Overview
Custom Data Field (CDF) variables can be added to case note templates as fields in the heading section. This allows case notes to populate the client's Profile Information directly, making that data available in analytics CDF reports and for auto-populating report and letter templates.
How it works
CDF variables added to case notes automatically sync to the client's Profile Information when the case note is saved.
Some variables that already sync to the client's profile (such as client name, contact information, and Medicare information) cannot be added to case note templates — they are managed elsewhere.
Setup steps
Go to Forms > Case Note templates in the Control Panel.
Add any data fields you want to report on or auto-populate in reports and letters.
Go to Forms > Letter/Report templates and add the same data fields so they pull through automatically.
Benefits
Practitioners can record structured data in a natural place — the case note — rather than having to update the client profile separately. This saves time and ensures data consistency, because the same information flows through to reports, analytics, and profile views without duplicate entry.
Common use cases
Diagnosis tracking — Add a diagnosis CDF to case notes so each session can update the client's current diagnosis, which then flows into discharge reports.
Treatment goals — Capture goal progress in structured fields during sessions, making it easy to pull into outcome reports.
Risk levels — Record current risk assessment as a CDF that auto-updates the client profile, ensuring the most recent assessment is always visible.
Permissions: Only Superusers can add CDF variables to case note templates. Practitioners can then use those fields when writing notes.