Add and review contact notes

You can manually record a contact note from anywhere in Bp Premier that you see the Record note button or menu option.

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Contact reasons for manual notes

If a contact note has been generated by Bp Premier or added by a user from a clinical function, such as Reminders, Followup Inbox, or Correspondence In or Out from the patient record, that contact note will be linked to the source item, such as a reminder or an investigation result. See Bp Comms from the patient record for more information.

If you view an existing linked contact note and click Add, the new note will also be linked to the original document or record. This allows your practice to view the entire contact note history for an item from initial contact to resolution without needing to search for followup notes. The contact reason for all associated notes is set to the same reason as the first note and cannot be changed.

However, if a user manually adds a contact note manually through the global contact notes screen (View > Contact notes) or from patient demographics, a note does not have to link to a specific record. The contact note reason can be a general reason or any custom reason created in Setup > Configuration > Lists.

Example

A staff member runs a clinical reminder mail merge for annual health checkups and prints a batch of reminder letters, which are sent to patients. When Bp Premier generates the reminder letters, a contact note of reason 'Reminder' is automatically created and linked to the reminder item.

A patient receives the clinical reminder letter and calls the practice to arrange an appointment. From the Followup Reminders screen, a staff member selects the reminder and clicks Contact notes to view the contact history. The contact history will show the contact note created by Bp Premier for the reminder letter. The appointment is booked and the reminder actioned.

However, the doctor is ill that day and the appointment must be rescheduled. A staff member calls the patient to rebook. After rebooking, the staff member opens the contact history for the reminder again, clicks Add, and adds a new contact note with comments that the appointment had to be rebooked due to provider illness.

The second contact note will also be of reason 'Reminder' and will be linked to the original reminder. The contact attempt no. will be incremented to '2'.

Contact methods for manual notes

The following standard contact methods are available for notes where staff have manually contacted the patient and are manually adding a contact note: 

  • Face to face
  • Email

Selecting 'email' would indicate the staff corresponded with the patient using email outside of Bp Premier.

Which screen should I use to manage contact notes?

The table below summarises which screen to use depending on what you want to do:

I want to...

I will go to...

Search contact notes for the whole practice

From the main screen, select View > Contact notes, and use the filters to limit the notes shown.

Search contact notes for a single patient

From the main screen, press F10 to open the Patients List. Select a patient and click Contact notes.

Create a new general contact note

Press F2 to search for the patient and open their demographics. Click Contact NotesAdd.

or

From anywhere, press F10 to open the Patients List. Select a patient and click Contact notesAdd.

Follow up an existing general contact note

From anywhere, press F10 to open the Patients List. Select a patient and click Contact notes. Select the note and click ViewAdd.

Create a new contact note related to a clinical function

Open the Bp Premier function: Follow up Inbox, Follow up Reminders, Correspondence in, Correspondence out, Investigation reports, Clinical Images. Select the record item to associate and click Record note.

Follow up a contact note related to a clinical function

Open the Bp Premier function: Follow up Inbox, Follow up Reminders, Correspondence in, Correspondence out, Investigation reports, Clinical Images. Select the record item with the existing note and click Record note. Click Add to create a new linked note.

The procedures below provide more detail in creating a general or specific contact note.

Record a contact note

  1. To add a general note, search for the patient (F2) and click View detailsContact notes.
  2. To add a clinical-related note, open the appropriate window in Bp Premier and click Record note.

  3. Click Add. The Contact note screen will appear.
  4. Contact Note

  5. If you contacted (or tried to contact) someone other than the patient, select Contact type in the Other contact’s details section to indicate the relationship with the patient. The other fields will be populated with information stored in the database, if any.
  6. Under Communication details, select the Contact reason and Contact method. For most functions, the Contact Reason will be preselected and cannot be changed.
  7. If the contact method is 'Phone', select the person you spoke to from the Contact with field. If the contact person does not fit any of the listed contacts (such as a flatmate), select 'Not specified' and follow your practice guidelines for recording the contact (such as recording a name and relationship in User comments).
  8. Add any User comments and select the Message status for the contact attempt at the bottom right. The options available depend on the Contact method selected, and may be automatically set.
  9. Click Save to save the contact note and return to the Contact notes screen.

View a patient’s contact history

  1. Press F10 to open the Patient list. Search for the patient by name, or click Advanced search to search by DOB, Medicare number, or HI number.
  2. Select the patient from the list of search results and click Contact notes in the bottom right corner, or press Alt+C. The Contact notes screen will appear.
  3. Contact notes list

  4. Use the Reason, Method, and Message status filters along the top to restrict the contact records shown. For example, select ‘Unsuccessful’ from the Status filter to view only unsuccessful contact attempts that need following up.
  5. Select a date range and a Location to restrict the records shown.
  6. Filter from where within Bp Premier the message was sent from by using the Origin list. The Origin list could contain the options All, Inbox, Follow up Inbox and Patient record. Options available in the Origin list depends upon from where within Bp Premier contact notes for this patient has been sent. Select All if you are searching for a Contact Note that was not sent from either the Inbox, Follow up Inbox or Patient Record.
  7. Tick Show deleted at the bottom to include deleted contact note records in the list.
  8. Click View to open a contact record, Print to print the selected contact note, or Patient details to open the patient demographics screen for the patient.

Check for failed messages and resend

You can check the status of messages sent electronically and search for those that failed to send. Your practice may also have a policy to always follow up a failed electronic message with a phone call, for example.

Check for all unsuccessful messages at your practice and resend a message:

  1. From the main Bp Premier screen, select View > Contact notes. The Contact notes screen will appear.
  2. By default, Message status is set to 'Sending failed / Unsuccessful', showing all unsuccessful messages over the past month. Use the Reason, Method, and Message status filters to refine your search.

  3. Select the message you want to resend.
  4. Click the Resend message button. The Resend message screen will appear.
  5. Change the Send via setting to change the contact method.
  6. Click Send to send the message. A new contact note will be created for the selected patient.

Check messages for a single patient and resend a message:

  1. Press F10 to open the Patient list. Search for the patient to whom you need to resend a message. You can also press F2 to search for a patient and click View details.
  2. Select the patient and click Contact notes. The Contact notes screen will appear. Tse the Reason, Method, and Message statusfilters to find the message you want to resend.
  3. Select the message you want to resend.
  4. Click the Resend message button. The Resend message screen will appear.
  5. Change the Send via setting to change the contact method.
  6. Click Send to send the message. A new contact note will be created for the patient.