Private Notes allows providers to document information that is visible only to the originator, ensuring privacy and confidentiality. These notes are intended for provider-specific documentation, not for patient-focused purposes. This feature is designed with psychotherapy notes in mind and includes administrative controls for practice management.

Privacy Features

• Privacy: Content remains private to the originator and only visible to the creator of the command. Automations involving these notes should not be shared with others.

• Printing: Disabled for this command. Content will not appear on any printed documents or full chart PDFs.

  Compliance and Confidentiality

  While the Private Notes feature is designed with psychotherapy notes in mind, practices should consult their legal counsel to ensure the feature complies with their specific definition of psychotherapy notes and any applicable HIPAA regulations.

User's Guide

Using the Private Notes Command

• Within a new or existing note in a patient chart, type Private and select the Private Notes command from the dropdown list

• Type private note into free text field of the command

• Once details of the private note is complete, click RECORD

  This feature is accessible only to the originator, and cannot be viewed by other users. If another user accesses a note containing the Private Notes command, they will encounter the following message: This content is only visible to the logged-in user who originated the command.

Configuration & Set Up

Managing Private Notes in Admin

Designated Canvas admins can access Private Notes settings to manage any necessary actions.

Reviewing Private Note Command Details

Available for practices that require oversight during training or review processes

• Go to Practice: Private Notes under Settings

• Locate the relevant patient and command that needs evaluation

• Click the associated blue PK link to access details

  • Originator: The user who created the command

  • Editors: Should consistently be two

  • Deleted: Indicates if the command has been removed by an administrator

  • Committer: The user who finalized the command

  • Patient: The patient associated with the command

  • Note: The note where the command was entered

  • Text: Full text contained in the command

Printing Private Notes

When a provider exits the practice, administrators can generate and manage Private Notes to facilitate a smooth transition of patient information.

• Navigate to Practice: Private Notes under Settings

• Mark the checkbox(es) next to the necessary commands for printing

• Choose Print selected commands from the Actions dropdown menu

• Click Go to implement changes

Deleting Practice Note Command

After completing the printing, notes can be erased if deemed necessary.

• Navigate to Practice: Private Notes under Settings

• Mark the checkbox(es) next to the commands that require deletion

• Choose Delete selected commands from the Actions dropdown menu

• Click Go to finalize changes

FAQ & Troubleshooting

Q: Who can see Private Notes?

A: Only the originator of the Private Notes command can view its content. Other users will see a message indicating that the content is restricted to the originator. If an admin has been granted access to Private Notes in the settings, they will be able to access the text within the command by navigating to the command settings.

Q: Will Private Notes appear on printed documents?

A: No, Private Notes are disabled for printing and will not appear on any printed documents or full chart PDFs. If needed, designated admins can print notes from Practice: Private Notes under Settings.

Q: What is the red designation next to Private Notes?

A: The red designation indicates that Private Notes is categorized as an Internal Command. This visual indicator appears to the left of the command and in the note heading.

Q: How do I enable Private Notes for my practice?

A: Contact Canvas Support to activate the Private Notes command for your practice.

Related Resources

Introduction to Commands

Keywords: private notes, internal commands, psychotherapy notes, provider documentation, administrative management, confidentiality

Categories: Documentation, Administrative Features, Privacy & Security