Take a Note

Learn about capturing Note details for a new Billable Participant Note

What does the Take a Note stage include?

The Take a Note tab captures the basic details of the Billable Participant Note, as described in the below table:

Information Field	Description
Category	This allows for the selection of a Category by selecting one from the provided dropdown list.
Interaction Type	This allows for the selection of a Interaction Type by selecting one from the provided dropdown list.
Participant	This allows for the selection of Participant(s) by simply typing a name of a Participant (or multiple) or by clicking on the Filter icon which allows for Smart Selection of Participant(s). This is a required field as Notes in Maica are always held against a Participant.
Goal	Once a Participant has been selected, this allows for the Participant Note to be associated with a Goal
Date & Time	The Date & Time details are pre-populated from the current Date & Time, and the duration is set to 15 minutes. The Date & Time can be changed manually if required, and your default duration can also be adjusted in Maica Settings; click here to learn more.
Note Text	This allows for custom text around the details of the Note. You can also insert a template here.
Billable Participant Note	This toggle allows for the Note to be billable. If toggled on, Maica will generate an Invoice Line Item for the selected Appointment Service and duration/quantity. Maica will also validate that the selected Participant has the an Agreement for the selected Service. If they don't, Maica will alert you and not allow the Note to be continued to the next stage. To learn more, see below.

If the Participant Note is not to be billable, then simply disable the Billable Participant Note toggle.

Non-Billable Notes and Appointment Service When a note is marked as non-billable, you can still select an Appointment Service to indicate which service the note relates to.

This helps maintain reporting accuracy without affecting billing or claiming.

• Quantity is locked at 0

• Claim Type is hidden

• A Delivery Activity is still created, but with Billing Status = Do Not Bill

✅ Example: A user creates a non-billable Participant Note for a group session and selects “Community Access” as the Appointment Service. Maica logs the note and creates a Delivery Activity for reporting, but excludes it from invoicing.

Things to look out for: Take a Note

1. No Agreement for Appointment Service

This alert will show in the instance where the selected Participant(s) have no Agreement for the selected Appointment Service. When this is the case, Maica will alert you under the Participant(s) input box (as shown) and the Save & Next button will become unavailable. This is the only restriction that Maica enforces where the user cannot continue to create a Billable Participant Note.

In order to resolve this alert, you must select an Appointment Service that the selected Participant(s) have an Agreement for and hence can be billed against.

When the Participant(s) have an Agreement for the selected Appointment Service, the alert will be replaced by the following billing and budget information:

Reference	Description
1	This is the total cost of the Note. It is calculated based on the Duration and price of the Appointment Service.
2	This is the amount of Available Funding the selected Participant has within their Service Agreement for the allocated Appointment Service.
3	This is the quantity of the created Billable Participant Note based on the Start Time and End Time for each selected Participant. For example, the shown Note time is from 9:39am - 9:54am, this is a quantity of 0.25 which represents a 1/4 of an hour. This field is adjustable, please refer to the Adjusted Quantity section for further information.
4	This is a dropdown to select the required Claim Type.