User Notes Version

Contents

ePHI Concerns and User Notes

Features are built into Sourcing and Contract Management to ensure the privacy of electronic protected health information (ePHI), in compliance with HIPAA requirements. Among the features designed to protect ePHI data is a setting on the user profile that restricts unauthorized users from viewing patient information in panels, spreadsheets, reports, printed documents, and other application elements.

Important: You should be aware, however, that if you enter free-form ePHI data in notes attached to contracts, purchase orders, requisitions, order guides, item records, invoices, and any other application documents, the ePHI data cannot be protected from display (or editing) by unauthorized users. Your site may wish to establish a policy for notes so that you are not inadvertently making ePHI information visible.

Review the chapter "Securing Electronic Protected Health Information (ePHI)." This recommendation is particularly important if your site uses
's Materials Management. Also, read the chapter on setting passwords.

To create a new user note

1. To create user notes where none exist, click the create user notes icon (Figure 1, yellow arrow).

Figure 1 - Accessing User Notes from the Contract Info Panel

The system displays a panel for entering user notes. (Figure 2).

Figure 2- Creating a User Note

2. Enter the notes in the text box.
   You can also set up a link to a document, as discussed subsequently.
3. Click Save to create the note.
   The User Note panel disappears.
   To cancel the note that you are writing, click Cancel Add.
   
4. Refresh the page from which you created the user note.
   The view user notes icon appears on the panel, and the add user notes icon disappears.
   You can add more user notes by clicking the view icon . See To view, edit, or delete user notes.

Linking a document to User Notes

If you wish to link a document to the user notes, do the following.

1. In the box at the bottom of the entry panel (Figure 2), enter the location and name of the document file.
   The location can be a URL (that is, a web address beginning with http://) or a path to a file in your network (beginning with \\).

   Restriction:

   You cannot create a link to a file on your computer's local disk drive. Local drives begin with C:, D: or sometimes E: -- these locations are not valid for the link. The path to the linked file must be a network location.

2. Enter the file location, or click Find file to search for the file and select it.
   - You can link to files with extensions .htm, .pdf, .xls, .doc (and other Microsoft Office formats), .jpg, .gif, .wav files, and others.
   Find file opens the Windows Explorer browser. (Figure 3).

Important: The file that you identify must be on a shared network drive. If you try to create a link to a file on your own PC, other users will not be able to access the file. 

Figure 3 - Browsing for a the Location of a File

3. Click Save when you are finished.

To view, edit, or delete user note

• To view user notes, click the user notes icon on a panel (Figure 4, red arrow). The User Notes panel appears.

Once the user note is open, you can edit it or delete it (Figure 4).
You can also add another user note.

Figure 4 - Working with a User Note

• To edit or delete user notes,

1. Hover the cursor over the user note (Figure 4).
   The edit and delete icons appear.
2. To edit the user note:
   - Click the edit icon (Figure 4).
   A new panel appears for editing.
   - Make the changes that you wish.
   - Click Save when you are finished editing the note.
   - Or, click Cancel Edit to cancel the edit and return to the original user notes panel.
3. To delete the user note:
   - Click the delete icon (Figure 4). A confirmation panel appears.
   - On the confirmation panel, click Delete to continue or Cancel to cancel the delete.

• To add another user note:
  - Click Add User Note.

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