Notes Cabinets and Folders

Notes can be added by clicking on the  Notes icon in the toolbar throughout the program or from the menu bar.

To provide easy access to patient Notes, they are saved in special program-defined Patient, Clinical, and Administrative cabinets and folders. Tip: Point your mouse to any cabinet or folder and a tool tips window will describe it for you!

Note: The cabinet or folder will not be shown if the Supervisor has not given you rights to access an area. For example, if you do not have rights to Access Ledgers Image Cabinet, you will not see the Ledger cabinet.

MOGO will automatically save Notes in specific cabinets, folders, and sub-folders. For example, if you send a letter via e-mail, it will be saved under the Patient cabinet, LETTER folder, and EMAIL sub-folder.

You cannot rename or delete program-defined cabinets or folders. The description of program-defined folders appear in ALL CAPS and bold text.

When you enter new Notes for a patient, you also have the option to select the cabinet where the Note should be saved. The default for new Notes will be the COMMENT folder under the Patient cabinet.

You can create new folders and rename folders, as well as delete user-defined folders (user-defined folders are folders you create). User-defined folders appear in a darker yellow color. The name of the folder cannot exceed ten characters.

• Click with the right mouse on any cabinet or folder to open a menu with options for New Folder, Rename, and Delete.
• When you create a new folder, it will be shown for all patients.
• The right click menu will be inactivated if you do not have rights to add, modify, or delete folders.

Note: The folder name is the Category and the sub-folder name is the Sub-Category in the Notes list. When you view Notes, the Notes list is shown at the top of the Notes screen in date order.

Click on the plus symbol next to any cabinet or folder to expand the folders and sub-folders. Click on the plus next to any folder to expand the sub-folders. Click on the minus symbol to collapse (hide) the folders or sub-folders.

You can quickly drag and drop Notes from the list into any cabinet in the tree view. Notes can also be moved into and out of folders and sub-folders except for those program-defined folders that are marked with a  blue lock symbol. MOGO controls what is contained in program-defined folders.

For example, under the Patient cabinet, there is an Appoint folder. Under the Appoint folder, there is a sub-folder titled “Deleted”. This “Deleted” sub-folder has a  blue lock symbol since it contains information regarding appointments that have been deleted.

• Program-defined folders appear in a light yellow color. User-defined folders are in a darker yellow color. Tip: Point your cursor to any folder and a tool tips window will describe it for you!
• Program-defined folders cannot be deleted or renamed.
• Some of the program-defined folders are marked with a  blue lock symbol.
• If you try to drag and drop into folders that are marked with a  blue lock symbol, a message will let you know that they are “program-defined folders”.
• An example of a locked program-defined folder is the “LogEmp” sub-folder (automatically saves information when insurance coverage is removed or replaced for an employer), or the “Message” folder (used with MOGO’s Send Message feature).

The descriptions of cabinets and folders that contain Notes (or images) will appear in bold. This will allow you to quickly determine what folders contain Notes.

There is a yellow Help instruction on the lower right side of the Notes screen. Click on “Close” to close this Help. You can open the Help instructions again by double clicking in the status bar at the bottom right corner.

Images:

Images can be viewed directly from the patient’s Notes screen. The Notes screen contains an Image icon with the save five Image cabinets that are shown in Imaging.

You must have rights to access image cabinets in order to see the cabinets in Notes. For example, if you want to see your scanned ledgers you must have rights to “Access Ledger Image Cabinet”.

The descriptions of cabinets and folders that contain images (or Notes) will appear in bold.

The folders and sub-folders under the Image cabinet are based on the categories and sub-categories for each image.

You can drag and drop Images to any cabinet, folder, or sub-folder directly from the patient’s Notes. This would then change the category and sub-category for that image.

When you select the Image icon or an image folder, the icons in the toolbar will change so that you can import and save images.

• File on the menu bar also has the option to Import Images.
• View on the menu bar has the option to View Image.
• To edit an image you must go to the Image Cabinet from the Patient Lookup List.

If you click on a folder under the Image Cabinet, the Notes screen at the bottom contains the description of the image. You cannot edit or type here. The description can only be changed in the Image Editor.

The Image cabinets are as follows:

• Patient Picture – Images saved with a “Type” of “Patient Picture” in the Imaging module.
• Ledgers – Scanned ledgers.
• Letters – Scanned letters.
• X-Rays – X-Rays will contain Images that were saved with a “Type” of “X-Ray” in the Imaging module.
• Oral Pictures – Images saved with a “Type” of “Oral” in the Imaging module.

Appointment Monitor and To Do List:

To view Notes in the Appointment Monitor or To Do List, mark the box to “Show Notes” at the bottom of these screens.

You can then select the Notes cabinet you would like to view. You can view up to five cabinets, as well as Related Notes. For example, the front desk may want to view Notes under the Administrative and Patient cabinet. The operatory may want to see only Clinical Notes.

The Custom cabinet is available in the Notes area of the To Do List and the Appointment Monitor. This allows you to customize the Notes you would like to view.

Click here for more information about Notes in the Appointment Monitor and To Do List.