Insight Notes uses one word per concept, and uses it everywhere — in the interface, in a claim, and in the code underneath. If two words look like they mean the same thing, only one of them is ours.
People & organizations
- Practice
- A therapy practice; owns all its data
- User
- Anyone who logs in (belongs to one Practice)
- Role::Owner
- Runs the practice; staff/billing/settings
- Role::Clinician
- Treats their caseload, writes notes
- Role::FrontDesk
- Scheduling + demographics, no chart
- Role::Billing
- Charges, claims, payments
- Client
- The individual a clinician treats
- Contact
- Emergency contact, guarantor, parent
- ContactInteraction
- A call or a visit, which leaves no other record. A portal message, a released document and a fax each already have one. Talking to the CLIENT is the chart, not this
- Inquiry
- Pre-client PHI; converts to a `Client` or is deleted after the retention window
Clinical record
- Chart (conceptual)
- All of a Client's clinical data
- Intake
- Onboarding forms / history
- ProgressNote
- Documents a session; part of the chart; shareable per minimum-necessary
- PsychotherapyNote
- §164.508-protected, **separate** from the chart
- **Insight Notes**
- Two words, capitalised, in every rendered string. The domain `insightnotes.com` is unspaced; the wordmark is not
- ProgressNoteAddendum
- Append-only, separately signed; never edits the note
- AmendmentRequest
- §164.526; 60-day clock, written decision
- the disagreement_body on AmendmentRequest
- §164.526(d)(2); travels with the record forever after
- Diagnosis
- DSM-5 / ICD code on the chart
- TreatmentPlan
- Goals / objectives
- CoSignature
- A supervisor attesting to a supervisee's clinical record
- SupervisionAssignment
- Time-bounded supervisor ↔ supervisee relationship
Measurement & outcomes
- Measure
- A scale/screener definition (PHQ-9, GAD-7) + its items
- MeasureAdministration
- One client completing one Measure at a point in time
- MeasureResponse
- A single item's answer within an administration
- RiskAlert
- Raised when a self-harm item is answered non-zero
Consent & disclosure
- InsuranceAuthorization
- Granted by the payer: number, visits, dates. Only ever a granted one
- InsuranceAuthorizationRequest
- Submitted, then approved, denied, withdrawn, or more information requested. Becomes an `InsuranceAuthorization` only on approval
- InsuranceAuthorizationRequest with extends_authorization_id set
- A **new** request threaded to the authorization it extends, never an edit of it — what the payer granted in August is a fact about August
- ClaimAppeal
- A denial is adjudicated, so correcting and resending achieves nothing. The claim stays `Denied` while the appeal is open; the money arrives later through a remittance
- DisclosureAuthorization
- A §164.508 authorization: recipient, scope, expiry, revocation
- ReleaseOfInformation
- One transmission made under an authorization
- ClientFileShare
- One `ClientFile` released to one `Contact` under one `DisclosureAuthorization`, with its own expiry and revocation
- ConsentDocument
- Versioned practice document a client is asked to sign
- ConsentSignature
- One client's signature on one document version
- DisclosureMethod
- Portal, secure email, **fax**, post, in person — the route one `ReleaseOfInformation` actually took
Scheduling
- Appointment
- A scheduled slot: time, client, clinician, status
- Session
- The meeting an Appointment becomes; what a note documents
- Availability
- When a clinician can be booked
- AppointmentSeries
- The recurrence rule; occurrences are real `Appointment` rows
- WaitlistEntry
- One client waiting for a slot, with preferences and urgency
- TelehealthSession
- The video session for a telehealth `Appointment`
Client communication
- Conversation
- An encrypted thread between a practice and one Client, inside the portal
- Message
- A single message in a `Conversation`
- ReminderEvent
- The four automatic messages: upcoming appointment, incomplete documents, cancellation, overdue invoice
- ReminderDetailLevel
- Contentless / time-only / full — the practice's disclosure posture
- ReminderTemplate
- One practice's own copy for one `ReminderEvent`, authored **at** a `ReminderDetailLevel`
- ReminderPlaceholder
- `{{client_first_name}}`, `{{appointment_time}}`, … — permitted per event **and** per level
- NotificationChannel
- Email, text, voice — the route an automated message takes
Billing
- ServiceCode
- CPT / HCPCS service rendered
- Charge
- A line item billed for a service
- Product
- A catalogue entry — a workbook, a course. Non-PHI: a name and a price
- ProductSale
- One catalogue item sold to one client, at the price snapshotted that day. PHI, because it names a client
- Superbill
- Itemized receipt a client submits to insurance
- Claim
- Submitted to a payer
- Payment
- Client or payer payment
- Payer
- Insurance company