This New Case note was launched on July 21st, 2025 with a goal of every session allowing for concurrent documentation and the case note driving Member care.
Timeline
It is recommended that care team members document their notes at the time of the session. This helps to reduce feelings of overwhelm and is the best way to ensure note accuracy. At a minimum, Mindoula requires all notes to be entered within 24 hours of the event.
Organization of mMR Note
Data
Engagement status
Engagement method
Engagement Types & Interventions
Engagement details
Assessment
Goals
Referrals
Assessments
Plan
Follow up Plan
Free Text Boxes
For efficient documentation only successful engagements require written text in addition to the chip selections.
Data
Engagement Status
CTM has to select one of the engagement statuses. Based on the selection of the status we display additional sections in the case note.
Engagement Methods
One of the related engagement methods has to be selected and time spent for this engagement method has to be entered. For calls, messaging or zoom calls the logs will be auto populated under this section making it easy for the care team member to link the logs to the case note.
Engagement Types and Interventions
Based on the reason for the engagement with the member, you have to select a relevant option from the "Engagement Types & Interventions".
As you hover over options, more details about the engagement type or intervention will be provided.
Engagement Types vs. Interventions
Engagement Types describe how the contact or activity occurred. They capture the format of the interaction rather than the specifics of what was done.
Interventions describe what actions you actually took during the engagement. They focus on the specific services, support, or steps provided to address the member’s needs.
Quick Tip for Case Notes:
Think of engagement type as the container for the interaction, and interventions as the contents inside that container.
One Engagement Type and one Intervention has to be selected to publish the case note
For each chip selection if more details to be added those can be selected from the bottom of the intervention list.
Intervention Notes
Intervention Notes are Mandatory. You can add related notes here when selecting interventions on details like what are all the issues that are addressed or tasks the CTM have completed during the current engagement with the member.
Pending Member Call notes will go in this section. Written notes are only necessary for successful pending Member calls. Unsuccessful outreaches can be captured through chip selections. For pending member calls, select other and type in "Enrollment."
Pending Member Note Example-
The Member requested assistance with the following:
[add Member’s needs based on the conversation and the HRSN]. (For SUD include information reported on the Enroll Assist)
Need
Need
Need
[add any additional important information]
Engagement Details
Fill out all engagement detail questions. The mandatory questions must be answered before note publication.
Based on the engagement log that is linked to the case note, we auto select who initiated the engagement.
For example, if it is a phone outbound call, we auto select "Mindoula Team" & if it is an inbound call we select "Member.” Same applies for chat/text engagement logs. For zoom on default we consider "Mindoula Team."
Assessment
Goals
CTMs can also add in new goals as needed based on the engagement with the member. Goals and Referrals should be addressed in every weekly visit.
Any goal progress update notes added in the update flow will display in the goals section
Goal Progress Note Examples:
Meaningful Progress
Member has made progress in managing hypertension by taking medications consistently and reducing average BP from 158 to 142 mmHg. Will continue daily monitoring and follow up with PCP in July.
Member completed housing application with care team support and is now on the priority waitlist. Will follow up with housing coordinator next month to check placement status.
Member has participated in weekly therapy sessions to manage anxiety and reports fewer panic episodes over the past two weeks. Will continue therapy and begin practicing coping skills daily.
No Progress
Member has not engaged in therapy or coping strategies to reduce depressive symptoms due to inconsistent attendance. Will conduct outreach this week to reassess readiness and explore barriers to participation.
Goal Completed
Member has successfully established care with a PCP and attended two follow-up visits, confirming continuity of care. No further action needed at this time.
Referrals
Any open referrals that are not yet used will be displayed here.
CTM's can update the referral status while working on the note for the member
Referral Note Examples:
Referral to outpatient therapy was completed on June 15; member has attended two sessions and plans to continue weekly.
Referral to housing services was made on June 20; member has submitted application and is awaiting eligibility determination.
Referral to [provider/service] was made, but member has not yet engaged due to [reason, e.g., nonresponse, scheduling issue]. Plan is to [next step].
Assessments
Any assessments that are in draft or have a due date to complete will be displayed here.
CTM's can complete these assessments while in engagement with the member to save time.
Once the assessment is completed the item gets cleared from the list
Follow Up Plan
If there are already any upcoming follow up appointments scheduled then those task details will be displayed in this section with status "Member has a scheduled follow up appointment".
CTM's can add in additional tasks from here as needed by clicking on the "Add Task" button.
There is a notes section for "Follow up " section in which a template like the following should be used:
Action items for member and care team before next appointment example:
Care Team Will:
Assist member with completing housing application and send to housing authority.
Provide education on coping skills for anxiety and mail worksheet packet.
Conduct weekly check-ins to monitor engagement and emotional well-being.
Member Will:
Begin using coping skills worksheet to manage daily stressors.
Reach out to housing office if follow-up is needed.
Track mood symptoms daily using the provided journal.
Additional Notes
Any notes entered respective to the case note will be displayed here. All the notes related to the engagements with the member for the case note can be entered here during call or in the case note section.
During the intake, the member summary will be displayed in the additional notes section.
This area is intended as a placeholder for the member summary as well as any other notes that you felt didn’t fit in another section already covered.
Publishing and Viewing Completed Note
While filling the details, you have the option to preview the entered details by clicking on the eye icon, before the publish button.
Once you are in preview, you can come back to the edit case note by clicking on the "click here" text as shown below:
Clicking on the "Click here" in the purple box, will take you back to the main screen where you can continue adding details of the case note.
The care team member has to fill in all the mandatory sections and questions and add any relevant/useful notes related to the case note and then click on the publish button.
Once the "Publish" button is selected the case note will be submitted and the care team can view the details under the completed section by clicking on the view details icon.
Related Documents: