Client Journals in SupportAbility refer to any notes or evidence that is recorded about a Client.
'Journal Types' may be configured to group like Journals and assist with refining a Journal Search. Journal Templates may also be configured to assist Staff in completing the Journal to ensure the required information is captured.
Journals may be entered in several places in SupportAbility e.g. the 'Journal' tab of a Client record, within a 'Goal' or 'Goal Strategy' record, or the Client section of an Activity. Regardless of where they have been created, all Journals display and are accessible from the 'Journal' tab of the related Client record.
Staff Members are only able to view Journals for Clients they have access to either via the Site/Services they have listed in their Staff Account or additional high-level privileges they have been granted.
This article outlines information regarding each section of the Client Journal record, the options available for setting additional privacy layers, linking Documents, where Client Journals can be created and accessed, creating follow-up Journal Actions, configuring Journal Types and Templates, and how to search for Journals.
Audience: Team Leaders, Support Staff, and anyone tasked with creating Client Journals.
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- Sections of the Client Journal record
- Where can Client Journals be created?
- Adding a Client Journal
- Where can Client Journals be accessed?
Sections of the Client Journals record
A Client Journal record is comprised of four sections as follows:
Where can Client Journals be created?
Journals can be created from a number of places in SupportAbility as follows:
- Directly from the 'Journal' tab of a Client record:
- Within the 'Goal Details' section of a Goal:
- Within the 'Goal Strategies' section of a Goal:
- Within the 'Clients' section of an Activity, for the purpose of linking evidence to the instance of service delivery:
N.B. Multiple Journals may be added for each Client within an Activity. Once a Journal has been created from the Activity, a number icon will be visible to indicate the number of Journals that have been created within this Activity for that Client:
When this icon is selected, a list of these Journals is displayed, along with the date and title of each and a link to access each Client Journal as required. Hovering over the title will display the full text (as above).
Adding a Client Journal
To add a Client Journal, for example from the 'Journal' tab of a Client record, select the '+ Add a new Journal record' icon:
The Site and Service the Journal is related to must be selected:
The Site/Services displayed for selection are based on your Staff Account privileges and not the Client's Service Participation. The status of the Client's Service Participation in these Site/Services is listed next to each:
- Current - Client currently participating in Site/Service.
- Historical - Client participated in Site/Service historically.
- Not Used - Client has never participated in this Site/Service.
Once selected, the 'New Journal' record is created:
Client Journal Type
When a Client Journal is created, 'Case Note' displays as the default 'Client Journal Type':
The most appropriate Journal Type may be selected from the drop-down list e.g. Goal Progress:
N.B. A default list of Journal Types is included in every SupportAbility installation, these can be configured by your organisation as outlined in the Configuring Journals article linked below.
'New Journal' will display as the 'Title' by default when the Journal is first created, however, we recommend typing in the applicable 'Title' for this Journal evidence:
Once the 'Title' has been updated e.g. Supermarket shopping:
This will update the name of the Journal also:
The 'Notes' field is where the Journal evidence is recorded:
N.B. The 'Notes' field expands as required so more information can be entered.
If a 'Journal Template' has been configured by your organisation for the 'Client Journal Type' selected, this will display in the 'Notes' section. Journal Templates serve as a useful prompt for Staff when completing a Journal to ensure the required information is captured.
Specific Journal Templates may be created by your organisation for each Journal Type as required, to prompt Staff to record key information.
Once the Staff Member completing the Journal selects a Journal Type, the corresponding Journal Template will populate in the Notes field:
Additional Privacy Layers
The additional privacy layers of restricting Client Journal entries for 'Managers Only' or 'Team Leaders Only' is available for selection when entering sensitive information that may require further restriction:
N.B. Once this is selected, if the author does not have either of these Staff Account privileges, they will no longer be able to see this record, once saved.
Similarly, if a Staff member is assigned to a Journal Action, but does not have the required privileges, they will not see this notification on their Dashboard, or be able to access this Journal once this privacy setting has been saved.
There are additional inbuilt privacy barriers for Journals that have been assigned to specialised Services such as NDIS Financial Plan Management or Support Coordination. More on this can be found in the Journal Permissions article linked below.
Up to 3 Documents may be linked to a Client Journal:
Selecting the down arrow in the 'Client Document 1/2/3' fields will display a list of Documents that have already been uploaded to the Documents tab of the related Client record:
Once the relevant option and 'Save Journal' button have been selected, it will display the Document name and buttons for either downloading or viewing this Document:
Information regarding uploading Client Documents to the Document tab of a Client record is outlined in the Uploading Documents article, linked below for reference.
There are several in-built Standards available in SupportAbility, including:
- Each of the NDIS Practice Standards,
- the National Disability Standards, and the
- DMI Codes (Disability Maintenance Instrument), specific to providers of Supported employment.
To add a Standard to a Journal, simply select the +Add Standard button in the 'Standards' section of the Journal, which will open the Search function:
For example, to search for a Standard from the NDIS Practice Standards, (which are prefaced with 'QSF' in SupportAbility), you can either type 'Q' in the search field to access the full list of these Standards, or more specifically type a keyword e.g. 'Core' to narrow your search:
Once a Standard has been added, it will appear in the Standards section of the Journal record:
Further information regarding Standards in SupportAbility can be found in the Standards in SupportAbility and the Adding a Standard Knowledge Base articles linked below.
Adding Goals and Goal Strategies
If Goals and Goal Strategies have been entered in the Goals tab of the Client record, they can be added to the Client Journal entry as a way to record progress in the 'Goals' section of the record:
N.B. Adding or editing Goals and/or Goal Strategies is only possible before the Journal entry has been locked.
How to add a Goal and/or Goal Strategy
To add a Goal and/or a Goal Strategy, select '+Add Goal':
N.B. Only one Goal or Goal Strategy can be added at a time.
Step 1: Goal
This opens the 'Add a Goal to Client Journal' window for the relevant Goal to be selected first. Each of the active Client Goals is displayed in the 'Goal' column and a numeric value indicating the number of Goal Strategies associated with each Goal is displayed in the 'Goal Strategies' column:
Select the relevant Goal first by clicking on the 'Select' button:
The selected Goal will be displayed. If there are Goal Strategies associated with this Goal, you will be prompted to select a Goal Strategy option next:
If there are no Goal Strategies associated with the Goal, you will be prompted to Save this selection instead:
Step 2: Goal Strategy
The selected Goal is displayed and the associated Goal Strategies are listed for selection where required. If you do not wish to add a Goal Strategy and just the Goal itself, you can select the option of 'Goal Strategy not required':
Once the relevant Goal Strategy option has been selected, select 'Save' to add this to the Client Journal record:
The Goal and/or Goal Strategy added is displayed with a link to the associated Goal record, any Standards which have been the ability to enter a Goal Progress Assessment score, and the facility to record any notes specific to this:
If Standards have been added to the Goal, a button will appear in this column as above. Selecting this button will display a summary:
Selecting this again will show the detail:
Additional Standards, specific to the Journal itself, can be added in the 'Standards' section of the Journal. Please refer to the section above for more information.
Notes can be added to explain how the Client Journal evidence relates to the Goal or Goal Strategy e.g:
When printing a Client Goals Report and 'Show Journal Detail' is selected, this will display the Journal Notes for any Journals created pre-v6.8 of SupportAbility. From the upgrade to v6.8, any notes entered against the Goal or Goal Strategy (as above), will be displayed as the 'detail' instead of the Journal Note e.g:
N.B. The Assessment Score will be displayed here also where applicable.
Goal Progress Assessment
A Goal Progress Assessment score can be recorded against any added Goal or Goal Strategies by selecting the '+' Assessment Score icon:
This opens up the available Assessment Score options to select from:
To check the Evaluation Criteria, select the icon to the right of the '+' with the three lines:
N.B. The Goal Progress Assessment Evaluation Criteria is customised by your organisation in System Preferences, please see the Configuring Goals article linked below for more information.
Once an Assessment Score has been added, it will appear as follows:
N.B. Assessment Score colours are as follows:
- 1 -
- 4 - 7 blue
- 8 - 10 green
If this needed to be changed, the Assessment Score can again be selected, and updated as required provided the Journal is not yet locked. This may also be cleared if necessary:
The Client Goal or Goal Strategy may be deleted if required by selecting the contextual menu to the right-hand side of the goal i.e. the icon with the three dots:
You will be asked once if you wish to confirm this selection:
Journal Actions can be created within a Journal entry e.g.
A Journal Action is effectively a task that requires action and can be assigned to a specific Staff member for follow-up. This Journal action
It can then be marked as Completed in the Journal e.g.
Where can Client Journals be Accessed?
All Journals relating to a Client regardless of where they were created can be accessed via the 'Journal' tab of a Client record.
The list of Journals on this tab displays all Journals relating to a Client by default, however, the filter at the top of the list, allows you to filter the list by 'From and To Date, Service Type, and/or Journal Type:
N.B. If Client Journals for specialised Services exist that you do not have access to, the red warning bar appears alerting you to the fact that the list of Journals you can see is based on your privileges.