Group notes
A group note documents a single group session you ran for several clients — a group parenting class, a skills group, and the like. Unlike every other note, it doesn't start from one family. It starts from the service (the group program): you write the shared session narrative once, then add the clients from your caseload who attended.
The facilitating staff member creates, writes, and submits their own group notes; their supervisor or a Practice Manager approves. Group notes are visible only to the facilitator who wrote them (and their supervisor / PM) — unlike progress and visitation notes, which everyone assigned to a shared case can read. Group notes stay private because their attendee list can span several families, so sharing one would reveal other families' clients.
Before you start
Have ready: which group service you ran, the date and start/end time, and which of your clients attended.
Step 1 — Pick the service and time
Choose New group note, then pick the group service from the list (only services set up for group billing appear). Set the event date and start/end time. FCR creates the draft and opens the editor — there's no family or referral header, because a group spans several clients. The note is identified by the service, the date, and how many people attended.
Step 2 — Write the shared narrative
Write what happened in the session once — the topic, what was covered, how the group went. This single narrative covers the whole session.
Step 3 — Add the attendees
Search your caseload for the clients who are covered for that group service and add them to the roster.
Add or remove attendees freely while the note is a draft (or if it's returned for revision). The roster locks once you submit, so make sure it's complete first.
Step 4 — Submit for approval
Choose Submit. FCR won't let you submit until the narrative has real content and at least one attendee is on the roster — a group note with no attendees documents nothing. It then goes to your supervisor's approval queue.
A group note is frozen once approved — it can't be edited, reopened, or have attendees changed. This is stricter than other notes, and it's deliberate: the attendance roster is what billing relies on. Double-check the roster before you submit.
Where your group sessions show up
Once approved, a group session appears on your timesheet as your time, and on each attendee's referral under its Group sessions records — so the work is reflected on every client who took part.
Frequently asked questions
Why can't I see a family/referral on a group note? Group notes are organized by the group service, not a single family. You attach the attendees instead.
A client isn't showing up in the attendee search. The picker only lists clients on your caseload who are covered for that group service. If someone's missing, check that they're assigned to you and covered for that service.
Can two facilitators share one group note? Not in this version — one facilitator documents the clients on their own caseload. Co-facilitated and mixed-caseload groups are planned for later.
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