Record Activity

Every patient, claim, visit and remittance keeps its own story in one place: its Activity. It reads newest first and mixes two things - notes a person wrote, and events ClaimPod recorded on its own. Open a record, choose Activity, and you see what happened to it and what anyone said about it, in the order it happened.

Every entry starts with a line that reads as a sentence - who did what, and when. A note adds its text underneath, and a decision adds the reason it was recorded with. Recent times read “just now” or “3 hours ago” and keep counting while the page is open; past 30 days they become a short date, and hovering shows the exact time.

What Each Record Shows

Record	Notes	Decisions	Status changes	Changes	Billing	Work items
Patient	✓		Secondary claims and corrections only		✓	Secondary unwinds only
Claim	✓	✓	✓	✓	✓	✓
Visit	✓	✓	Secondary claims and corrections only		✓	✓
Remittance	✓	✓				✓

A change on a claim is one save someone made to its fields: one field reads Alice Marie Johnson changed Prior Authorization #, several read changed 2 fields, and each field shows its old value struck through and the new one, by the label the claim page uses. Updates ClaimPod makes on its own, from a task, an import or a bulk run, are not listed. A status change to Submitted that an export made names the export batch: Exported in EXP-0000000081.

A decision is an outcome someone recorded - a write-off, a refile, a claim sent to the patient - with the reason they gave and, where there is one, the date the next action is due. A claim shows its own follow-up decision and the decision taken on every remittance filed against it, and the notes written on those remittances too. A status change is a step in a claim’s life, from draft onward, shown as the old and new status badges, or for the first one, the status it started in. Only claims keep that whole history. A status change can carry the reason given with it, such as why a claim was voided. A work item line says a queue item about this record was Completed or Skipped, and by whom.

A billing entry follows a balance from one payer to the next: the primary claim billed an amount to the secondary payer, or the secondary to the tertiary, or moved it back when the payment behind it was taken back. The claims on both ends of that chain say how they are related - a claim created from the payment before it, a crossover, a claim voided or sent for unwinding after a takeback - and each sentence links the other claim. A corrected claim and the claim it replaced link each other the same way. The visit and the patient carry the same milestones, so a secondary or tertiary claim, or a correction, can be traced from either.

A kind your plan does not include never appears here. Activity shows what the record’s own screens would show you, and nothing more.

Writing a Note

Add a note… at the top of Activity opens a box. Write what happened, or what the next person needs to know, and choose Save Note. Notes are for commentary - a call with the payer, what a patient asked for. A decision about a claim or a remittance belongs in the resolution of its work queue item, where it can be counted.

Your own notes carry a menu with Edit, Pin to top and Delete. Someone else’s note has no menu, unless your account holds Superadmin, or both Administrator and User; either gives you the same menu on every note. An edited note is marked (edited).

If someone else changed a note while you were editing it, Save is refused and a notice appears above the note with Reload, which closes the editor on the note as it now reads. Pin to top or Unpin refused the same way shows “Couldn’t update note” with Reload. A Save Was Refused covers both.

View History, in the ⋯ menu at the top of Activity, opens Note History: every change made to this record’s notes - what a note said before an edit, who pinned or deleted it, and notes that have since been deleted.

Pinning

Tick Pin to top under the note you are writing, or choose Pin to top from a note’s menu, and the note is lifted to a banner at the top of the record. The banner follows the record wherever it opens: every tab, and the work queue items about it. Use it for the one thing a colleague must not miss.

A record holds one pinned note. Pinning another releases the first, and the banner’s own Unpin takes it down. The note keeps its place in the feed and is marked Pinned there, so you can see which entry the banner is showing. Pinning is not an edit, and does not mark the note (edited).

Finding Your Way Through

Once a page holds more than one kind, chips above the feed narrow it to one: All, Notes, Decisions, Status, Changes, Billing and Work items. They count and filter the page you are on, not the whole record, and they reset when you move to another page. A long history pages the same way every list in ClaimPod does.

In a Work Queue

A queue item about a claim, a visit or a remittance shows that record’s Activity on the Activity tab of its side panel, so you can read what happened before deciding. It works as it does on the record: Add a note…, note menus and chips are all there. A credit balance item shows the Activity of the claim or patient the credit belongs to. Only a secondary unwind item shows its claim’s Activity read-only, with no box for a new note, no note menus and no chips.

States

• Nothing Has Happened Yet - a record with no notes and no recorded events.
• Couldn’t load activity - the feed could not be read. It says why, and Retry asks again. You can still write a note while it is showing.
• A note written by someone whose account was removed names its author as (deleted user). An event ClaimPod recorded on its own names System.

Related: Patients · The Claim Page · Visits · The Remittance Page · The Queue Processor