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Notes are used to add information to the client's file. To set up notes for use in your center:
| 1. | From the calendar screen, click Settings > System Settings. |
| 2. | Click Notes and Data Forms tab. |
| 3. | If desired, create Note Templates. (Note: Note templates are text outlines or blocks of text used to organize the note narrative tab. Information entered on the narrative tab is not searchable or reportable. |
| o | Click the Notes Templates button. |
| ▪ | Click the Edit button on the note template line. |
| ▪ | Enter desired text in the Note Expanded screen. (Note: You can copy text from other sources like Word, and right click to paste into the screen.) |
| 4. | Create your data form library. (Note: Data forms are used to capture information that is not in the client screen or diagnosis tab. Most information entered on data forms is searchable and reportable.) |
| 5. | Use the check boxes to: |
| ▪ | Automatically adjust windows to display long data forms on one screen. |
| ▪ | Automatically move to the next data form field for some answer types. |
| ▪ | Hide unanswered questions when a data form is printed from the client file. |
| 8. | Use the text box and check boxes to determine how notes will look when printed: |
| o | Type in the label used for note signatures. |
| o | If desired, click to check boxes to add the date and time when notes were signed. |
| o | If desired, click in the check boxes to add the client's ID number and/or date of birth on printed notes. |
| o | If desired, user the spinner to leave a blank margin at the top of printed notes. (Note: The number is in quarter inches, so entering 4 will create a 1" margin.) |
| o | If desired, change the print order from Chronological descending (reverse chronological) to chronological order. |
| 9. | Enter how frequently notes will be saved when users are creating them. (Note: This will provide a back up in the event of computer failure, so that notes can be recovered.) |
| 10. | Click the check box to allow notes to be forwarded to Support Staff users. (Note: By default, Support Staff users cannot view or create confidential notes.) |
| 11. | If desired, click the check box to allow the first line of the note narrative to be displayed in the client file. |
| 12. | Use the pull down menu to select the note type to be used by default for non-client notes. |
| 13. | Click the Attachment Descriptions button. |
| 14. | Use the list screen to build a list of descriptions from which users can choose when attaching files to notes. (Note: Users can choose one of these options or enter free text for the description.) |
| 15. | If desired, click in the box to allow users to set their own default source for files to attach to notes. |
| 16. | If your center places files to be attached to notes in a shared computer drive/folder that can be accessed by all users, click the ellipse (3 dots) button and use the Windows interface to browse to the folder. (Note: When users search for an attachment for a note, this will be the default location. But they will be able to navigate to other locations on their computers.) |
| 17. | If desired, set a shared computer drive/folder where copies of files attached to notes will be stored. (Note: If a file was in the shared drive/folder chosen in Step 16, it will be moved to this shared drive/folder after being attached to a note.) |
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