# Documenting Group Progress Notes There are several ways to create a normal [Progress Note](Progress%20Notes.md) in Comm.care, but only **ONE** way to create a group progress note. It must be created from the **Organisation Calendar**, just as [Group Appointments](Creating%20Group%20Appointments.md). This synchronised approach ensures that the information entered will automatically apply all participants within the group, resulting in a single progress note for the entire group of participants. # Create Group Progress Notes Go to **My Organisation > Calendar**. Then click on the red page on the group appointment. > _Note: Group appointments will have a green logo named Multiple Circles._   When you open the progress note to fill in the details, you may notice that most of the fields have been auto-populated from the appointment itself. ## Fields explained: - **Document Title**: This has been auto-populated from the appointment. You can change it if you'd like to. - **Occurrence Date** Select the date and time of the service. - **Status**: Select if the service was **Provided**, **No Show**, or **Cancelled**. - **Service:** This has been auto-populated from the appointment. - **Circles**: This has been auto-populated from the appointment. You can remove any participants who are no longer part of the group; in this case, you might need to update Apportioned Pricing in the [Group Services](Set%20up%20Group%20Services.md). - **Related Client:** This has been auto-populated from the appointment. - **Attendees**: This has been auto-populated from the appointment. Note: Only the mutual staff between the circles can be the attendee of the appointment to maintain data privacy for all the circles. - **Support Item, Quantity** and **Unit Price**: These have been auto-populated from the appointment and service. - **Non Billable:** This item is available for all appointments or progress notes of NDIS-funded services, though it is neither linked to the service nor used for invoicing. Here it is used for internal purposes, like you need to pay your staff for expenses that won’t be charged to your clients. It has a fixed Claim Type as Non billable, and you can enter time, quantity and price. - **Document text area:** This is where you enter the detailed information of the progress note. - **Template-related fields:** these are the fields that come with the selected template. - **Attachments**: Upload files worth attaching to the progress note. - **Template:** This has been auto-populated from the group appointment. You can change it if you’d like to, this will also change the associated template fields. > _**Note:** Be cautious about entering personal information here, as it will reflect on the progress note for each circle of care. Also, make sure you have the consent of the participants when attaching photographs, as they will also appear on the progress note for each circle of care._ # Cancellation, 1:1, or service after the group support ## Cancelled or No Show In this case, you need to remove the participant(s) from the **Circles** field on the group progress note.  Then, go to **Circle's Timeline** and generate a separate progress note under the status **Cancelled** or **No Show**. Make sure to populate all the correct line items to reflect on the claims. - For short-notice cancellations with a 100% cancellation fee, select the status **No Show**. - For advance cancellations without a fee, select the status **Cancelled**.  Depending on the progress notes' status, cancellation fees will be included in the claim as 100% or 0. You can read more about this in the [NDIS Pricing Arrangements and Price Limits](https://www.ndis.gov.au/providers/pricing-arrangements). ## 1:1 or Support service after the group support In this case, after creating the **group progress note** as mentioned above, you need to create a separate progress note from the **Circle's Timeline** to whom the extra service was provided. Go to **Circle > Timeline > Add Document > Progress Note**  Populate the fields just like a normal progress note, then under the Support item, select **1:1 support**. This is because a group progress note is common for all the participants in the group, therefore a separate progress note is required for an extra service. # Important Notes - Progress notes created for a group can only be edited from **Organisation > Calendar** and not from any other place. - Make sure you edit the part common for the entire group when editing a group appointment and group progress note. - Once progress notes are claimed, they become locked. You are not supposed to change the progress notes after claiming. If changes are needed then, simply delete the invoice, make the changes on the progress notes, and then create a new invoice.