Health Configuration: Overview

Given the sensitive nature of health information, it is important that school nurses have control over the data being added and updated. For this reason, information added and tracked in the Health Module is customizable according to each school’s health data needs.

School Health Information

Before inputting data into the Health Module, schools must first configure their school specific health information. This includes the information entered on a semi-regular basis such as symptoms for medical visits and medical conditions.

There are four codes that can be configured by the school: symptoms, conditions, interventions, and dispositions. Adding these codes customizes the drop-down menu options that will be available when entering medical information.

  • Symptom: the reason/complaint why the student is visiting the nurse’s office (e.g. headache, coughing, pain, etc.).
  • Condition: the ongoing medical issue, diagnosis, or assessment that may be related to why the student is visiting the nurse’s office (e.g. ADHD, allergies, diabetes, etc.).
  • Intervention: the recommendation, medication, or steps administered to resolve the condition or symptom (e.g. counseling, first aid, inhaler, etc.).
  • Disposition the outcome of the medical visit (e.g. returned to class, sent home, limited physical activities, etc.).

New codes can be added under the Configuration section on the Health homepage:

  1. Select the appropriate ‘Add’ link (e.g. Add a Symptom Code).
  2. Use the description field to enter the name of the new symptom, condition, intervention, or disposition.
  3. Add the new code.
  4. To view a complete list of all codes in the database, select the corresponding ‘Health…Codes’ link.

General Health Information

Similarly immunizations, medications, and medical screens (screenings) can be added to the database using the corresponding ‘Add’ link under the Configuration section on the Health homepage.

Add an Immunization

To add an immunization:

  • Select the ‘Add an Immunization’ link under the Configuration section on the Health homepage.
  • Fill out all necessary fields:
    • Description: enter the name of the Immunization as it will appear in the database (e.g. HP A).
    • Long Description: enter the full name of the Immunization (e.g. Hepatitis A).
    • When Required: use the drop-down menu to select the time frame in which the immunization is to be administered (e.g. prior to matriculation).
    • Notes: enter any notes about administering the immunization, etc.
    • Special Notes: enter any additional notes regarding the immunization.
    • Dose Required: specify what dose is required for the immunization.
    • Dose Age/Dose Interval: specify the recommended age range and interval for each dose that should be administered.
    • Booster Required: use the checkbox to indicate if a booster is required for this immunization.
    • Booster Wait Period: specify the wait period in which this booster should be administered.
  • The Patients tab displays a list of all students who either have had, still need, or are out of compliance with the immunization. Additional patient immunization information can be added using the input grid. To view more information regarding the patient’s immunization information, select the magnifying glass to access the student immunization record.
  • To view a complete list of all immunizations in the database, select the ‘Immunizations’ link under the Configuration section. Basic information for each immunization can be updated from this table.

Add a Medication

To add a medication:

  • Select the ‘Add a Medication’ link under the Configuration section on the Health homepage.
  • Fill out all necessary fields:
    • Medication Name: enter the name of the medication as it will appear in the database.
    • Medication Category: specify the type of medication (i.e. antibiotics, pain reliever, cough medicine, etc.).
    • Manufacturer: specify a manufacturer of the medication by selecting the ‘…’ Use the ‘Select Organization – Health’ screen to attach an existing manufacturer to the medication record or add a new manufacturer to the database.
    • Prescription: use the checkbox to specify if this is a prescription medication. If the box is not selected it is considered an over-the-counter (OTC) medication.
    • Notes: enter any notes about the medication, such as administering or dosage information.
  • The Patients tab displays a list of all students who have used in the past or are currently using the medication. Additional patient medication information can be added using the input grid. To view more information regarding the patient’s medical history and the medication, select the magnifying glass to access the patient medication detail screen.
  • The Medical Histories tab displays all medical conditions that have been entered in the database. To view more detailed information regarding the student medical condition record, select the magnifying glass to access the student medical condition record.
  • The Medications Log tab displays a log of all scheduled and actual administration of the medication and who it was administered by.
  • To view a complete list of all medications in the database, select the ‘Medications’ link under the Configuration section. Basic information for each medication can be updated from this table.

Add a Medical Screen

To add a medical screen:

  • Select the ‘Add a Medical Screen’ link under the Configuration section on the Health homepage.
  • Fill out all necessary fields:
    • Screen Name: enter the name of the medical screen.
    • When Required: use the drop-down menu to select the time frame in which this screen is required or recommended (e.g. prior to matriculation).
    • Notes: enter any notes about the medical screen.
  • Once students are signed up for this screen through medical visits, the Medical Visits tab can be used to view a list of all those currently scheduled for the screen.
  • To view a complete list of all medical screens in the database, select the ‘Medical Screens’ link under the Configuration section. Information for each medical screen records can be updated easily from this table.

Visit Templates

Schools can also add Medical Visit Templates to the system in order to reduce the amount of data entry needed when adding medical visits. For frequent medical visits (e.g. flu season), a medical visit record can be added as a visit template.

Adding a Visit Template

  • Select the ‘Add a Medical Visit’ link under the General section on the Health homepage.
  • Fill out all necessary fields for the visit including the patient’s name. Use the description field as a way to identify this record in the future.
    • For example, if this medical visit record will be used as a template for other flu related visits, enter the description as “Flu” or something similar.
  • Click ‘Add Medical Visit’.
  • Navigate to the Other tab and select the Use as Template checkbox.
  • This record will now appear in the ‘Medical Visit Template’ drop-down menu on the General tab any NEW Medical Visit that is added.  The description field will appear as the template name in the drop-down menu.
  • To view a complete list of all visit templates, select the ‘Visit Template’ link under the Configuration section. Information for each visit template can be easily updated from this table.

Using the Visit Template

  • Select the ‘Add a Medical Visit’ link under the General section on the Health homepage.
  • On the General tab, select the desired template from the ‘Medical Visit Template’ drop-down menu.
  • Click ‘Add Medical Visit’.
  • The new visit that that is added should have the following fields populated (if they were populated on the template visit).
    • Visit Purpose
    • Description
    • Medical Provider
    • Primary symptom code
    • Primary condition code
    • Primary intervention code
    • Primary disposition code
    • Symptoms (memo field)
    • Conditions (memo field)
    • Interventions (memo field)
    • Dispositions (memo field)
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