Creating and managing case note volumes

To track physical case notes in Nervecentre, you must add the case note volumes you create to Nervecentre.

Depending on your permissions, you can create and manage case note volumes.

Creating and managing case note volumes on a mobile

You can't do this on a mobile.

Creating and managing case note volumes on a desktop

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select New casenotes.

  3. Select the type of case note volume.

    The type changes when the case note volume gets destroyed, and the ID for the case note volume.

    Each case note volume has an ID. That ID is the case note number and the volume number. For example, for NC00000001-V1, the case note number is NC00000001, and the volume number V1.

  4. Select Create.

    The status of the case note volume is 'Not yet created'. This is because when you create a case note volume in Nervecentre, Nervecentre doesn't assume you have created the physical case note volume.

  5. Create the physical case note volume.

  6. Record the location of the case note volume.

    This tells Nervecentre you have created the physical case note volume.

    Read more about recording the location of the case note volume

  7. Print a label for the case note volume.

    Read more about printing a label

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select Record location.

  3. Choose a borrower code.

    Each location has a borrower code.

    • Enter a borrower code.

    • To search for a borrower code, select > Search and enter a borrower code.

    • To use the current borrower code for a case note volume, select > Search and scan the barcode on a case note volume.

    • To find the borrower code for a specific location, select > Browse by Location and find the location.

  4. Enter any notes.

  5. Select Submit.

    The status updates to 'Active'.

You can print a label for a case note volume. The label allows Nervecentre to track the case note volume between locations.

This label includes information about the patient, a barcode for the case note volume, and the ID for the case note volume.

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select Print label.

    A PDF file opens in your default PDF reader.

  3. Print the label.

  4. Attach the label to the physical case note volume.

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select Set status.

  3. Select an option.

    To mark a case note volume as:

    • Active, select Set as active.

    • Lost, select Set as lost.

    • Destroyed, select Set as destroyed.

    • Archived, select Set as archived.

    • Digitally scanned, select Set as digitally scanned.

  4. Enter a note.

  5. Select Update.

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select Set status.

  3. Select Set Do Not Destroy.

  4. From Action, select an option.

    • To mark a case note volume as 'Do Not Destroy', select Set Do Not Destroy.

    • To remove 'Do Not Destroy' from a case note volume, select Clear Do Not Destroy.

  5. Enter a reason for making the change.

  6. Select Save.

Each case note volume has an ID. That ID is the case note number and the volume number. For example, for NC00000001-V1, the case note number is NC00000001, and the volume number V1.

When a case note volume has been filled, you must create a new case note volume of the same type. This new case note volume has the same type and case note number as the previous volume, but the volume number is different.

For example, you have a full maternity case note volume with the ID MAT0001-V1. You create another maternity case note volume which has the ID MAT0001-V2.

To create another case note volume:

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select a case note volume.

    For example, the case note volume that is full.

    The new case note volume you create has the same type and number as the volume you select.

  3. Select New volume.

    Nervecentre automatically chooses the volume number, case note number, and the type of case note volume.

  4. Select Create.

    A new case note volume appears. The type and number for the case note volume is the same as the case note volume you selected, but the volume number is different.

    The status of this new case note volume is 'Not yet created'.

  5. Create the physical case note volume.

  6. Record the location of the case note volume.

    This tells Nervecentre you have created the physical case note volume.

    Read more about recording the location of the case note volume

  7. Print a label for the case note volume.

    Read more about printing a label

When a case note volume is lost, you might create a duplicate of that case note volume. This allows you and other members of staff to use the duplicate case note volume until the original is found.

When the original case note volume is found, you can merge the duplicate case note volume into the original.

Read more about merging case note volumes

To create a duplicate case note volume:

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select a case note volume you want to duplicate.

  3. Select New duplicate volume.

  4. Select Create.

    A new case note volume appears. The type of case note is the same as the case note volume you selected. The ID for the case note volume shows 'D' instead of 'V' to indicate that the volume is a duplicate.

    The status of this duplicate case note volume is 'Not yet created'.

  5. Create the physical case note volume.

  6. Record the location of the case note volume.

    This tells Nervecentre you have created the physical case note volume.

    Read more about recording the location of the case note volume

  7. Print a label for the case note volume.

    Read more about printing a label

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select a case note volume that you want to merge into another case note volume.

    For example, a duplicate case note volume that you want to merge into the original case note volume.

  3. Select Set status.

  4. Select Set as merged.

  5. Select a case note volume you want to merge into.

    For example, the original case note volume that you want to merge into.

  6. Enter a note.

  7. Select Merge volume.

  8. Select Continue.

    The case note volumes that were merged are both shown.

    In this example, the duplicate case note volume has the status 'Merged'. The comments for the duplicate case note volume show that it was merged into the original volume.

You can record the transfer a case note volume between two locations.

  1. View the patient's case note volumes in Nervecentre.

    There are two ways to view case note volumes.

    1. From  Medical Records > Manage Case Notes, select Case Notes for Patient.

    2. Select Select Patient and search for a patient.

      Read more about searching for a patient

    Or

    1. Open the patient's record.

      • From  Inpatients, select Patient List > double-click on a patient's name > Patient Detail.

      • From  Outpatients, select Clinic List > double-click on a patient's name > Patient Detail.

    2. Select Patient admin > Manage case notes.

  2. Select a case note volume that you want to transfer.

  3. Select Record transfer.

  4. Choose the borrower code for where the case note volume is currently located.

    • Enter a borrower code.

    • To search for a borrower code, select > Search and enter a borrower code.

    • To use the current borrower code for a case note volume, select > Search and scan the barcode on a case note volume.

    • To find the borrower code for a specific location, select > Browse by Location and find the location.

  5. Choose the borrower code for where the case note volume is going.

    • Enter a borrower code.

    • To search for a borrower code, select > Search and enter a borrower code.

    • To use the current borrower code for a case note volume, select > Search and scan the barcode on a case note volume.

    • To find the borrower code for a specific location, select > Browse by Location and find the location.

  6. Enter any notes.

  7. Select Submit.