Writing a note
My Notes holds your clinical documentation. Start a blank note or begin from a template, then link it to a client and, where relevant, a specific appointment. Linking matters: a note attached to an appointment appears in that client's timeline in context.
Notes support free text, structured SOAP fields for subjective, objective, assessment and plan, or template driven fields you have defined. You can attach media such as images or audio to a note where that forms part of the record.
Save with a keyboard shortcut
Press Ctrl + S, or Cmd + S on a Mac, while writing to save without reaching for the mouse. Get into the habit during sessions so you never lose a partially written note.
Organising with the explorer
The notes page offers two layouts and remembers your preference. The explorer shows a folder tree grouped by client, alongside your own custom folders and anything unassigned. The legacy layout shows a flat grid or table.
Create, rename and delete folders, and move notes between them. Filter by client or date range, and search when you know roughly what you wrote. Notes can be printed with your practice letterhead, which is what you want for anything leaving your practice on paper.
Moving a note to a folder unlinks it
Moving a note into a custom folder clears its client and appointment link. If keeping the note tied to a client's timeline matters, leave it in the client folder rather than filing it elsewhere.
Building note templates
Notes Template is where you define reusable structures so every note of a given type captures the same fields. A template is a list of fields, each with a type such as text, choice or checkbox, a label, and whether it is required.
Templates can be attached to services, so booking an intake assessment produces the right structure without you selecting it. In a group practice, templates created by the owner are available to team members, which is how you keep documentation consistent across clinicians.
Retiring a template deactivates it rather than deleting your history. Notes already written from it stay exactly as they were.
Reports and the approval workflow
A report is a formal PDF produced from a note, intended to leave your practice: a letter to a GP, a summary for a school, or documentation for an insurer. Create one from a note using Create Report, and manage them in Reports.
Reports move through an approval workflow, which is what makes them suitable for supervised practice.
| Status | Meaning |
|---|---|
| Pending Approval | Waiting for one or more nominated therapists to sign off. |
| Self Approved | You approved your own report, appropriate for independent practice. |
| Approved | Everyone required has signed off. Ready to send. |
| Archived | Kept for the record but out of your working list. |
Approving requires a signature. You can draw one, upload an image, or reuse a signature you have saved. Once approved, email the report to the client with the PDF attached, or download it. Reports use your letterhead settings, so set those up in Business Settings before you send the first one.
PracFlow is not for prescribing
PracFlow supports clinical documentation and diagnostic coding on charge slips, but it is not a prescribing system and the platform terms do not permit using it to prescribe medication.
Could not find what you needed? Email support@pracflow.ai or use the Need Help button in your dashboard.