Hidden/Internal Note Sections

Overview

By default, every section of a session note appears in the exported PDF — the document shared with insurance payers, reviewed during audits, and sometimes accessed by parents. Hidden Note Sections introduces a toggle that lets admins mark specific sections as “Internal Only,” keeping that content inside the platform without it appearing on the exported PDF.

This feature supports two key use cases:

• Internal clinician-to-clinician notes that should not be shared externally
• Sections that should be hidden from review based on role permissions

Role-Based Behavior

Template Managers

• Gain an “Internal Only” toggle on each section within the Template Builder
• The toggle is grouped with other section-level settings and indicated by a low-vision icon
• Can be applied to new or existing templates; existing notes are not affected retroactively

Behavior Technicians / Providers

• Internal-only sections appear in the note form and are visually marked with the internal icon so providers know the content will not appear on the PDF
• Data entered in internal sections is saved and stored like any other section
• Note: If a role does not have the “View Hidden Note Sections” permission enabled, those sections will not be visible to users in that role

Signers

• Before signing, providers see a Signable Preview that reflects exactly what the final PDF will contain
• Internal-only sections are excluded from this preview — no blank spaces or placeholders appear in their place
• Signers are legally attesting only to what is visible in the preview

Clinical Directors / Supervisors

• All note data, including internal-only sections, is visible in the Motivity Clinical timeline, provided the user has the “View Hidden Note Sections” role permission

Auditors / Payers

• Exported PDFs exclude all internal-only sections; auditors and payers only see the relevant professional clinical documentation

Step-by-Step Setup

Step 1: Configure Role Permissions (Admin)

1. Navigate to the Role Permission editor
2. Locate the “View Hidden Note Sections” toggle
3. Set the permission to None, If on Team, or All Learners as appropriate for each role

Note: Users in roles without this permission will not see internal sections when viewing or filling out notes.

Step 2: Set Up the Template (Admin)

1. Open the Template Builder
2. Select a section and locate the “Internal Only” toggle in its settings
3. Enable the toggle and save the template

Note: This setting applies to all new notes created from the updated template. Existing (legacy) notes are not affected.

Step 3: Fill Out a Note (Provider)

1. All sections appear in the note form, including internal-only ones
2. Internal sections are visually marked so providers know they won’t appear on the PDF
3. Fill out all sections as normal; data is saved regardless of internal status

Step 4: Sign the Note

1. When the provider moves to sign, the Signable Preview opens
2. Internal-only sections do not appear in the preview
3. The signing flow is otherwise unchanged

Step 5: Export a PDF

• When a PDF is generated, internal-only sections are excluded automatically
• CSV/Excel exports and API integrations continue to include all data regardless of internal-only status

Important Notes

• Section-level only: The Internal Only toggle applies to entire sections, not individual fields within a section
• No retroactive changes: Toggling a section does not affect notes that were already created or signed
• PDF only: The hiding logic applies to the PDF export and Signable Preview only. All data remains visible in the clinical timeline, CSV exports, and API responses
• Data is never deleted: Internal-only is a rendering filter. No data is removed from the platform

Last Updated: 5/15/26 by Tatum Winslow