Manage Notes HuBERT Training Module
Manage Notes
Slide Title
Slide Text
Introduction
This HuBERT on-demand training module is provided by the MN
Department of Health WIC Program.
It is an overview of the Manage Notes functionality.
Manage Notes
ManageNotes1
Notes are used to document interactions with a participant. There are 4
note types available in HuBERT. Each type will be discussed in these
modules.
<icon>
We can create notes using the Manage Notes function.
The Manage Notes icon is available on the toolbar in the Participant
Folder...
<icon1>
...in the Participant Activities menu…
<icon2>
<mouse>
<menu>
<mouse>
<menu1>
<mouse>
<cgs>
…and on the toolbar in the Certification Guided Script.
<cgs1>
<mouse>
Lastly, we can also create a general note from within the Add or Edit
Food Prescription window.
<opennote>
Let’s open Manage Notes using the icon on the toolbar. Go ahead.
<Overview>
In the Manage Notes screen we can view, create and print notes.
The Notes for Household Member grid displays all the notes that have
been created for the participant whose folder we are currently working
in, which in this case is Finnegan’s.
The first three types of notes listed in the Display section are SOAP,
General and BF. These are types of notes we can write.
Notes that are auto-generated by the system when certain functions are
performed are called System Notes.
SystemNotes
The following are functions that create system notes: when benefits are
mailed to a participant, when benefits are replaced, when an
appointment reminder is sent via e-mail, when an Official Notification is
produced via the Participant Folder, when a VOC document is printed
and when High Risk is resolved by staff.
<filter1>
The Display section at the top of the window allows us to filter by note
type.
Currently, Finnegan has two types of notes displayed: SOAP and
General.
Click the General Note checkbox to remove the checkmark and see
how it affects the notes displayed.
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Manage Notes HuBERT Training Module
<filter2>
When we remove the checkmark, that type of note is no longer
displayed.
Click the General Notes checkbox again...
<components>
...and all the notes are re-displayed.
The Subject is the topic selected when a note is created, which we’ll see
in a minute.
The Application Area indicates what tab or screen was open when the
note was created.
The Staff Member column displays the username of the person who
created the note.
Click on the soap note from 12/18/13.
<FullPage1>
The Selected Note Text area displays the information in the note that is
highlighted in the grid above.
The Full Page View button opens a new window and displays the full text
for the highlighted note.
Click the Full Page View button.
<FullPage2>
Click below the scroll bar to view the rest of the note.
<FullPage3>
Go ahead and exit the full page view.
<Fullpage4>
<no script>
SOAP Notes
SOAP
The SOAP note has a template that auto-populates information from the
most recent certification. It also includes applicable information entered
into the participant folder during the current cert period.
<CreateSoap>
Let’s take a look at the SOAP template. Click the Add SOAP Note button.
<Soap1>
The Subject field defaults to SOAP and is disabled so that it cannot be
changed.
Information from the most recent certification period is auto-populated
into the Objective section...
...and Plan section.
We can modify the contents of any template by cutting, deleting or
over-writing the template text.
The Protected checkbox locks a note. This is not a feature we use in MN.
We are going to start a quick note.
<SOAP2>
<pause for typing>
SOAP notes need to be completed before we close the window and
sometimes this isn’t possible during hectic clinic days.
SOAP
If we are unable to complete our SOAP note, we have two options:
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We can simply keep the note open in the background while working in
other participant folders. We can keep going back to the open folder
until the note is finished and then we can save the note and close it.
Or, we can cut and paste the currently unfinished contents of our note,
canceling out of the template, and paste it into a WORD document. We
can complete it in WORD and then paste it back into a new SOAP note
template.
<SOAP3>
We’ve finished our note so click OK to save.
<SOAP4>
The note we just wrote displays at the top of the list since notes display in
descending order by date.
General Notes
<Gen1>
Next, let’s create a general note. Click the Add General Note button.
<Gen2>
The General Note provides a blank space to write a note about any
number of subjects.
A subject, or topic, is required so click the Subject drop-down arrow.
<Gen3>
Let’s take a quick look at the possible note subjects. Click the scroll bar.
<Gen4>
<pause for video>
Notice that there is a High Risk: Follow-up...
<Gen5>
...and a Soap: Follow-up.
Go ahead and select Other for our subject.
<Gen6Highlt>
<no script>
<Gen7>
Again, we’ll just type a quick note.
<pause for typing>
Click OK to save the note.
<Gen8>
<no script>
High Risk Notes
HighRisk
Some agencies may choose to create High Risk notes to document
INCPs or visits by participants deemed High Risk.
High Risk notes don’t have a template.
If we choose to, we can copy the SOAP template into a High Risk note.
<HR1>
Let’s take a look at how to do this.
First, we need to copy the SOAP template so go ahead and open a new
SOAP note.
<HR2>
Just like a Word document, we copy the SOAP template by clicking and
dragging our mouse over the text to highlight it….
<HR3>
<no script>
<HR4>
...and right-clicking to open the menu.
<HR5>
Select Copy from the menu.
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Manage Notes HuBERT Training Module
<HR6>
<no script>
<HR7>
Since we aren’t using this note, click Cancel.
<HR8>
Now we need to open a General Note. Go ahead and do that.
<HR9>
Since we are writing a High Risk note, we will want to select this Subject
from the drop-down. Click the drop-down to open the list.
<HR10>
Click below the scroll bar...
<HR11>
...and select High Risk.
<HR12>
< no script>
<HR13>
Our final step is to paste the SOAP template into the High Risk Note.
We have to right-click to open the menu...
<HR14>
...and select Paste. Go ahead.
<HR15>
<no script>
<HR16>
Now we have a SOAP template for our High Risk Note.
We should mention that this process of copying and pasting note text
can be used if interrupted before being able to finish the note. We can
copy our incomplete note into Word, finish it sometime later, and then
paste it back into a HuBERT note.
Breastfeeding Notes
BFNote
Since documenting the breastfeeding assessment, education and plan is
important for continuity of care, when we are ready to document a
breastfeeding contact we have a couple of options.
We can include the breastfeeding documentation within a SOAP note.
Or, your agency can choose to document breastfeeding information
using the Breastfeeding notes.
The breastfeeding note has an optional template that may be helpful in
documenting assessment for a young infant.
<BFNote1>
Which button do you think we are going to click this time? Go ahead. :)
<BFNote2>
A message displays so that we can either choose to use the template or
not.
Click the Yes button to open the note with the breastfeeding template.
<BFNote3>
Like the General Note, we must select a subject from the drop-down list.
Click the arrow on the drop-down to open the list.
<BFNote4>
There are two applicable topics: Breastfeeding or Breastpump/Aids/
Supplies. Select Breastfeeding.
<BFNote5>
<no script>
<BFNote6>
The template includes areas such as, “frequency of feeds, # of wet
diapers, # of stools, etc.”
Like with other templates, we can modify this. Let’s highlight a few of
these topics…
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Manage Notes HuBERT Training Module
<BFNote7>
<no script>
<BFNote8>
...and delete them by hitting the Delete key on the keyboard. Go
ahead.
<BFnote9>
Now we’ll type a quick note.
<pause for typing>
Click OK to save our breastfeeding note.
<BFNote10>
<no script>
<BFNote11>
Remember, if we prefer a free-form note, we can choose not to use the
template by clicking No on this message when adding a BF Note.
Printing Notes
<Print1>
To print a note, simply highlight it in the grid and click the Print Note
button.
Let’s print the Breastfeeding Note we just created. It’s already
highlighted, so go ahead and click the print button.
<Print2>
Here’s the note we just printed.
The header displays the type of note and the participant’s name.
The body contains the Subject, the Date Created, the name of the staff
person who created the note, and the note text.
Always keep in mind that this provides personal data since it includes the
participant’s name. Take care when printing and only print documents if
absolutely necessary for participant care.
End Slide
This concludes our training on managing notes in HuBERT. We appreciate
you taking the time to review this HuBERT on-demand training module
presented by the MN Department of Health WIC Program.
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