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Wearers
File Notes
File Notes provide an opportunity for the RSO to diarise information for any purpose, at a point in time, and optionally attach one or more files to the entry. File Notes can be attached to;
Wearers
Dose Report Readings
Dose Report Reading Gaps
Dose Alerts
The recording of a File Note serves to capture facts, log events or gather evidence of completed tasks and time used (or plan upcoming tasks) and any other matters of note the RSO wants to record. Each of the above record types cannot be deleted if there are any File Notes recorded against them.
File Notes for Wearers
For Wearers File Notes can be thought of as similar to Case Notes recorded in a medical clinic by a practising Doctor, except the subject is not a patient, but an individual occupationally exposed to doses of radiation and to whom the organisation has radiation safety responsibilities. RSOs enter File Notes as a record of Wearer engagement and conversations or in scenarios like pregnancy and exposure monitoring, provision of advice, organisational policy and legal obligations.
The inclusion of Attachments for File Notes allows the RSO to capture additional supporting files such as pdf copies of correspondence; emails, letters and reports associated with any aspect of radiation safety for a Wearer. The File Note can provide different type of evidence relative to individual and organisational regulation compliance status and progress.
File Notes for Dose Report Readings
Sometimes there are circumstances surrounding a high or unusual Dose Reading or the record of the Dose Reading that require some level of investigation or explanation. In these situations, the outcome of the analysis of the event or the record can be included with the Dose Reading in Historion. Any File Notes recorded against any of a Wearer’s Dose Readings also appear in the Wearers File Notes tab.
When a File Note has been added to a Dose Reading the File Note indicator icon appears in the parent Dose Report to flag the row as having a File Note (and it can be clicked to open the File Note). If the File Note has an attachment the icon shows as a paper click indicting one or more files involved.
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Indicator Icon
File Notes for Dose Report Reading Gaps
The Historion Dose Reading Gap Detection Utility includes the option to add File Notes against any Gaps detected in the Dosimetry Record. The third tab (File Notes) in the Gap Details page provides the Add File Note button.
RSOs can import external correspondence, reports or pdf copies of emails that track the investigation of and explain the absence of one or more expected Dose Readings.
The detection of Gaps in the Dosimetry Record can be done at the Organisation, Campus, Centre and Wearer levels. The detection of Dose Reading Gaps is the most important Data Quality Management capability that Historion provides. Recording File Notes against Gaps was identified as a priority.
File Notes for Dose Alerts
The Historion Dose Alert details page includes the option to add File Notes against any Dose Alerts detected after an Alert Scan. The third tab (File Notes) in the Gap Details page provides the Add File Note button.
RSOs can import external correspondence, reports or pdf copies of emails that track the investigation of and explain the reason for detection of a Dose Alert.
The detection of Dose Alerts is a vital feature of Historion. Ongoing retention of the Dose Alert record and the inclusion of any additional investigation inputs, reports, documentation and correspondence depend in part on the File Notes feature.
Adding File Notes
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Add File Notes Button
The Add File Notes button is at the lower right corner of the File Notes tab in applicable details pages;
Wearers
Dose Report Readings
Dose Report Reading Gaps
Dose Alerts
Futures
In future the following minimum additional entities will have File Note capabilities;
Centres
Ionising Apparatus
Protective Devices
Pregnancy Records
Sealed Sources
Adding File Notes
When adding a File Note the File Note and Time Tracking tabs are available. Each File Note includes a Summary field for list purposes and a Detail field for qualitative information.
The Summary field allows a maximum of 75 characters. The Detail field can hold multiple sentences or paragraphs of text and can store theoretically unlimited numbers of characters.
An example File Note is provided below;
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The Event No. and Other Ref are provided to allow cross referencing a File Note entered in Historion with a record management system or an entry that might represent an incident or assessment in a risk management system or similar tracking application.
Case Notes also include a basic classification system characterising their purpose, urgency and in the case of a task or reminder, completion or reminder status.
There are three fields that along with the File Note Summary serve to characterise a listed File Note in Historion at a glance;
File Note Type
File Note Priority
File Note Status
File Note Type
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The File Note Type generally tells what the File Note is about and provides a mechanism for grouping similar File Notes in the File Notes List. The File Note Type list can be changed in System Settings.
File Note Priority
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The File Note Priority generally conveys the importance, criticality, seriousness, urgency or sensitivity of matters the File Note records based on circumstances described in the File Note content. The File Note Priority list can be changed by modifying the Task Priority list in System Settings.
File Note Status
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The File Notes Status field conveys the currency of the File Note and whether any follow up actions remain for the matter the File Note describes. The File Note Status list can be changed by modifying the Task Status in System Settings.
File Note Time Tracking
Where File Notes are entered to track completed work and if Time Tracking is required, the RSO can make a time entry associated with the task the File Note represents.
A total for the time spent can be recorded as well as a breakdown between two cost centres for the same task if required.
An example File Note Time Tracking record is provided below. The example flows on from the above example File Note provided under Adding File Notes.
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File Note Attachments
One or more attachments can be added to a File Note. Adding attachments is described in detail under Wearer Attachments. The process, attachment page and selection dialogue are the same throughout Historion when adding attachments, regardless of the parent record page or context the attachments appear in.
Attachments added to File Notes for a Wearer also appear in the Attachments tab for the Wearer.
Wearers with one or more File Notes that have one or more attachments cannot be deleted.
Deleting File Notes
File Notes with one or more attachments cannot be deleted, the attachments must be removed first. Provided a File Note has no associated attachments it can be deleted from its parent File Notes list;
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File Note selected to delete
If a File Note has one or more attachments within it, the File Note cannot be deleted and the following dialogue is displayed;
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After selecting Delete when a File Note without attachments is highlighted the following confirmation prompt is displayed. Selecting [Yes] results in the deleting of the File Note and refreshing of the list.
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