Records and Record Types

Record is the longitudinal information CareMap keeps about a person. It brings current values and their history together even when the information was recorded at different times or through different workflows.

A Record Type defines what a value means and how it is entered. For example, a Type can collect text, a number with a unit, a yes-or-no value, a choice, or a date and time. CareMap and organizations manage the available Types so that Forms, Guides, Profile information, and manual entries can contribute to the same history.

Record is separate from Reports and Care records. A Report describes a completed Guide or Form run. Record keeps selected person information over time.

Open a Record

• To view your own Record, open People, choose Me, then select the Record tab.
• To view another person's Record, open that person or contact in People and select Record. The tab shows only information allowed by your current relationship and Record access.

Record Types are grouped by category. Each card shows its latest active value, when that value was observed, and whether the Type comes from CareMap or an organization. Select a card to open its history. Number Types can also show a trend when more than one active value is available.

No entries yet means the Type is available but no value has been recorded. No Record Types are available yet means no visible Type is configured to appear before it has data.

Add a manual entry

1. Select the Record Type card.
2. Select Add entry.
3. Enter the value using the controls provided by the Type.
4. Confirm Observed at, which is when the information applied or was observed.
5. Select Add entry to save it.

The editor can include text, number, yes-or-no, choice, date or time, and supported structured controls. CareMap shows Add entry only when your access and the active Record Type allow changes.

Completed Forms and Guides can add entries automatically when their author has connected a compatible field to a Record Type. Profile changes can also appear in Record. Open a Type's history to see whether an entry came from Manual, CareMap Profile, Form, Guide, or Guide + Form.

Correct or void an entry

Record history preserves evidence instead of overwriting it.

• Choose Correct entry to add a replacement value and observed time. Enter a correction reason before saving. The original entry remains in history.
• Choose Void entry when a value should no longer be current, then provide a reason. The void remains in history, while the value is excluded from the latest value and number trend.

Correcting or voiding Record data does not rewrite the original Profile answer, Form submission, Guide answer, or Report that supplied it.

Understand access and organization Types

You can always view your own Record. Another person's Record depends on access they granted you or on an authorized care-team, Guardian, organization Staff, or administrative relationship. Read only means you can review the Type and its history but cannot add, correct, or void entries.

An organization Type can remain visible with a Former label when it already has history but the person is no longer currently connected to that organization. It may be read-only. Ask the person, Guardian, or appropriate organization manager to review access rather than recording the value under a different Type.

Manage Record Types

CareMap admins manage CareMap-wide Types under Admin > Record Types. Organization Staff can view their organization's Types; Owners and Managers can create, edit, archive, and restore them from the organization's Record Types tab.

Managers choose a name, category, description, value format, and whether the Type appears before it has entries. A Type's value shape becomes locked after it has entries or Form or Guide connections. Types are archived instead of deleted so existing history keeps its meaning. An archived Type cannot receive new entries until it is restored.

If a Type is unexpectedly missing or read-only, confirm the active person, organization relationship, permissions, and Type lifecycle. If CareMap shows a loading error, use Try again or Reload Record Types after checking your connection.