Printing Notes

You can print a group of Notes from Print on the menu bar on the Patient Lookup List. Printing Notes from this area will allow you to select a date range, category, and login name. Notes can only be printed for one patient at a time.

Tip: The Supervisor (or someone with Supervisor rights ) can print the Daysheet by Comments to include all Notes for all patients within a specific date range on the Daysheet.

There is also an option under File and Reprint in the patient’s Notes screen, that will allow you to print a selected document that is in the patient’s Notes. For example, you may want to reprint a Quick Letter, EMR Documentation, or a specific Note that was entered regarding the patient.

All formatting and images are automatically saved along with the letter. Therefore, when the letter is reprinted the saved formatting and images will print.

You can right click when reprinting Notes to select from these functions:

• Cut, Copy, Paste, Delete
• Insert Page Break
• New – Opens the Word Processor file selection list.
• Cancel
• Print
• Print Preview
• Print Envelope
• Printer Setup
• Character – Font, Size, Attributes, Position, Color, and Text Background.
• Paragraph – Line spacing, Alignment, Indents, and Distances.
• Bullets and Numbering

To print Notes for a patient from the Patient Lookup List:

• Select their name on the Patient Lookup List.
• Click on Print and Patient Notes from the menu bar.

You will then select the information you would like to print by filling in various fields of information. You can select more than one choice for a field by holding the [Ctrl] key while you click from the available list. You can also select a range of choices by holding the [Shift] key while you click.

The fields of information are:

• Documented by – Click in the white box to print only those Notes that have been documented by the selected login name. Use [Ctrl] click or [Shift] click to select multiple employees from the list of employee names
  • The “Select Documented by” list will contain all current employees who were set up with login names by the Supervisor. These employees would also have the Actual Name field linked in their login name screen.
  • If you would like to include all past (as well as current) employees in this list, click to mark the box under the list to “Include All Employees from Database”. It will now include all employees who have ever documented Notes, even if they are no longer employed or they no longer have login names. Tip: Point to this box and a tool tips window will provide a description!
• Category – These are the folders in Notes. Click on the arrow next to this field and then click in the white box to select the Category of Notes that you would like to print. For example, you may want to print only Notes in the Comments folder. Tip: If you want to print several Categories, hold the [Ctrl] key while you click to select from the list.
• Subcategory – These are the sub-folders in Notes. Click on the arrow next to this field and then click in the white box to select the Subcategory of Notes that you would like to print. For example, you may want to print only Recall or Statement Notes.
• Starting Date – Click on the calendar icon to enter a date range.
  • You can select the “From” and “To” dates by clicking on the arrow in these fields to open a calendar. If you select from the “Custom Date” field, the “From” and “To” dates will fill in automatically.
  • You can click on the arrow in the Custom Date field to select from the following: Today, Yesterday, Current Week, Current Month, Current Quarter, Current Year, Week to Date, Month to Date, Quarter to Date, Year to Date, Last Week, Last Month, Last Quarter, or Last Year.
  • If you selected a fiscal year in the Daysheet Year Map, then the yearly date range will be based on your fiscal year.
  • Click [OK] after selecting the date range, and the Starting Date and Ending Date fields will be filled in.
• Ending Date – You can also click on the arrow in this field to select your date range.
• Group by – The bottom of the screen has options to Group by: “Documented by”, “Category”, or “Date”.

You can also select a “New Page for Each Group” and you can “Keep Note on Same Page”. These options are not mutually exclusive…you can select one or both options since they each do something different.

• New Page for Each Group – This will start a new page for each group of documentation. For example, when Grouped by Date if you have 2-1/2 pages of Notes from yesterday the program will print them on pages 1 to 3 and start printing today’s Notes on page 4.
• Keep Note on Same Page – This option will prevent a single Note from being printed on 2 pages if possible. If the Note is 5 printed lines but there are only 2 lines left on the page, the program will print all 5 lines on the next page. If the Note is longer than a full page, it will still be split.

Click on the View button at the bottom of the screen if you just want to preview the Notes. The Notes will be sent to a viewing screen. You cannot print from this preview screen. However, you could review the Notes, close the preview screen, and then click on the Print button.

Click on the Print button at the bottom of the screen to have options to either print or preview the Notes.

• A message will tell you that the Notes will be printed without going to a viewing screen first.
• The bottom of this message screen will have a “To Screen” button if you decide you want to view the Notes before printing. The View screen will default to a viewing percentage of 100%.
• The bottom of this message screen also has a “To Printer” button to continue sending the Notes to the printer.

The date and time will be shown at the top of the printed page, as well as page number information.

The Category (folder), Subcategory (sub-folder), and Starting and Ending Date range will also be shown.

The patient’s Notes will then save the date and time the Notes were printed, who printed them (based on the login name of the user), as well as all of the fields that were selected. This is for future reference so that you will know who printed out the patient’s Notes, as well as what information was printed.