This article provides instructions on how to setup privileges for Case Notes. It also shows different scenarios and a few examples for the different types of privileges needed for agency users.
Similar to all modules in Catalyst, access to Case Notes is based on user privileges and those privileges must be assigned by an Agency Administrator, for each Catalyst user that requires access. The image below shows the possible privileges that can be given; these are the same as other modules with the exception of “Author”.
- Can View: Gives user the ability to open/view Case Notes module.
- Can Edit: Gives user the ability to edit and write notes on behalf of an “Author” in the Case Notes module.
- Can Delete: Gives the user the ability to delete existing notes in the Case Notes module. Agencies need to be cautious with whom Deleting privileges are given.
- Author: Gives the user the ability to create Case Notes for programs they have privileges to. An Author can own a note.
In addition to the above noted privileges the user logged into Catalyst and the Author, must have access to the Program linked to the Case Note, in order to view; this includes the history of the note.
The following agency scenarios illustrate the combined privileges necessary to create Case Notes.
Scenario 1
A staff member (SM1) calls in sick and the client shows up and needs to be seen by another clinical staff member at the agency (SM2). If SM2 does not have privileges to the program that client is registered in, but needs to record a case note for that client, they would NOT be able to. SM2 would have to be given privileges to that program OR someone else (i.e. an administrative person) that has privileges to the program as well as edit and view privileges would have to add the notes OR they would need to be recorded manually and entered by the SM1 at a later date.
Scenario 2
A staff member provides a service and creates a paper Case Note to add to the client’s file. An admin staff is asked to enter the notes. Provided the admin staff has been given ‘Can view’ and ‘Can edit’ privileges AND privileges to the program, they can enter the note on behalf of an Author.
Examples of Privilege Combinations
Example 1:
In this example the user has been given ALL privileges in Case Notes and the user has access to all programs EXCEPT for the CASE MANAGEMENT program. In this example the user will not be able to see case notes associated to the Concurrent Disorders Program. 
Example 2:
In this example the user cannot author (own) Case Notes for any program but CAN enter case notes on behalf of someone else, for all but the Concurrent Disorders Program. They will not be able to see case notes associated to the Concurrent Disorders Program.
