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Sign-Off and Versioning

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Sign Off a Note

Signing off a note marks it as reviewed and finalized by an authorized provider.
  • Open the note and click the Sign off button in the note toolbar. The button is visible when the note has content and the current user has the Sign Off Notes permission.
  • Once signed off, the note displays a green Signed off badge with the provider name and date.
  • Signed-off notes can still be viewed and printed but edits are discouraged.

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Request Sign-Off from Another Provider

When a note needs to be signed off by someone else (for example, a supervising provider), you can send them a task instead of signing it yourself.
  1. Open the note and click the actions menu (three-dot icon) in the note toolbar.
  2. Select Request sign-off. A task form opens, already filled in with the patient’s name, a link to this note, and the patient it belongs to.
  3. Choose the provider who should sign off in the Assignee field, then click Create Task. You must pick an assignee (or team) — the request can’t be created without one, so it always reaches someone.
The assigned provider gets a task notification. Opening the task and clicking the note link takes them straight to this note, where they can review it and use the Sign off button. The task completes itself when the note is signed off. As soon as the note is signed off — by anyone, not just the assignee — the linked request task is automatically marked complete, so there’s nothing extra to tick off. The Request sign-off option only appears for staff who can create tasks, and it is hidden once the note is already signed off or while you are viewing an older version of the note.
When you pick the provider to assign, internal Decoda staff are left out of the list so you only see your own clinic’s providers. (If a clinic happens to have no other providers set up yet, everyone is shown.)

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Auto Sign-Off

Providers can enable automatic sign-off so that notes are finalized automatically after saving. This setting is managed per-provider in Settings > Preferences under the Auto Sign-Off toggle.

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Note Versioning

Every significant change to a note (AI generation, chat refinement, template change) creates a new revision. The version history is accessible from the note toolbar:
  1. Click the clock icon or the View Revisions submenu in the actions dropdown.
  2. A dropdown lists all versions, showing the creation date.
  3. The current version is labeled Current with a green badge. The first version is labeled Original.
  4. Click any version to view it. A banner indicates you are viewing a previous version.
  5. To make edits, switch back to the latest (current) version.
When a new revision is created — or when you duplicate a note — the answers already entered carry over to the new version. This holds even for questions you later changed on the template: the note keeps showing the answer you recorded instead of leaving the field blank.

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Note Expiry

Templates can be configured with an expiry period (in days). After the expiry period passes, the note displays an Expired badge. Expired notes remain accessible but are flagged for review.

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Note Header and Metadata

Each note displays the following in its header:
  • Patient name — Displayed in the header. Below it, a View patient details link opens the patient sidebar with full details.
  • Note title — Defaults to the template name. Click the title to edit it inline. Press Enter to save or Escape to cancel.
  • Note ID — A unique identifier for the note, displayed below the title. Click to copy.
  • Signed-off status — Shows a green checkmark with provider name and timestamp if signed off.
  • Linked appointment — If the note is connected to an appointment, a Go to linked appointment link appears in the top right.
To print or export a note:
  1. Open the note.
  2. Click the copy icon in the note toolbar to copy the note content to your clipboard as plain text.
  3. Click the actions menu (three-dot icon) and select Print / Export to PDF.

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Choose what to include

When you print a note that has fields, a Select what to include window opens first. Each part of the note appears with a checkbox so you can leave out anything you don’t want on the copy you give the patient — for example an internal-only section or the provider signature.
  • The window starts with the parts already chosen, matching the template’s Patient View setting (see Note Templates). If a template has no Patient View set up, everything starts selected.
  • Use Select all / Deselect all to toggle every part at once, or tick a section heading to toggle all of its fields.
  • Uncheck the parts you want to leave out, then click Print. Only the checked parts appear on the printout.
Your choices apply to that one printout only — they are not saved, and they don’t change what the patient sees in the patient portal. To change the saved default, edit the template’s Patient View setting. You can also print from the notes list by clicking Print in the note’s row action menu.