Compliance - FOFA: Recording Services Delivered - Notes

Compliance - FOFA: Recording Services Delivered - Notes

Notes Overview

It’s good practice to record Notes in XPLAN after the delivery of service components. Notes can be recorded for individual clients and in bulk for groups of clients.

When recording the delivery of service components using Notes, it is very important that you select the correct Note type and sub-type. If your Practice has selected service tracking as the preferred method for reporting the delivery of service components on your clients’ FDSs, this will ensure the service component is disclosed on the client’s FDS when it is merged at the end of their service arrangement period. This is regardless of whether the Note was created for an individual client or in bulk for a group of clients.

The FDS-related Note types and sub-types are listed in the Service Package Offer matrix in the XPLAN Hub at FOFA > Recording services delivered.

For any activities that are not required to be to be tracked for FDS purposes, you should not use any of the FDS-related Note types and sub-types, as they may incorrectly trigger the disclosure of a service that hasn’t been delivered to the client during their service arrangement period. Instead, you should use an alternative Note type and sub-type.

 

How can I use Notes to record services delivered

There are two ways that you can create Notes:

  • For an individual client via their Client Menu

  • For groups of clients using the Advanced search tool

 

How do I add Notes for an individual client

To add Notes for an individual client:

  1. Search for and select the master client’s (or entity’s) record.

  2. Go to Administration > Notes.

  3. In the Document List panel, click Add.

  4. Select a Type and Sub-type from the dropdown lists.

    If you are recording the delivery of a service component, select the correct FDS- related Note type and sub-type to ensure that service component will be automatically disclosed on the client’s FDS when it is merged (or generated) at the end of their service arrangement period. If the note does not relate to a service component to be reported on the client’s FDS, use an alternative type and sub-type.

  5. Change the Date if required.

  6. In the Subject field enter a short summary or description for the Note.

  7. If required, enter detailed information in the text box.
     
    • This information can be formatted as required.

  8. To store an attachment with the Note:

    • Click on the Attachment tab.

    • Click Upload File.

    • Browse for and select the document to be uploaded, and click Open.

  9. Click Save and Close.

  10. To create additional notes, click Add and repeat steps 4 to 9. 

How do I add Notes for a group of clients in bulk

To add Notes for a group of clients in bulk:
  1. Click Advanced in the search area of the Title Bar (at the top right-hand corner of the screen):
  2. Select the required Saved Search or create a new Advanced Search to generate the list of clients for your Note.
  3. In the Search Result panel, click on the down arrow icon to the left of a client’s name and select Add Note to All.
  4. In the Document Note panel, select a Type and Sub-type from the dropdown lists.

    If you are recording the delivery of a service component, select the correct FDS- related Note type and sub-type to ensure that service component will be automatically disclosed on the client’s FDS when it is merged (or generated) at the end of their service arrangement period. If the note does not relate to a service component to be reported on the client’s FDS, use an alternative type and sub-type.
  5. Change the Date if required.
  6. In the Subject field enter a short summary or description for the Note.
  7. If required, enter detailed information in the text box.
    1. This information can be formatted as required.
  8. To store an attachment with the Note:
    1. Click on the Attachment tab.
    2. Click Upload File.
    3. Browse for and select the document to be uploaded, and click Open.
  9. Click Save and Close.
  10. The Note will be created for each client in the Search Result list.

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