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Attaching Resources to Client Session Notes

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Practice Better is gradually rolling out a refreshed UI/UX design. You may notice that the navigation bar has moved from the top to the left side of the portal. As a result, some screenshots and images in our articles may not yet reflect the updated interface — but the steps and guidance are still accurate.

We're actively updating all articles and appreciate your patience in the meantime. If something looks different than what you see on screen, the functionality is the same — just with a fresh coat of paint.

The session note editor lets you connect the full context of a client's care to every note, from linked protocols and labs to new tasks and uploaded files. Each resource type behaves differently, and knowing what each attachment does and does not do automatically keeps your documentation complete and your clients' visibility where you intend it to be.

In this article:

Accessing Resource Attachment Options

Resources are attached from two places inside the note editor: the note navigation bar across the top of the page, and the Fast Action Button (the red plus icon) in the bottom-right corner.

Learn more about Creating and Managing Client Session Notes → 

The navigation bar organizes each attachment type into its own tab: Documents, Protocols, Labs, and Tasks. The Procedures & Diagnoses tab appears once you've added at least one insurance code to the note. A count badge appears on any tab that has items attached.

The Fast Action Button surfaces the same options as a quick menu: Link to booking, Link lab, Link protocol, Add insurance codes, Add task, Attach client documents, and Upload files. Either path leads to the same result.

📍 Note: All resource attachments can be added or removed at any time before the note is signed. After signing, the note becomes read-only and its attachments are locked, with one exception: Tasks can still be edited after a note is signed. Learn more about signing notes →

Linking a Booking

Linking a note to a booking connects your documentation to a specific appointment. Once linked, the session name and date and time appear at the top of the note for easy reference.

To link a booking to your Note:

  1. Click the Fast Action Button and select Link to booking.

     
  2. Select the booking from the list.

     
  3. You’ll see the booking linked at the top of the Note.

     
  4. Click Save > Save Notes, to save your progress. Learn more about Autosave and Version History → 

The booking information displays at the top of the note. To remove the connection, click the More Options menu (3 dots) > Unlink Booking.

📍 Note: Each note can only be linked to one booking at a time. If you created the note directly from a booking via My Schedule > My Bookings > Add notes, it's already linked automatically.

Insurance Procedure and Diagnosis Codes

The Procedures & Diagnoses tab lets you attach CPT procedure codes and ICD diagnosis codes to a session note, keeping your clinical and billing documentation in one place. If your client record already has any diagnosis codes, or if the service linked to the note has associated procedure codes, you’ll be prompted to add these automatically. This tab appears in the Note navigation bar once you've added your first code.

To add codes to your Note:

  1. Click the Fast Action Button and select Add insurance codes.

     
  2. Choose a code type from the pop-up (CPT or ICD).

     
  3. Complete the subsequent pop-up to enter the details for the insurance code. 
     
  4. You’ll see the code populate in the Procedures & Diagnoses tab in your Note. 

     
  5. Click Add code or Add another to add additional insurance codes to this Note. 
     
  6. Optionally, check the box next to Make [insurance] codes visible to my client, to share the code(s) when you share the Note with your client. 

     
  7. Click the trash icon in this tab to remove insurance codes from your Note. 
     
  8. Click Save > Save Notes, to save your progress. Learn more about Autosave and Version History →  

💡 Learn more about insurance billing in Practice Better →

Linking a Protocol

Linking a client’s published protocol to a note creates a cross-reference between your session documentation and the client's care plan. It doesn't change the protocol itself, and it doesn't affect what the client can see on its own. When the note is shared with the client, they'll see the linked protocol listed and can open it directly from the note view.

Only published protocols are available to link.

To link a protocol to your Note:

  1. Click the Protocols tab in the note navigation bar, or click the Fast Action Button and select Link protocol.

     
  2. Select a protocol from the Select Protocol pop-up.

     
  3. The linked protocol appears on the Protocols tab of your Note. To link another, click + Add another. To remove the linked protocol, click Unlink protocol.

     
  4. Click Save > Save Notes, to save your progress. Learn more about Autosave and Version History → 

📍 Note: Linking a protocol is a cross-reference only. It does not publish or update the protocol, and it does not notify the client. The published protocol is already available to the client in their portal.. 

Linking a Lab

Linking a lab to a note creates a cross-reference between your session documentation and a lab result in the client's record. Both Draft and Shared labs are available to link.

To link a lab to your Note:

  1. Click the Labs tab in the note navigation bar, or click the Fast Action Button and select Link lab.

     
  2. Select a lab from the Select Lab modal.
     
  3. The linked lab appears on the Lab tab of your Note. To link another, click + Add another. To remove the linked lab, click Unlink lab.

     
  4. Click Save > Save Notes, to save your progress. Learn more about Autosave and Version History → 

⚠️ Important: Linking a lab to a note does not share it with your client. Lab sharing is managed separately from the client's Labs section. When you share the note, the linked lab is not automatically visible to the client unless it has already been shared independently.

Adding a Task

Adding a task from within a note creates a new task and associates it with the note. You can create the task for yourself or for the client, and you can use a saved template or configure recurrence options in the same step. 

To add a task to your Note:

  1. Click the Tasks tab in the note navigation bar, or click the Fast Action Button and select Add task.

     
  2. In the Add Task modal, choose Create a task for me or Create a task for [client name].

     
  3. Complete the task details, including title, due date, template, and any recurrence settings.

     
  4. To add another Task, click the Fast Action Button and select Add task.
     
  5. Click Save > Save Notes, to save your progress. Learn more about Autosave and Version History → 

Once created, the task appears on the Tasks tab with a count badge. Use the Edit link or the More Options menu (3 dots) next to the task to mark it as important, reassign it, save it as a template, or delete it.

Learn more about Creating Tasks for Clients → or Assigning or Sharing Tasks with Team Members →  

📍 Note: Tasks linked to a note are live tasks in your Practice Better account. Once the Note is Saved, the client interacts with their Tasks from their Tasks list, not from the Note view, regardless of whether the Note has been shared with them.

Attaching Documents

The Documents tab gives you two distinct ways to attach files to a note: selecting files already stored in the client's Documents section, or uploading new files from your computer. Both options are available from the Documents tab empty state or the Fast Action Button.

Once attached, any document can be previewed by clicking View, which opens a floating preview window you can reposition and minimize, similar to the Client Hub.

⚠️ Important: Attaching a document to a note does not automatically share it with your client. Documents become visible to the client only when you share the note using the "Share notes and attached documents with my client" checkbox.

Attaching Files from the Client's Documents Section

Attach client documents lets you select files that are already stored in the client's Documents section without re-uploading. Learn more about Uploading, Managing, and Organizing Documents → 

To attach a file from the client's documents to your Note:

  1. Click the Documents tab and select Attach client documents, or click the Fast Action Button and select Attach client documents.

     
  2. In the Attach from [Client]'s documents modal, browse the folder structure to locate your file. 

    Available folders include:
    • My Uploads: files you've uploaded to this client's record.
    • Team Uploads: files uploaded by other team members (Team plans only).
    • [Client]'s Shared Uploads: files uploaded by the client from their portal.
    • My Shared Uploads: files you've already shared with this client.
    • Messages: file attachments sent via the secure messenger.
    • Journal Entries: files the client attached to journal entries.
    • Completed Task Uploads: files attached to completed tasks and goals.
    • Uploaded Forms: forms and waivers submitted by the client.
    • Session Attachments: files attached to other session notes.
    • Protocol Attachments: files attached to published protocols.
       
  3. Select one or more files using the checkboxes, then click Select.
     
  4. You’ll see the files attached in the Documents tab of your Note. From here you can View the file, click the trash icon to remove it, or add more with the buttons to attach or upload files. 

     
  5. Click Save > Save Notes, to save your progress. Learn more about Autosave and Version History →
     
  6. The client can access the Note attachments from the Note in their portal when you Share the note with them. 

📍 Note: Attaching a file from the client's Documents section creates an independent copy on this note, which you can also find in the Session Attachments folder for this client. The original file in the Documents section remains unchanged.

Uploading Files from Your Computer

Upload files lets you attach a new file directly from your device. Uploaded files are attached to the note and automatically saved to the client's Documents > Session Attachments folder.

To upload a file to your Note:

  1. Click the Documents tab and select Upload files, or click the Fast Action Button and select Upload files.

     
  2. Select the file from your device. Files must be 120 MB or less.
     
  3. You’ll see the files attached in the Documents tab of your Note. From here you can View the file, click the trash icon to remove it, or add more with the buttons to attach or upload files. 
     
  4. Click Save > Save Notes, to save your progress. Learn more about Autosave and Version History →
     
  5. The client can access the Note attachments from the Note in their portal when you Share the note with them. 

Managing and Removing Attachments

All resource attachments can be updated or removed at any time while a note is unsigned:

  • Bookings: Click the More Options menu (3 dots) > Unlink Booking at the top of the note.
  • Protocols and Labs: Use the Unlink button on the respective tab.
  • Documents or Insurance Codes: Click the trash icon to remove attachments.
  • Tasks: Use the Edit link or the More Options menu (3 dots) on the Tasks tab to edit, reassign, or delete.

✅ After a note is signed, it becomes permanently read-only and all attachments are locked, with one exception: Tasks remain fully editable after signing, so you can continue updating, reassigning, and completing tasks tied to a finalized note.

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