Supervisor notes
Supervisor notes are a private, leadership-side record about a staff member — your continuous file for coaching, recognition, performance, and personnel matters. They're separate from clinical supervision sessions: a supervision session is a shared record both people sign, while a supervisor note is private to leadership.
This is the core rule. A staff member has no way to see supervisor notes written about them — not through any screen, link, or search in FCR. If you want to share feedback with them, that's a deliberate conversation or document outside FCR. The notes themselves stay on the leadership side.
Supervisors, practice managers, and admins write and read supervisor notes. Because of the rule above, even a supervisor can't see notes written about themselves.
What you can record
Each note has a type so the file stays organized:
- Coaching and general notes
- Strengths and recognition
- Performance reviews
- Training assignments
- Performance improvement plans (PIPs), corrective actions, and disciplinary notes
Writing a note
- Open the staff member's record and go to their notes.
- Choose the type, add a title, and write the note.
- Optionally link it to a specific supervision session it relates to.
Keeping notes rather than deleting them
Supervisor notes are meant to be a lasting record, so the model is open and close rather than delete:
- A note stays open while it's active — you can edit it while it's open.
- Close a note when it's resolved or no longer active. You can reopen it later if you need to.
This keeps the personnel history intact instead of erasing it.
A note on privacy
The notes are treated as sensitive. FCR's activity log records that a note exists and its type, but never its title or contents — the substance stays only in the note itself, visible to leadership.
Frequently asked questions
Can the employee ever see what I wrote about them? No. There's no path in FCR for a staff member to see notes about themselves. Sharing feedback is something you do directly, outside the system.
Should I use a supervisor note or a supervision session? Use a supervision session for the shared, co-signed record of a meeting. Use a supervisor note for your private, ongoing file about the person.
Can I delete a note? The model is to close notes rather than delete them, which preserves the record. Closing (and reopening if needed) covers almost every case.
I'm a supervisor — why can't I see notes about me? The same rule that protects your staff protects everyone: no one sees notes written about themselves, supervisors included.
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