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Every person in the system has a corresponding patient record. The patient record is accessible only through the ‘Find Student’ and ‘Find Faculty/Staff’ queries on the Health homepage. To open a patient detail screen, click the “View Detail” link in the query. The patient detail screen displays all information regarding a student’s medical history including emergency contact information.
The following explains each tab on the patient detail screen and the fields necessary for entering health information.
The ‘General’ tab provides an overview of the student’s medical information. The first five fields are pre-populated from the person record and are read-only on this screen.
- Blood Type: use the drop-down menu to select the student’s blood type.
- Weight: enter the student’s weight.
Use the insurance-related fields to enter the student’s insurance provider information. Both medical and dental insurance information can be entered in this section.
- Email Parents: use this field to send an email to everyone with legal custody of the student.
- Email Teachers: use this field to send an email to the student’s teachers, coaches, etc.
- Email Academic Teachers: use this field to send an email to the student’s academic teachers.
- Allergies/Symptoms: enter any allergy or symptoms notes for the student that others need to be aware of (e.g. broken leg, needs to use the elevator).
- Current Medications: enter the current medications the student is taking.
- Medications Allowed: enter the medications the school can administer to the student.
- General Medical Notes: enter any additional medical notes for the student.
Important Note: The ‘Allergies/Symptoms,’ and ‘Current Medications,’ alerts are visible to all school constituents and updatable by those with the Division Head security role. The ‘General Medical Notes’ field is only visible by those with the Medical_2 security role, as more personal information may be stored here. These fields display on both the patient detail screen (with the addition of ‘Medications Allowed’ and on the emergency contact tab on a student record. These notes fields are intentionally kept visible school-wide to facilitate communication between the health office and the rest of the school. They are not meant to store sensitive health information and should not be used for that purpose. Sensitive information regarding a student’s medication, immunizations, or other medical information should be stored on their respective records. Instead, these fields should be used for communicating health information that would be important for other school members, such as a teacher or coach, to know in addition to the health office.
See the Health Information Document Configuration for full options customizing and visibility options.
The medical visits input grid displays all medical visits for the student. New medical visits can be added directly from this grid and all existing medical visits can be updated. Select the magnifying glass to view the medical visit record. Learn more about adding medical visits.
The Emergency Contact tab displays a list of all emergency contact information from the student’s record. Additional emergency contact information can be added using the ‘Emergency/Pick-Up Contacts’ input grid.
The Medical Conditions tab displays a list of all known medical conditions of the student. Additional medical conditions can be added using the input grid. Select the magnifying glass to view the patient medical condition record. If a new medical condition is added using the input grid, a student medical condition record will be created. Learn more about adding a medical condition.
The Medications tab displays a list of all medications the student has used or is currently using. Additional medications can be added using the input grid. Select the magnifying glass to view the student medication record. If a new medication is added to the student’s record, their information will be automatically added to the Patients tab on the medication detail screen and a new student medication record will be created. Learn more about adding a medication.
The Medication Log displays all the medication logs that were scheduled for this student’s medication(s) and whether they were given. If logs were not used to administer any medication for the student, this tab will be blank.
The Medications Allowed tab displays a list of all approved medications that can be administered to the student. Indicate which medications the school can give the student by selecting the checkbox next to the appropriate medications.
The Immunizations tab displays a list of all immunizations required for the student. Additional immunizations can be added using the input grid. Select the magnifying glass to view the patient immunization record. If a new immunization is added to a student’s patient record, their information will be automatically added to the Patients tab on the immunization detail screen and a new student immunization record will be created. Learn more about adding a student immunization record.
The Attendance tab displays the student’s master attendance history for the current school year.
The Files tab displays a list of all the student’s files, both health and non-health related. To add a new file, select the ‘Attach Files’ link and upload the file using the File Upload application. Be sure to select the appropriate file type (e.g. Health) to ensure that the file is accessible only by those with the authorized security role.
Important Note: The file type: Health is not a standard type in the File Upload application, but it is a good idea to add this type to ensure that health documents remain private. To add a new File Type, select the plus sign next to the ‘File Security’ link under the System Configuration section on the System homepage. Add the name of the file type (in this case Health) in the description field and check off the desired security roles on the Security tab that should have access to the health documents.