Manage Notes

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Manage Notes screen

Screen Elements

Unless otherwise stated below, all controls on the Manage Notes screen are visible and enabled when:

If one or more special conditions exist that affect a control on the Manage Notes screen, the condition(s) are documented for that specific control below.

Display group box

  Complete the information in the Display group box.

This group box includes a group of check boxes to indicate the types of notes that display in the data grid. The title text of the group box is set to "Display".

The permissions of the logged-on user are checked. If the user has the appropriate permissions (Soap Notes.View or Add; General Notes.View or Add; Breastfeeding Notes.View or Add; System Notes.View or Add), the check boxes in the group box are enabled and the check boxes for which the user has permission are initially checked as the default.

The following controls are included in the group box:

SOAP Notes check box

Check this check box to indicate that SOAP notes should be displayed in the data grid.

General Notes check box

Check this check box to indicate that general notes should be displayed in the data grid.

BF Notes check box

Check this check box to indicate that breastfeeding notes should be displayed in the data grid.

System Notes check box

Check this check box to indicate that system notes should be displayed in the data grid.

Refresh button

Click this button to refresh the entries displayed in the data grid.

Notes for Household Member data grid

  View the information in the Notes for Household Member data grid.

This data grid displays notes based on the check box selections that were made in the Display group box as of the last time the Refresh button was clicked. Click a note displayed in this data grid to view its details.

The data grid is filled with an entry for each note recorded on the local database for the selected household member according to the check box selections in the Display group box as follows:

• If only the SOAP Notes check box is checked, entries for SOAP notes display in the data grid.

• If only the General Notes check box is checked, entries for general notes display in the data grid.

• If only the BF Notes check box is checked, entries for Breastfeeding notes display in the data grid.

• If only the System Notes check box is checked, entries for System Notes display in the data grid.

• If only the SOAP Notes and General Notes check boxes are checked, entries for SOAP notes and General Notes display in the data grid.

• If only the SOAP Notes and BF Notes check boxes are checked, entries for SOAP notes and BF Notes display in the data grid.

• If only the SOAP Notes and System Notes check boxes are checked, entries for SOAP notes and System notes display in the data grid.

• If only the General Notes check box and BF Notes check boxes are checked, entries for General Notes and BF Notes display in the data grid.

• If only the General Notes check box and System Notes check boxes are checked, entries for General Notes and System Notes display in the data grid.

• If only the BF Notes check box and System Notes check boxes are checked, entries for BF Notes and System Notes display in the data grid.

• If the SOAP Notes check box, General Notes check box, BF Notes check box, and System Notes check boxes are checked, all entries for SOAP notes, General Notes, BF Notes, and System Notes display in the data grid.

The permissions of the logged-on user are checked. If the user does not have the appropriate permissions (ProtectedNotes.View,.Add, or.FullControl) to view the selected protected notes, only non-protected notes and notes that the logged-on user created are included in the data grid. If the user has the appropriate permissions for the type of note selected (SOAP, General, Breastfeeding, and/or System Notes), the data grid includes all notes for the selected household member.

The entries are sorted according to the value of the Date Created column in the order indicated by the NOTESORTORDER business rule. If the NOTESORTORDER business rule = "C", the notes are sorted chronologically by date and time. If the NOTESORTORDER business rule = "R", the notes are sorted in reverse chronological order by date and time. The values in the control are read-only.

The data grid consists of the following control(s):

Note Type column

This column displays the type of note for each record displayed within the data grid.

The title of the column is set to "Note Type". The information displayed within the column is read-only. Possible note types are: SOAP, General, Breastfeeding, and System.

Date Created column

This column displays the creation date for each record displayed within the data grid.

The title of the column is set to "Date Created". The information displayed within the column is read-only.

Subject column

This column displays the subject for each record displayed within the data grid.

The title of the column is set to "Subject". The information displayed within the column is read-only.

• The value of the CLN_IncludeNotesSubject business rule equals "Y".

Application Area column

This column displays the area of the application from which the note was added for each record displayed within the data grid. For example, if the note was added while viewing the Risk Factors tab, the Application Area column displays Risk Factors.

The title of the column is set to "Application Area". The information displayed within the column is read-only.

Staff Member column

This column displays the user ID of the staff member who created the note for each record displayed within the data grid.

The title of the column is set to "Staff Member". The information displayed within the column is read-only.

Selected Note Text pane

  View the content of the currently selected note in the Selected Note Text pane.

For system-generated notes with the Subject "Official Notification", the note text includes the date the official notification was given, the User ID of the staff member that gave the notice, Termination Date, and Termination Reason.

The date the official notification was generated displays in the following format: "Official Notification given [MM/DD/CCYY]" by [UserID]". The date value comes from the CreateDTTM column of the HealthNote table. The UserID value is taken from the CreateUserID of the HealthNote.

The Termination Date value is taken from the date portion of the CertTermDate column of the CertContact table. It is formatted as follows: MM/DD/CCYY.

The Termination Reason value is the literal value of the Description column of the TermReason rows within the Reference Dictionary table, where the ExternalID value is the same as the CertTermReason column of the CertContact table for that participant.

The contents of the pane are read-only. When the text exceeds the bounds of the text box, a vertical scroll bar displays.

Full Page View button

  Click the Full Page View button to display the text of a note currently selected in the Notes for Household Member data grid in full page view.

The Full Page View screen displays when the button is clicked.

It has a mnemonic of "F".

This button is used for additional functions on the Manage Notes screen in the Clinic application. In the Central Administrative Site and State Office applications, this button is always disabled.

This button is used for additional functions on the Manage Notes screen in the Clinic application. In the Central Administrative Site and State Office applications, this button is always disabled.

This button is used for additional functions on the Manage Notes screen in the Clinic application. In the Central Administrative Site and State Office applications, this button is always disabled.

Print Note button

  Click the Print Note button to print the text of a note currently selected in the Notes for Household Member data grid.

The note is sent to the printer currently defined for your workstation after it is generated. The note prints with the subject (if applicable), the date created, the staff member name, and the note text. When the staff member name cannot be found in the UserProfile table, the user ID is printed. For system-generated notes with the Subject "Official Notification", the note also prints with the date the official notification was given, the User ID of the staff member that gave the notice, Termination Date, and Termination Reason.

The Date Created value is printed from the CreateDTTM column of the HealthNote table. It is printed in the following format: MM/DD/CCYY.

The Staff Member name is the name of the staff member who added the note. The value is taken from the FirstName, MiddleInitial, and LastName columns of the UserProfile table for the UserID in the CreateUserID of the HealthNote record being printed. It is printed in the following format: [First Name] [Middle Initial] [Last Name]. The [Middle Initial] prints only if one is stored in the UserProfile table for the for the UserID.

The date the official notification was generated displays in the following format: "Official Notification given [MM/DD/CCYY]" by [UserID]". The date value comes from the CreateDTTM column of the HealthNote table. The UserID value is taken from the CreateUserID of the HealthNote.

The Termination Date value is taken from the date portion of the CertTermDate column of the CertContact table. It is printed in the following format: MM/DD/CCYY.

The Termination Reason value is the literal value of the Description column of the TermReason rows within the Reference Dictionary table, where the ExternalID value is the same as the CertTermReason column of the CertContact table for that participant.

It has a mnemonic of "P".

Close button

  Click the Close button to close the screen.

It does not have a mnemonic. Its keyboard shortcut is the Esc (escape) key.

The Participant Folder screen displays when the button is clicked.

Processing

If data can be validated and saved on the screen, the following processes occur when the screen is processed:

• A process to check for required controls as identified in the Data Map below is performed.

• A process to check for valid entries as identified individually for each applicable control in Screen Elements above is performed.

• A process to check for edits and cross edits as identified for each applicable control in Screen Elements above is performed.

• If any checks or processes fail, a standard error message displays.

If no data can be validated and saved on the screen:

• No cross edits are performed.

• All values are considered legitimate.

• No data is written to the database.

Data Map

The Data Map defines the values saved for all controls on the screen. If available, any additional notes or comments are displayed in the Notes column.

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Software Version: 2.40.00