Calendar Notes

Choose the note type that matches where the information belongs.

Calendar note

A calendar note is a scheduled entry without a patient. Use it for internal planning, blocked time, or a reminder that belongs on the schedule but is not a patient visit.

Create a calendar note

1. Click an empty time cell on the calendar.
2. Leave the patient field empty.
3. Select the date, time, room, provider, and group or reason if needed.
4. Add the internal scheduling note.
5. Click Create Visit.

The entry appears on the calendar and is labeled Note when you open its details. It can be edited or deleted like other calendar entries, subject to your permissions.

Important: A calendar note is not part of a patient's medical history. Do not use it for treatment details or clinical findings.

Appointment note

An appointment note is internal information attached to a specific visit. Use it for scheduling and operational context, such as:

• preparation instructions;
• communication with the front desk;
• insurance or payment reminders;
• information the team should know before the visit.

Add it in the Note field when creating or editing a visit. You can also add comments from visit details or the appointment summary.

Appointment notes stay with the visit, but they are not part of the patient's clinical record.

Clinical patient note

A clinical note belongs in the patient's medical history. Use it for information such as:

• symptoms and findings;
• treatment notes;
• patient communication relevant to care;
• clinical observations;
• documents or files related to the note.

Clinical notes are created from the patient's profile in the Clinical Notes area, not from the calendar's Create Visit form.

Create a clinical note for a visit

1. Open the patient profile.
2. Open the patient's history or the relevant visit summary.
3. Open Clinical Notes.
4. Enter the note text.
5. Add files if needed.
6. Save the note.

When a visit is selected while you create the note, the note is linked to that appointment and appears with the visit in the patient's history.

Create a patient-level clinical note

Follow the same steps with All History selected. The note stays attached to the patient without being tied to one appointment.

Clinical exams

Use Add Exam in the Clinical Notes area when you need a structured examination form.

1. Open the patient's Clinical Notes area.
2. Click Add Exam.
3. Choose the configured exam template.
4. Complete the questions, selections, comments, and tooth information when available.
5. Save the exam.

Depending on the template, an exam may include structured findings, tooth selections, and other clinical fields. You can later open Edit Exam, print the exam, or delete it when permitted.

Edit, pin, lock, or delete notes

Depending on your role, you may be able to:

• edit a note;
• attach or remove files;
• pin an important note;
• lock a note to prevent further changes;
• delete a note.

If an action is not visible or is disabled, your clinic administrator may need to update your permissions.

Which note should I use?