Electronic Health Data Training

Slide 1

Electronic Health Data Training1Objectives:Learn how to utilize the Health Application for the purpose of entering student health data.Understand how data syncs to the WVEIS On the Web (WOW).Understand how to secure data in the handheld device (iPod, iPhone, iPad).

At the end of this webinar, you should be able to:Learn how to utilize the Health Application for the purpose of entering student health data.Understand how data syncs to the WVEIS On the Web (WOW).Understand how to secure data in the handheld device (iPod, iPhone, iPad).

2BackgroundHighmark Blue Cross Blue Shield provided monies to WVDE for this projectThe health records data system is not utilized to its full potential for various reasons including but not limited to data entry burden(staffing, time and access).To address this barrier, WVDE developed a health record App to sync data (BMI, immunizations, & health screening) directly into the WVEIS system. Each county school system was provided funds to purchase a hand-held computing device (iTouch, iPhone, or iPad) to utilize this App. -Highmark Blue Cross Blue Shield provided funding to the WVDE Office of Healthy Schools for the purpose of purchasing handheld devices to enter student health data.

-Much of the data entry burden at the school level is due to staffing, time and site access to the WVEIS.

-The WVDE Office of Healthy Schools and Office of Instructional Technology worked to develop a health record application (via Apple App Store) in order to allow student health data to be entered in the handheld device to sync with the WVEIS.

-Each county was provided funds to purchase a handheld device of their choice (iPod touch, iPhone or iPad) to utilize this App. Counties were also given the choice on who would receive the device.

3Information Gathered on AppHeight/Weight with calculation of BMIHealth Screening information for vision, hearing, speech/language development and dentalImmunization records with month/date/year along with a space for notes and codeshttp://www.wvdhhr.org/mcfh/ICAH/healthcheck/

The information gathered on the app matches the information you will find in the HealthCheck form in order to comply with the Governors KidsFirst initiative. For more information on the HealthCheck program, please click on the link provided on this slide.Height and weight information can be entered on the app. BMI is automatically calculated. Vision, hearing, speech/language, developmental and dental information. Immunization records with dates and space is provided to enter notes and codes. We will be reviewing these in more detail.

4Application FeaturesHealth screening information is easy to enter on both currently enrolled and not yet enrolled studentsHealth screening information is integrated to the existing WVEIS IBM (AS/400) student dataAccess to entry of health screening data is secure and confidentialThis application has several features that make the process of student health data entry very user-friendly.Health screening information is easy to enter on currently enrolled student and students who are not yet enrolled.Health screening syncs with the WVEIS AS-400 student dataAccess to data entry is secure and confidential, and we will address this in future slides. 5

The handheld device is NOT a mobile WVEIS. The current web browser on your device will not allow you to connect to the WVEIS On the Web. The handheld device creates a file folder until you enter and then submit the data.6

The handheld device is a key entry device that stores data until the data is submitted and synced with the WOW.7

INPUT DATASUBMIT DATA5:00 P.M.Once you input the student health data, and hit submit, the data is then held on the technology cloud (which is a temporary holding folder), until it syncs with WOW at 5:00 pm every day. Remember, data does not automatically show up on the WOW after it is entered, which happens daily at 5 pm.8

Student Information is

Confidential One concern that comes up is data security, since student information is confidential and protected by federal law.9

Secure Data

The data on WOW is secure, and can only be accessed through the 10-dot network, which is the schools secure network.10Accessing WVEIS from HOME

When pigs fly!!

Because the data is secure, retrieving any WVEIS data via your handheld device will not be permissible, since you will have to be connected to the 10-dot network.11

Youll need Contact your County or SchoolTechnology person.

Your device will need to be connected to the secure 10-dot wireless network in order to access the WVEIS data. If your school/office does not have Wi-Fi, please see your county or technology contact for further assistance.12Device is a Touch Screen

The apple devices are touch screen devices, meaning that any access is done by touching the screen itself.13Securing your Device

We highly recommend you secure your device with a passcode in order to protect any data contained in your device from being accessed.

In your main screen, you will need to touch settings and a new screen will pop up.14Securing your Device

You can then click on General15

Securing your DeviceScroll down until you see Passcode Lock. Click on Passcode Lock.16

Securing your DeviceThis screen will show up and request you type your 4-digit passcode. Make sure you remember your passcode, otherwise you will not be able to access your device after this point once you turn it off or sleep mode.17

Securing your DeviceThis is the final screen and you should be now set up with a passcode.18Securing your Device

From this point on, after your device shuts off or is on sleep mode, youll need to type in your passcode in order to get to the main screen. Your screen should look similar to this. This will ensure that your data is protected in case of lost device or if you leave it unattended for an extended period of time.19Health App

Once you account is set up and you load your app through the app store, your health app should appear on your screen. For assistance in loading the health app, please contact your local county technology personnel or your Regional School Wellness Specialist at your RESA.Before you can start using your app, you will need to have your access set up by your RESA WVEIS contact. 201st Screen

Once you click on the health screen app, your first screen will be a flash screen, and then you should be directed immediately to the app content.21Retrieving Student GroupsSelectGet Groups

This is the first screen. Once you click on Get Groups, it will ask you to select a district ID, School ID, and grade level or teacher name22 Select District/County SelectSchool

The district ID will be your county, and then you can selected a school in the county. Both county and school selection have been designed to be a scroll-down menu for easier selection. Youll need to tap on each window in order to select your district and school. Your selected county and school need to appear under the bar. After each selection, click Done to close the scroll down menu and move to the next selection.

23Pulling a group of students

Lincoln Elementary School This process is similar to pulling a file from your file cabinet. 24

Select by Grade level or Teacher

You will then have the choice of selecting the grade level or teacher. The process is the same as for county and school-level. You will need to click on the Grade Level window, and a scroll-down menu will pop up. You can then make your grade selection by adding the grade level under the bar, and clicking on done.

25Retrieving Students Select by Teacher

If you need to pull all students in a teachers class, you can select the teacher by his/her name. Once you select the county and the school, all teachers from that school should be listed in your scroll-down menu. Once the teacher is selected by the name placed under the bar, click done.26Log on

Confirming its YOU!!! Tap on Window Keyboard appears

Any time you are retrieving or submitting data to the server, you will be asked to input your username and password. This is a security measure that assures the WVEIS data is secure. Your username and password are your WVEIS id and password. In order to type it, first click on the window and the keyboard will pop up. You can switch your keyboard from letters to numbers and vice-versa, by clicking on the 123 key or ABC key, shown on this slide.27Retrieved student groups

Tap Green Arrow To see student list

Once you successfully enter your WVEIS username and password, your selected data will appear on the next screen. In order to see the student list, youll need to tap on the green arrow.28

Select a Student

You will then select a student from that group that needs data entered by taping on their name. Please note that while other users may access the same group from their device, if both users choose the same student at the same time, this will create a conflict in the system. For example, user #1 and #2 click on Jan Able at the same time and user #1 enters updated data on the students height and weight. User #2 then enters information on the students vision screening record. User #1 syncs data at 1 pm and user #2 syncs data at 3 pm. Since data is synced to the holding file at 5 pm, the system will only recognize the latest data as valid. The latest data entered and submitted will be recognized as most recent, thus deleting any information from user #1. So caution should be given that if more than one user decides to pull the same classroom, coordination should be made so the same students are not pulled at the same time.29Tap Height-Weight

Students Name

The students name and data selection will show on the screen, as shown. Click on the data youll need to enter. On this example, well click on height and weight.30In PutHeight and Weight data

Calculates the BMI

Your screen should look like this, and you can select english or metric system for your data entry. Tap on each window to enter the data. The BMI is calculated automatically after you enter the height and weight. 31

Tap on window Keyboard appears. Taping on the selected windows to enter data allows you to enter data via the keyboard.32Entering Date

SCROLL Appears Tap on Window

Once you tap on the date measured window, the date will be a scroll down menu for easier data entry. Select the month, date and year, and click Done.33

Be sure to click on the save button, or you could lose the data entered.34SelectHealth Screening

Click on Health Screening to move to the data entry.35Tap Complete or Referral

*Can add notes on WOWInput date

You may now tap on complete and/or referral based on the childs screening by the medical provider. Subjective data may be entered on WOW. Make sure you click on Save in order to save recently entered data.36TapImmunization Records

For immunization records, tap on the selected screen item.37TapImmunization window

Tap on the immunization window as shown on the slide.38Selectan Immunization type& Status

Scrolling capabilities

You will then have the choice of selecting the immunization type based on the scroll-down menu as shown on the slide. You can also select the status of the immunization by clicking on the window and selecting the status and clicking done.39Immunization Notes

Add Notes here or on WOW

Any subjective notes can be added for immunizations and they will sync to the WOW.40Immunization Notes

You can add notes by clicking on the windows provided, with date and the notes. The keyboard will pop up so that date and notes can be typed in. Be sure to click on save after you are finished in order to have your information saved.41Save.Next vs Return

Next = Enter another immunization for same studentReturn = To return to same students Menu. *

Once you go back to the immunization record screen, if you hit save and next, you will have the ability enter another immunization data. If you hit save and return, you will be sent to the student group screen shown next.42Student Menu

TapStudents to go back to group list.

You will then be taken back to this screen. If you tap Students, you will go back to your initially selected group list.43Entering New Student

Red * = student has new data to be submitted to WOW. To add aNew Student

You will now see that the student you just entered data has a red asterisk beside her name. The red asterisk means that you have new data entered for that particular student.From this screen, you can also add a New Student. Click on the button indicated on this slide.44New Student Information

Tap on each window & Keyboard appears.

A new screen will pop up that looks like this. All required fields are in asterisk. The accuracy of this data is very important to assure that once the new students data is submitted to sync with WOW, WOW can provide a match, if necessary to any existing data for this student that may be contained in WVEIS. Any misspellings of names or dates will cause a mismatch and thus two records for the same student may be created.45All windows must have data.

Click on the windows for each required field in order to enter data. The keyboard or scroll down menu will pop up. Once all data is entered, be sure to click on Save.46Need Information ?

Green + = New Student data needs submitted to WOW.

From the list of students, you will now be able to see that a newly added student will have a green plus sign beside his name. This means that a new student has been added to the list. At any point, if you have questions on what the symbols beside the students names mean, please refer to the question mark on the top right-hand side of your screen as indicated in the circle on this slide.Once you click on the question mark, information on the meaning of each symbol will be provided to you. To exit out of this information screen, press the X sign located on the top right-hand side of the screen.47Information on Student Groups

School/Class/Grade: Icons indicate the group is in a holding pattern

OPTIONS

Once you go back to your initial selection screen for county, school and grade level, you will now notice three icons beside your selection. The green arrow icon means that you want to go back and update more information, which will take you back to the class list.The red icon means that you will remove this group from your device without submitting any health data to WOW. Any information will be lost.The yellow arrow icon means that the student health information will be sent to the central server (AS-400) and the group will be removed from your device. With this selection, the information will be held in a holding file, and synced with WOW when you are connected to the secure 10-dot network. It will remove this group from your device, but you will not lose data. The data will show on WOW once you enter any information on the student. The system will recognize matching information and will prompt you to load information from the device to this students records, once you confirm its a match. 48Submitting info to central server

Submitting data to Big Cloud in the Sky!!!

Once you choose to submit data to the central server, you will have a confirmation request for your action. This will submit the data to the temporary holding file discussed earlier and information will be synced to WOW at 5 pm.49Submitting info to central server

Submitting data will return theStudent Group to WOW.

This screen will confirm that the information has been submitted and cleared from your device.50Removing unused groups from device

Return the Library bookso others can check it out!!!

If you choose a group and no action was taken that needed saved, you can remove the group from your device by clicking on the red icon. This will allow others to retrieve the same group. A pop up message will ask you to confirm your action before finalizing it. You can click on yes or no.51Removing unused groups from device

No Student Groups listed.

This is the screen that you should see once you remove all groups from your device. If you wish to retrieve a new group, click on Get Groups at the top left-hand side of your device.52RESAs Regional School Wellness Specialists:RESA 1: Emily Meadows800-766-7372 ext. [email protected]

RESA 2: Keith Dalton(304) 529-6205 ext. [email protected]

RESA 3: Electa Crowder(304) 766-7655 ext. [email protected]

RESA 4: Cara Phillips(304) 872-6440 ext. [email protected]

RESA 5: Teresa Pickens(304) 485-6513 ext. [email protected]

RESA 6: Caryn Puskarich(304) [email protected]

RESA 7: Adrianne Marsh(304) 624-6554 ext. [email protected]

RESA 8: Terri Miller(304) [email protected]

Regional School Wellness Specialists can provide you with training and technical assistance in the utilization of the health app. Please contact your local RSWS for further assistance.53Cybele Boehm or Rebecca [email protected] [email protected]

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Electronic Health Data Training