shows:
- A preview of the most recent or pinned note
- An amber button showing the note count
- Quick access to add a new note
Click on a provider's note button to open the notes panel.
Appointment Notes
Track specific details about individual appointments from the Treatment > Appointments tab. The Actions column shows amber note buttons for each appointment.
Click an appointment's note button to add notes specific to that visit.
Case Notes
Use the floating amber note button on the right side of the screen to add general notes about the case itself. This is great for:
- Case strategy discussions
- Important reminders for the team
- Background context that doesn't fit elsewhere
All notes from appointments and providers will roll up under the main case notes feature.
Features
Pinning Notes
Pin important notes to keep them at the top of the list. Pinned notes show a pin icon and appear before unpinned notes.
Replies
Reply to existing notes to keep related discussions together. Replies appear nested under the original note.
Editing and Deleting
Edit or delete your notes using the menu on each note card. Only the note author can edit or delete their notes.
Who Can See Internal Notes
Internal notes are visible to:
- All staff members in your organization who have access to the case
- Organization administrators
Internal notes are never visible to:
- Clients
- External parties
- Anyone outside your organization
Best Practices
- Be candid - The amber styling means clients can't see these notes
- Pin important notes - Keep critical information visible at the top
- Use replies for discussion - Keep related notes threaded together
- Add context proactively - Notes help colleagues who work on the case later
- Note provider experiences - Track which providers are responsive, difficult to work with, or require special handling