# Customer Service Management : Progress Notes Validation To help improve the accuracy and compliance of service records, Comm.care has introduced a new feature: **Progress Note Validation**. When a user saves a Progress Note, Comm.care now performs smart checks to ensure the note matches important details from the scheduled appointment. This helps prevent mistakes and supports clearer reporting and invoicing. The system currently validates the following: 1. **Location** – Where the service took place 2. **Clock In / Clock Out times** – When the service was delivered 3. **Line Items** – What specific services were provided These checks are performed automatically in the background and, if something seems unusual, Comm.care will gently alert the user before saving. # Location Validation When you open the Progress Note modal from an appointment on a mobile device, Comm.care will request permission to access your current location. <div align="center"> <img src="20250624132515.png" width="200"> </div> ## If permission is granted: - When you press **Save** or **Clock In**, the system checks whether you are within **500 metres** of the scheduled appointment location. - If you are within range: the Progress Note will save as usual. - If you are more than 500m away: you will see a **location warning**. You may choose to: - **Continue** and save the note anyway, or - **Go Back** to review and edit the note before saving. .gif) ## If permission is denied: - You’ll still be able to save the note. - In both cases, if the server detects a mismatch, an **alert message** will appear: > **Alert:** We've found mismatches between the progress note and the appointment. Please review and update the progress note to accurately reflect the actual details, including: > - Location > _(or)_ > - Location could not be validated because permission was denied > <div align="center"> <img src="locawarn.png" width="200"> </div> # Clock In & Clock Out Validation To ensure that the times recorded in the Progress Note reflect the actual delivery of services, Comm.care now validates Clock In and Clock Out actions. ## Clock In: - When you tap the **Clock In** button, the system checks whether the current time is within **10 minutes before or after** the appointment start time. - If within range: the Clock In time is recorded. - If outside the expected time: you will see a **warning message**. You may choose to continue or go back. <div align="center"> <img src="early.png" width="300"> </div> Once Clocked In: - The Clock In time appears at the top of the note. - The button changes to **Clock Out**. <div align="center"> <img src="clockin.png" width="200"> </div> ## Clock Out: - When you tap **Clock Out**, Comm.care checks whether the current time is within 10 minutes of the appointment's scheduled end time. - If within range: the Clock Out time is recorded. - If not: you will receive another gentle reminder and may choose how to proceed. Your Progress Note will be saved automatically with both times recorded. ## If user skips Clock In/Out: - If you choose to submit the Progress Note using the regular **Save** button instead, no time data will be included. If there are any discrepancies, the following alert may appear: > **Alert:** We've found mismatches between the progress note and the appointment. Please review and update the progress note to accurately reflect the actual details, including: > - Clock In or Clock Out X minutes earlier/later than scheduled > - Clock-in/out time could not be validated because it was not entered <div align="center"> <img src="clockout.png" width="200"> </div> # Line Item Validation Comm.care now compares the **Line Items** recorded in your Progress Note with the services in the original appointment. If any part of the service delivery (e.g. **Price**, **Quantity**, **Time**, **Claim Type**, **Line Items**, or **number of Line Items**) differs from the appointment, an alert will be shown when saving the note: > **Alert:** We've found a mismatch in service delivered between the progress note and the appointment. Please review and update the progress note to reflect the actual service provided on: > - Price > - Quantity > - Time > - Claim Type > - Line Items > - Number of Line Items > _(only the relevant items will be listed depending on the mismatch)_ This feature helps ensure that what was actually delivered is accurately reflected, avoiding errors in billing or audits. We’ve updated the Activity Report under Organisation > Reports to help managers easily [see and review Progress Note validation issues](Running%20Reports.md). This new validation feature helps make sure Progress Notes are accurate and match the appointment. If anything seems off, you’ll get a clear message and simple options to continue or go back. It’s quick, helpful, and keeps your documentation in top shape.