A client record is the shared home for a person's identity, contact details, household context, and related activity. It helps your team understand who the client is before you open intake, case, visit, appointment, or communication records.
Name and basic identity details.
Phone numbers, email addresses, and mailing address.
Household or family relationships.
Potential fathers, when your intake forms collect that information. See Potential Fathers on Intake Forms and Client Records.
Communication preferences.
Notes, tasks, calls, attachments, and activity history.
Links to related appointments, intake records, cases, visits, services, and conversations.
Search for an existing client before creating a new one. Duplicate client records make history harder to trust, especially when visits, cases, notes, messages, or reports end up split across records.
Update contact details when the client provides new information.
Keep household information current when it affects care or reporting.
Use notes for context that should remain visible to staff.
Use tasks when someone needs to follow up later.
Add attachments only when they belong with the client record.
For pregnancy center (CPC) clients with an open case, the top of the client's activity timeline shows a sticky Active case rail summarizing the case at a glance: the case number, the initial assessment status, the follow-up due date, and the pregnancy outcome (or "In progress" if the case is still open). Click the rail to jump straight to that case. The rail is hidden when the client has no case, or when their case is not currently active.
When a visit includes vital measurements, a Vitals Recorded entry appears on the client's activity timeline. The entry summarizes the values that were captured, for example:
Height and weight, plus a calculated BMI when both are available.
Blood pressure and pulse.
Temperature and oxygen saturation (SpO2).
If the visit is linked to a case, the same vitals entry also appears on that case's timeline.
For pregnancy centers, an ultrasound performed during a visit now appears as a "US" chip nested inside that visit's Visit card on the client's activity timeline, rather than as its own separate entry. If the ultrasound is linked to a case, the same summary also appears on that case's timeline. The chip summarizes the clinical details that were recorded, for example:
Estimated gestational age.
Whether an intrauterine pregnancy (IUP) was confirmed.
Fetal heart rate, when observed.
Scan type: abdominal, transvaginal, or offsite.
Estimated due date from the sonogram (EDD sono).
If none of these details were recorded, the chip simply reads "Ultrasound performed." Click the Visit card, or the chip, to open the underlying ultrasound record. Ultrasound summaries only show up for users whose permissions include viewing this data.
A clinical chart's review lifecycle now writes a plain-language note to the client's timeline as it happens, instead of leaving the story to be pieced together from field-level change history. You'll see an entry such as:
Chart sent for review, when a chart is sent to a physician or reviewer.
Chart signed, when the last approval is recorded and the chart becomes read-only.
Chart denied, including the reviewer's reason, when a reviewer denies a chart.
Chart returned for corrections, including the reviewer's reason, when a chart is sent back to draft for edits.
Each entry names the chart type (for example, "Ultrasound chart") so it reads as a self-contained story. If the visit is linked to a case, the event appears on that case's timeline; when there is no case, it appears on the visit's timeline instead. It is written once, on whichever of the two the chart can be linked to.
Staff-only: these events are internal notes. They are never shared with the client and never appear in the Client Portal, regardless of your organization's other sharing settings.
This is separate from the Chart Access Log compliance report, which records who opened a chart or review sheet rather than what happened to it. See Reports by Area.
When a client's health history is recorded, a Health History entry appears on the client's activity timeline. The entry summarizes the items that were flagged, for example allergies, latex allergy, stress, medical problems, recent illness, whether the client is in prenatal care, pain and pain rating, vaginal bleeding or spotting, history of tubal ligation or ectopic pregnancy, whether an IUD is in place, and age at first sexual activity. If none of these were flagged, the entry simply shows "Health history recorded."
Free-text detail fields, such as a written nursing plan or a description of the type of stress a client is experiencing, are not shown on the timeline summary. They remain available on the health history record itself.
If the health history is linked to a case, the same entry also appears on that case's timeline.
Deleted health history records, and records without a visit date, are left off the timeline.
Seeing this entry requires the same kind of permission as other timeline activity types. A user or user group without permission to view health history activity will not see these entries, even if they can otherwise view the client or case. See User Groups and Permissions.
For pregnancy centers, a client's recorded pregnancy history (also called Previous Pregnancies) can add its own events to that client's activity timeline, marked with a pink baby icon:
Pregnancy Test Date - the date a previous pregnancy test was recorded, along with the test result when one was entered.
Pregnancy Outcome - the date and outcome of a previous pregnancy, including how many weeks pregnant the client was at the time, when that was recorded.
Birth - the date of a birth, along with the baby's name, gender, and weight when those were recorded.
Each pregnancy history record can contribute up to three of these events (test date, outcome, and birth), and only the milestones that have a date are shown. These events are client-only: they appear on the client's own timeline but not on a related case's timeline. They only show up for users whose permissions include viewing Previous Pregnancies records.
For pregnancy centers, a client's recorded dependants (children or other family members tracked on the client record) also add events to that client's activity timeline:
Dependant Added - the date a dependant record was created, along with the dependant's name and relationship to the client, marked with a blue icon.
Dependant Birth Date - the dependant's date of birth, when one has been recorded, marked with a pink cake icon.
A dependant only contributes the events that have a date, so a dependant without a recorded date of birth shows only the Dependant Added event. Each event links back to the dependant record. Like the pregnancy history events above, these are client-only: they appear on the client's own timeline, not on a related case's timeline, and only for users whose permissions include viewing Dependants records.
A client's appointments also add entries to their activity timeline, so staff can see scheduling activity alongside notes, tasks, calls, and visit history without opening the Scheduler:
Appointment Scheduled - shown at the appointment's start time, with the appointment type, status, center, and resource noted when they're recorded.
Appointment Rescheduled - shown at the time the appointment was rescheduled, noting the original and new dates and the reschedule reason when one was recorded.
Appointment Cancelled - shown at the time the appointment was cancelled.
Each entry links back to the appointment in the Scheduler. If an appointment is linked to a case through a visit, the same entries also appear on that case's timeline.
When a document is printed for a client (for example, from a segment or record print run), it appears on the activity timeline as a compact one-line entry, such as "Printed Intake Packet - by Mike," instead of a full activity card. Click it to open the printed document.
When your organization uses client points, a Points tab on the client shows the current balance and recent activity.
Anyone who can view clients in Care can see the Points tab and balance.
Awarding or removing points, redeeming items, and voiding a redemption require Material Support permissions that an administrator grants through User Groups.
Staff without boutique permissions can still see the balance for context during care.
Use Intake for first-visit or pre-service information, Case Management for ongoing care plans and follow-up, and Visits for documenting a specific service interaction.
