All SOAP notes are located in the Visits tab within the patient’s profile. Each time a patient has an appointment scheduled on the calendar, a SOAP note box is automatically generated for that specific appointment, linking the note directly to the appointment record.
Within each SOAP note box, you may see various symbols or messages. But what do they mean?
ChiroHD uses icons to flag issues or provide warnings on SOAP notes. Some icons indicate specific issues that the office may need to address, while others serve as simple alerts without requiring immediate action.
Below is a breakdown of each symbol, its meaning, and any recommended actions.
Tip: Hover over the symbol to view its meaning.
- There is no soap note for this appointment
This indicates that an appointment has been scheduled for the patient, but a corresponding SOAP note is missing. To resolve this, the provider should enter a SOAP note for that appointment.
- This soap note has not been finalized
This symbol indicates that a SOAP note was started but saved as a draft, prompting a reminder to finalize it. To complete the note, you have two options:
Go to the SOAP Notes screen, select the patient from the Draft Notes queue, complete the note, and click Finalize.
Alternatively, in the patient’s profile, click on the Visits tab, select the SOAP note box with the warning, choose Edit Note, complete the note, and click Finalize.
- The appointment associated with this note is either canceled or in an invalid state
This symbol indicates that an appointment was scheduled, a SOAP note was started or finalized and recorded in the Visits tab, but the appointment was later marked as canceled or deleted from the calendar. To resolve this, the office should determine whether the SOAP note should also be deleted or if the appointment should be added back to the calendar. The team needs to confirm whether the patient attended the appointment and the note should remain, or if the patient did not come in and the note should be deleted.
- There are multiple soap notes attached to this appointment
This symbol indicates that multiple SOAP notes were submitted for a single scheduled appointment. This may have been intentional, which is perfectly fine; the system is simply issuing a warning. If the office wants to consolidate the notes, they can follow these steps:
Go to the Visits tab and click on the appointment box. The multiple SOAP notes will be displayed.
Select and copy all content from the second SOAP note.
Click Edit Note on the first SOAP note, paste the copied content, and click Finalize.
Delete the second SOAP note that was merged into the main note.
This will ensure that only one finalized note is associated with the appointment.
- There are multiple appointments scheduled for this day
This symbol indicates that the patient has multiple appointments scheduled on the same day and a SOAP note has been added. It’s common for patients to have multiple appointments in one day, so this is not an error—just a reminder. This notification helps ensure the office is aware of the multiple appointments and encourages them to verify that each SOAP note aligns with the correct appointment type.