Submit contact and appointment notes in AdRx

• Overview
• Add a new contact note
• Add an appointment note

Overview

The Advising Records (AdRx) application provides authorized users the ability to add contact notes to a student's advising record. Within AdRx, users can create a new contact note, create a note for an SAS scheduled appointment, view all contact notes for the student (depending on the user role in AdRx), add a document, or add an addendum to an existing contact note.

From the landing page, you can locate a student then add a contact note, locate an SAS appointment and then add a contact note, or return to a previously saved draft note.

Add a new contact note

1. From the AdRx landing page, search for the student and from the results, click within the student's row to display their Student Summary page. For more, see Search for students in AdRx.
2. Click Add Contact Note in the upper right corner of the page. The "Add Contact Note" panel slides out from the right of the page. If there has been an appointment without a note submitted for it, or a draft note started but not submitted, choose the +Note option for this non-appointment contact note.
3. The slide out displays the contact note fields:
   • Profile: If you have multiple profiles in AdRx, verify or change the profile (if you have only one profile, this field will not display).
   • Contact Type: Select an option. (Required)
   • Tags: Type a few letters of a keyword relevant to the contact, and then click a matching suggestion (can add multiple tags). (Required)
   • Select the comment type.
     Note:

     In accordance with FERPA rules, a student can view any or all of their academic record, including these notes, upon request.
   • Compose the note. AdRx provides several editing tools within the comment area, including the ability to add quick notes that you have created. (Required)

   As you create a contact note, AdRx will autosave a draft every 10 minutes. You can also manually save a draft of the note or delete it (you have to save the draft before you can delete it).

4. When your contact note is complete and ready for submission, click Submit [student name]'s Contact Note.
5. The "Submit Contact Note" pop-up displays with a reminder that once the note is submitted, it cannot be edited. When you are ready to submit the note, click Submit Note.
   • Once a contact note has been submitted, it cannot be deleted. If a mistake was made, add a new note correcting the error.
   • If a note was accidentally submitted for the wrong student, it can be inactivated. In the AdRx header under "Resources", the user or administrator should click Report a Problem.

     This will open the OCSS Problem and Request form. Explain the situation so that the record can be inactivated. Include in the message the student's name, ID, and the Contact ID number.

     Important:

     If a note was accidentally submitted for the wrong student, it is best practice to first record the note on the correct student's record and click Report a Problem to request the wrong one be inactivated.

Add an appointment note

SAS appointments require a contact note to close the appointment loop in AdRx. Follow the below steps to create and submit an appointment note to a student's record following their scheduled appointment.

1. Appointment notes are created from either the AdRx Appointments page or the Student Summary page:
   • From the AdRx Appointments page: Click View Appointments in the "Upcoming Appointments" card (or click in the AdRx header) to access your Appointments page, and then click + Note next to the appointment.
   • From the Student Summary page: Either click + Note in the "Scheduled Appointment" card or click Add Contact Note, and then click + Note in the "Appointment Note" card.
2. The slide out displays the contact note fields:
   • Profile: If you have multiple profiles in AdRx, verify or change the profile (if you have only one profile, this field will not display).
   • Contact Type: The contact type is preselected to the appointment type that was scheduled. This field can be updated if the meeting type was changed, the appointment was canceled, or the student did not show up to the appointment. Note that an appointment cancellation or a no-show update can also be accomplished through the Student Appointment Scheduler (SAS).
   • Tags: Type a few letters of a keyword relevant to the contact, and then click a matching suggestion (can add multiple tags). (Required)
   • Select the comment type.
     Note:

     In accordance with FERPA rules, a student can view any or all of their academic record, including these notes, upon request.
   • Compose the note. AdRx provides several editing tools within the comment area, including the ability to add quick notes that you have created. (Required)

   As you compose a note, AdRx will autosave a draft every 10 minutes. You can also manually save a draft of the note or delete it (you have to save the draft before you can delete it).

3. When your appointment note is complete and ready for submission, click Submit [student name]'s Contact Note.
4. The "Submit Contact Note" pop-up displays with a reminder that once the note is submitted, it cannot be edited. When you are ready to submit the note, click Submit Note.

   The appointment note is submitted and the appointment contact loop is now closed in AdRx. No other users can create and submit an appointment note for this appointment, though another user that saved a draft prior to your submission can still submit or delete that draft.

   • Once a contact note has been submitted, it cannot be deleted. If a mistake was made, add a new note correcting the error.
   • If a note was accidentally submitted for the wrong student, it can be inactivated. In the AdRx header under "Resources", the user or administrator should click Report a Problem.

     This will open the OCSS Problem and Request form. Explain the situation so that the record can be inactivated. Include in the message the student's name, ID, and the Contact ID number.

     Important:

     If a note was accidentally submitted for the wrong student, it is best practice to first record the note on the correct student's record and click Report a Problem to request the wrong one be inactivated.