Introduction
The Sports Office EMR allows medical users to record notes against any Problem that has been added to the database. The below article will highlight features and settings to help practitioners create their own Operating Procedures around note taking.
Access
To create a SOAP note against a Problem, you must firstly have the 'Medical Team Status' user role and secondly a Medical PIN.
User roles can be allocated by your Club Administrators whilst Medical PINs are controlled by the designated person at your organisation (usually the Head of Medical or similar).
SOAP note Settings
There are a number of settings relating to the way SOAP notes can be recorded in The Sports Office EMR. Medical settings can be found in the System area for users with the 'Medical Administrator' user role.
Within the 'Medical Options' Area, you will see a SOAP note section. Unless there is an option to select a specific team, these settings are organisation wide so please be aware that all medical users will be affected.
Allow Private SOAP notes:
Allows users to mark a SOAP note as Private which keeps them hidden from all other medical practitioners except for those with 'Medical Governance' user role (This user role was created to make sure that all medical data on a patient could be accessed even if it was marked as private for use cases such as the added by user was no longer working at an organisation.)
Default Player Consent SOAP notes:
Allows an organisation to default the consent toggle within the SOAP to ON. This can be edited within the SOAP note if a Patient did not consent to the treatment or medication within a note. You can choose to switch this ON for specific teams within the organisation.
Add Chaperone Offered Option Per Team:
There is an option to show the 'Chaperone' settings within a SOAP note. This indicates if a chaperone was Offered, Required and if YES, who that chaperone was. You can choose to switch this ON for specific teams within the organisation.
Allow Editing of SOAP Notes:
There is an option to allow or disable the editing of SOAP notes. If ON, the user can add SOAP notes as unlocked and come back to them at a later date to update.
Auto-Lock SOAP Notes / Treatments & Medications:
You can set a time period to Lock any SOAP note that is still unlocked in the database. i.e. Auto-Lock SOAP notes after 2 days.
Hide Subjective Severity:
There is a severity NUMBER option (1-10) on the SOAP which you can choose to use or remove from view.
Use Severity Bar:
OR, If you prefer, you can use a severity SCALE option (1-10).
Hide Subjective Irritability:
There is a irritability NUMBER option (1-10) on the SOAP which you can choose to use or remove from view.
Use Irritability Bar:
OR, If you prefer, you can use a irritability SCALE option (1-10).
Hide Assessment Status:
By default, there is an Assessment Status in the Assessment section of the SOAP note. The options are 'Same, Better, Worse'.
Use Unified SOAP Notes:
By Default the layout is sectioned into Subjective, Objective, Assessment and Plan note areas.
You can choose to streamline this into 1 note box by switching this setting ON.
Allow SOAP Note Video/Image Uploads:
Allows images or videos to be uploaded against a SOAP note.
Use Soap Note templates:
You can choose to use SOAP note templates within a note. Templates can be created in the 'SOAP Note Template' settings found in System > Medical > Other Options.
Typical use cases for these templates may be that you wish to record a certain type of information against a certain type of injury.
For example you may wish to use a 'Knee Injury' template to record the Patella Glide when assessing knee injuries.
You can choose to switch this ON for specific teams within the organisation.
Please contact the support channel for more help setting these up.
Using SOAP notes
You can view a Problem by selecting it from the 'Team Status' dashboard or by clicking the 'Add Note' option to the right of the injury within the players medical dashboard.
For help with adding new Problems to the EMR, please see here.
Once in the injury / illness form, you will see the Problem details on the left hand side and the Note history on the right. The Problem details can be altered and saved using the update button at the bottom of the left hand panel allowing you to update the Problem details as you need to.
On the right hand side, if there are notes against the Problem (non private), you will see them in chronological order, the newest at the top.
You can see who has added each SOAP note, the date of the note and the date / time it was added.
You can click on a note to expand, allowing you to view the content. If you wish to expand all notes, use the 'Expand all Notes' option above the note list. Likewise you can 'Collapse all Notes' using the same button.
You can also filter to view only SOAP notes with attachments against them using the 'Only show notes w/ attachments' toggle to the right.
Add New Note
Use the 'Add New Note' button (top right) to begin your new SOAP note. This will open a 3rd panel to the right.
The date selector at the top allows you to backdate a note if needed.
You can now scroll down the SOAP note layout and complete the fields as required.
If you have the SOAP note Templates option switched ON, selecting a Template will further alter your layout as per the template configuration.
Once you are happy with your note, you have 3 options to the bottom.
Add Unlocked: Adds the note to the database but it can be edited by the 'added by' user IF the system option to edit a SOAP note is ON.
Add Locked: Adds the note to the database but it cannot be edited any further.
Add & Continue: Adds the note to the database and continues with the further SOAP note options which are Treatments, Medications, Attachments and Rehab.
Treatments
There are 3 Treatment options that can be used which are again configured in the System > Medical Options Area.
By default, we present a list of Treatment options from our global database.
You can opt to use a 'Simple Treatments' mechanism which is just a free text type box OR you can choose to use the 'Advanced Treatments' setting which allows you to populate your own options for:
Stage of Injury
Therapeutic Modalities
Therapeutic Rehabilitations
Medications
2 options for recording Medications issued to patients.
You can either use the global medications database OR you can use The Sports Office Medication Manager which allows you to manage your medication Stock levels.
For further help on that please see here.
Attachments
If the system option to 'Allow SOAP Note Video / Image Uploads' you can upload your respective file here.
Rehab
In the Rehab tab, you can use files from your Medical Library and attach those to the injury.
These could be Rehab Templates, Exercise Programs or Care Pathways files.
Other features
Copy SOAP note with or without Treatments
From the 3 dot menu to the right hand side of a note, you will see a range of options.
One option is the ability to Copy the SOAP note (with or without Treatments). This was built as a time saving function to quickly record your medical notes if a treatment hasn't changed much since the last time you saw the patient. Once you make the copy, you can then edit the content as required.
Edit Notes
As long as the edit option is switched on in System and the note hasn't auto locked, the Added by user can use the Edit option to re-open the note and update.
Delete SOAP notes
By editing a SOAP note, at the very bottom, you will see a 'Delete' option.
This allows a user to remove a SOAP note from the note list (the user must provide a reason).
Please note - the SOAP note remains on the system for legal reasons and can be found using the 'Show Deleted SOAP notes' button.
Export Notes to Excel
You can export the list of notes to a spreadsheet should you wish.
The Sports Office Contacts
Please use the following support channels to help further with any related questions/issues you may be having with your system.
Telephone:
0330 058 0303 - Our phone line is open Monday to Friday from 8:30am to 4:30pm
Email:
For Clients using the Premier League PMA system:
For all other Client:
For Clients from the IRFU:
Chat:
Our interactive chat bubble in the bottom right of your platform
Someone will aim to reply to your email within 24 hours given it isn’t on a weekend.