WSIPC Guide to Health Records - NCESD · reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and

WSIPC Guide to Health Records

TERMS OF USE The information contained herein is licensed, trade-secret and proprietary and may not be used, disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and keep the information from disclosure or falling into the public domain. The failure to comply with this agreement may result in the immediate termination of the User’s right to access the information.

COPYRIGHT © Copyright 2014 by Washington School Information Processing Cooperative. All rights reserved.

Reproduction of any part of this manual in any medium without the express and written permission of Washington School Information Processing Cooperative (WSIPC) is prohibited by law.

This edition is printed in the United States of America. The contents may be corrected or modified by revisions without prior notice. Pages may be added, deleted, or changed as required.

The WSIPC logo is a registered trademark of Washington School Information Processing Cooperative.

Skyward® is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.

Contents Introduction ...................................................................................................................................... 1

What’s New in This Edition ............................................................................................................ 3

Overview of the Health Records Module ....................................................................................... 4

Understanding the Health Profile................................................................................................... 5 Demographics Area ........................................................................................................................ 6 Tabs ................................................................................................................................................ 6

Hiding Tabs ................................................................................................................................ 7 Setting Tab Defaults ................................................................................................................... 7

Buttons ........................................................................................................................................... 8

Entering Health Information ........................................................................................................ 10 Entering Health Information Using the Health Profile ................................................................ 10 Entering Health Information Using the Health Browse ............................................................... 15 Entering Health Information Using Entry by Homeroom ............................................................ 15

Adding Hearing and Vision Screening Records ....................................................................... 15 Adding Height and Weight Information ................................................................................... 17 Adding Health Screenings ........................................................................................................ 18

Entering Health Information Using Entry by Class ..................................................................... 21

Voiding a Health Record ............................................................................................................... 22

Managing Health Office Visits ...................................................................................................... 23 Managing an Office Visit Using Entry by Date ........................................................................... 23

Adding a Student to the Office Visit Master ............................................................................ 23 Using the Entry by Date Main Screen to Manage a Health Office Visit .................................. 26

Managing Health Office Visits Using Entry by Student .............................................................. 29 Entering Health Office Visits Using Student Entry ..................................................................... 30 Entering Health Office Visits Using Quick Entry ........................................................................ 31 Running Office Visit Reports ....................................................................................................... 33

Office Visits by Student ............................................................................................................ 33 Office Visits by Date ................................................................................................................ 33 Office Visits with Linked Health Records ................................................................................ 33

Running Office Visits Utilities ..................................................................................................... 33 Mass Void Office Visit Utility ................................................................................................. 33

Managing Vaccinations ................................................................................................................. 34 Understanding the Difference between Vaccine and Vaccination ............................................... 34 Accessing Vaccination Records ................................................................................................... 34 Understanding Compliance Based on Student Entry Date ........................................................... 34 Entering Vaccinations .................................................................................................................. 35

Understanding How the Vaccination Quick Entry Screen Works ............................................ 36 Customizing Entry Settings on the Vaccination Quick Entry Screen ...................................... 38 Customizing the Display on the Vaccination Quick Entry Screen ........................................... 40 Adding a Vaccine ..................................................................................................................... 42

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Adding a Waiver .......................................................................................................................... 43 Editing a Vaccine ......................................................................................................................... 44 Deleting a Vaccine Record ........................................................................................................... 45 Determining Student Vaccination Compliance ............................................................................ 46

Running Vaccination Reports ....................................................................................................... 48 Vaccination Report ....................................................................................................................... 48 Vaccination Letters Report ........................................................................................................... 48 Shot Record Report ...................................................................................................................... 48 Washington State Health Reports ................................................................................................ 48

Department of Health Annual School Report ........................................................................... 49 Preschool Immunization Status Reports ................................................................................... 49 Creating and Exporting Immunization Status Reports ............................................................. 49

Generating Vaccination Letters Using the Vaccination Report ................................................... 50 Understanding the Difference between Vaccination Letters and the Vaccination Report ....... 50 Understanding Vaccination Letter Formats .............................................................................. 50 Creating Vaccination Letter Templates .................................................................................... 51

Running Vaccination Utilities ....................................................................................................... 61 Import State Vaccinations ............................................................................................................ 61 Clone District Vaccines from Year to Year ................................................................................. 61 Mass Reassign Vaccines .............................................................................................................. 61 Mass Assign Vaccine Doses ........................................................................................................ 61 Mass Delete Vaccine Doses ......................................................................................................... 61 Mass Delete Waivers .................................................................................................................... 61 Invalid Vaccine Audit .................................................................................................................. 62 Merge Duplicate Vaccine Dates ................................................................................................... 62 Delete Required Vaccinations ...................................................................................................... 62 Mass Delete Vaccination Letters .................................................................................................. 62 Merging Vaccination Codes ......................................................................................................... 62

Managing Medications .................................................................................................................. 63 Accessing Medication Records .................................................................................................... 63 Using the Entry by Student Browse to View Medication Records .............................................. 64 Adding and Scheduling Medication Records ............................................................................... 65 Administering a Medication ......................................................................................................... 69

Administering a Scheduled Medication .................................................................................... 69 Administering an Unscheduled Medication ............................................................................. 72

Using Medication Quick Entry .................................................................................................... 73 Running Medication Reports ....................................................................................................... 74

Medication Report .................................................................................................................... 74 Medication Administration by Date ......................................................................................... 74 Worksheet Request Report ....................................................................................................... 74

Running Medications Utilities ..................................................................................................... 75 Mass Void Medications ............................................................................................................ 75

Merging Medication Codes .......................................................................................................... 75

Managing Individual Health Plans .............................................................................................. 76 Setting Up IHP Forms .................................................................................................................. 76

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Accessing the Create Forms Screen ............................................................................................. 77 Creating IHP Forms ..................................................................................................................... 78

Adding a New IHP Template ................................................................................................... 78 Adding Merge Fields ................................................................................................................ 79 Using the Defaults Menu .......................................................................................................... 80 Using the Table Menu .............................................................................................................. 83 Using the Right-Click Menu ..................................................................................................... 83

Cloning a Skyward IHP Template ............................................................................................... 85 Maintaining IHP Templates ......................................................................................................... 87 Selecting a Form ........................................................................................................................... 88 Managing IHPs on a Student Record ........................................................................................... 89

Understanding a Student’s IHP Tab ......................................................................................... 89 Adding a Student’s IHP ................................................................................................................ 90 Revising a Student’s IHP ............................................................................................................. 93

Working with Revised IHPs ..................................................................................................... 95 Adding a File ................................................................................................................................ 96 Reporting for IHPs ....................................................................................................................... 98 Viewing IHPs in Educator Access Plus ..................................................................................... 100 Providing Security Access to IHPs for Teachers ....................................................................... 101 Viewing IHPs in Family Access ................................................................................................ 101 Configuring Family Access to Display IHPs ............................................................................. 103

Using the Health Tab in Student Profile .................................................................................... 104

Running Reports .......................................................................................................................... 106 Health Reports ............................................................................................................................ 106

All Health Report .................................................................................................................... 106 Accident/Injury Report ........................................................................................................... 106 Childhood Illness Report ........................................................................................................ 106 Dental Report .......................................................................................................................... 106 Disability Report ..................................................................................................................... 106 Health Condition Report ......................................................................................................... 106 Hearing Report ........................................................................................................................ 106 Hearing Entry by Homeroom Report ..................................................................................... 107 Health Tests Report ................................................................................................................ 107 Health Changes Log ............................................................................................................... 107 Student Individual Health Plan ............................................................................................... 107 Medicaid Student List ............................................................................................................. 107 Medical Condition Information by Teacher Report ............................................................... 107 Physical Report ....................................................................................................................... 107 Scoliosis Report ...................................................................................................................... 108 Tuberculosis Report ................................................................................................................ 108 Vision Report .......................................................................................................................... 108 Vision Entry by Homeroom Report ........................................................................................ 108 Assessment of District Student Health Services Report ......................................................... 108

Running Utilities in the Health Records Module ...................................................................... 109 Mass Add Health Records Utility .............................................................................................. 109

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Mass Void Health Records Utility ............................................................................................. 109

Administrative Setup ................................................................................................................... 110 Configuration Setup ................................................................................................................... 110 General Configuration ................................................................................................................ 110

Use National Chart to Calculate BMI Percentile .................................................................... 110 Link Daily Medications to the School Calendar ..................................................................... 110 Warn Users if Vision or Hearing Screening Date is not within the School Calendar ............ 111 Select Name Type to Use in “Examined By” Browse ............................................................ 111

Vaccinations Configuration ........................................................................................................ 111 Setting Up Health Codes ............................................................................................................ 112

General Codes ......................................................................................................................... 112 Vaccination Codes ...................................................................................................................... 117

Vaccinations ........................................................................................................................... 117 Vaccines .................................................................................................................................. 117 Vaccination Compliance Groups ............................................................................................ 117 Vaccination Rules ................................................................................................................... 117 Vaccination Waivers ............................................................................................................... 117 Childhood Illnesses ................................................................................................................. 118 Vaccine Dose Comments ........................................................................................................ 118 Vaccine Entry Links ............................................................................................................... 118 Combo Vaccines ..................................................................................................................... 118

Medication Codes ....................................................................................................................... 119 Medication Types ................................................................................................................... 119 Medication Sub-Types ............................................................................................................ 119 Medication Dosage Units ....................................................................................................... 119 Medication Reasons Dose Not Given ..................................................................................... 119

Managing Health Record Codes ................................................................................................. 120 Adding Standardized Department of Health Codes ................................................................... 120 Merging Codes ........................................................................................................................... 120

Merging Health Codes ............................................................................................................ 121

Appendix A – Understanding Vaccination Compliance Groups ............................................. 123

Appendix B – Vaccination Report Merge Fields ...................................................................... 129

Appendix C – Example of a Notice of Vaccination Deficiency Template ............................... 130

Appendix D – Example of a Pre-Exclusion Notice for Vaccination Deficiency Template .... 131

Appendix E – Example of an Order of Exclusion from School Template .............................. 132

Appendix F – Example of a Senior Immunization Record Template ..................................... 133

Appendix G – Student Instructions for Using the Student Check In Screen ......................... 134 Student Check In for Students Using a Keyboard and Mouse ................................................... 135 Student Check In for Students Using a Touch Screen Monitor or Mouse ................................. 136

Appendix H – Quick Reference Process Sheets ........................................................................ 137 Cloning a District Vaccination Letter Template ........................................................................ 138 Generating Vaccination Letters .................................................................................................. 139

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Appendix I – Creating and Exporting the Required School Immunization Status Report .. 140

Appendix J – Creating and Exporting the Preschool Immunization Status Report ............. 141

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Introduction This Guide explains the Health Records module.

Who This Guide is For This Guide gives nurses, health room staff, secretaries and health coordinators the information they need to record, manage and process student’s Health records. Principals and other administrators might find the sections on reporting useful. The Guide shows you how to record, process and manage the information required to report on and analyze student’s Health records.

What This Guide Contains In this Guide, you’ll learn how to:

• Configure the Health Records module, including adding codes• Add Student Health records• Manage vaccinations• Manage medications• Manage Individual Health Plans (IHPs)• Run health information reports, including Washington State Health Reports• Run Health Records Utilities

What You Should Know Before You Read This Guide You’ll find that the Guide is much more helpful, and that the processes described make more sense, if you understand the business practices and requirements related to student’s Health records.

Before using this Guide, be sure you are familiar with all of the information in the WSIPC Guide to Skyward’s School Management System, which discusses the system’s basic features. The procedures in this Guide begin with navigation menu paths. Select the Display Navigation Menu Paths check box in User Preferences to ensure that you can follow these paths. The option is not available in User Preferences if it is already enabled for the entire district. To learn more about setting User Preferences, see the WSIPC Guide to Skyward’s School Management System.

This Guide is intended to be read while you are working in the Health Records module in Skyward’s School Management System, so be sure you are signed in.

If you’re using this Guide electronically, you can click any text in blue font to move to the section of the Guide that the text refers to.

If you’re responsible for implementing this module for the first time, read the “Administrative Setup” section (page 110) first. That section shows you how to set up codes that district personnel use when creating and managing Health records and how to perform other configuration steps.

WSIPC Guide to Health Records 1 April 2014

What You Need to Get Started This Guide references the following WSIPC Guides, so it may help to have these Guides available before you begin:

• WSIPC Guide to Attendance• WSIPC Guide to Discipline• WSIPC Guide to Student Demographics and Families

Goal of WSIPC Guides WSIPC Guides are designed to provide readers with everything they need to know to safely and effectively use the software and processes that WSIPC supports. These readers include district personnel who are implementing a module for the first time and need implementation tips and configuration guidance; Information Service Center Coordinators who are well-versed in the topic and need advanced information about features; seasoned end users who know the processes well; and new end users who have never used the module. WSIPC strives to make Guides that address the diverse needs of these audiences.


What’s New in This Edition This section highlights the significant changes to the Guide since the last edition, such as content about new features, important notes and warnings, and sections of the Guide that have been expanded or moved.

Description of Change Page #

Figures, tables, and features have been updated to Skyward’s February 2014 software release. N/A

The “Entering Health Information Using the Health Profile” section has been updated. 10

The “Entering Health Information Using Entry by Homeroom” section has been updated to include new functionality to add multiple Health Screenings. 15

The “Entering Health Information Using Entry by Class” section has been added. 21

The “Office Visits with Linked Health Records” section has been added. 33

The “Understanding Compliance Based on Student Entry Date” section has been added. 34

The “Creating and Exporting Immunization Status Reports” section has been added. 49

The “Mass Delete Vaccination Letters” Utility section has been added. 62

The “Warn Users if Vision or Hearing Screening Date is not within the School Calendar” section has been added. 111

The “Combo Vaccines” section has been added. 118

The “Adding Standardized Department of Health Codes” section has been added. 120

“Appendix I – Creating and Exporting the Required School Immunization Status Report” has been added. 140

“Appendix J – Creating and Exporting the Preschool Immunization Status Report” has been added. 141


Overview of the Health Records Module The Health Records module contains Student Health records. Health records contain a variety of information, including data about a student’s allergies, vaccinations, visits to the health room and medications administered at school. Student Health records can be very detailed or can contain only the information needed to meet state reporting requirements.

The Health Records module helps ensure that students receive proper health care at school. For example, you can use the Health Records module to determine whether a student is out of compliance for a specific vaccination, or use screening results to determine whether a student needs a health referral. You can also assign a student a health condition designation that causes an indicator related to a student’s health condition to appear for teachers in Educator Access Plus.

The Health Records module allows you to report a wide range of health-related information. You can run reports on vaccinations, medications, injuries, hearing and vision test results, and health conditions. For example, you can run Vaccination Reports to identify students who, because they are out of compliance, are at risk should an outbreak occur.


Understanding the Health Profile You can access Health Records using any of the following access points:

• Health Profile (Student Management\Office\HR\PR)• Health Browse (Student Management\Office\HR\BR)• Student Profile (Student Management\Students\ST\PR\Health tab)

Regardless of which access point you use, data entry takes place on the same screen for the Health record type you have selected.

Because the Health Profile offers all functionality related to managing Health records, and is also in the same location as Health Reports and Utilities, you may find it most useful to use the Health Profile to manage Health records. Also, as a health staff member, you may be given access only to the Health Profile access point and not to other access points. Therefore, before you learn how to add and manage Health records, it is helpful to know basic information about the Health Profile and how to customize it. If you’ve used the Profile area of other Skyward School Management System modules, such as Student Demographics or Special Education, the Health Profile will be very familiar.

To access the Health Profile:

• Go to Student Management\Office\HR\PR.

There are three main areas on the Health Profile screen (Figure 1):

• Demographics area (at the top)• Tabs (on the left)• Buttons (on the right)

This section briefly discusses each area.


Figure 1 - Health Profile screen with brackets surrounding the Tabs, Demographics, and Buttons areas

Demographics Area This area shows student-specific information such as the student’s name, grad year/grade, and date of birth. One important feature of the Demographics area is the Ranges hyperlink that sets student ranges. For example, you can use the Ranges hyperlink to cause only the names of active students to appear in the Student box.

Tabs Tabs appear on the left side of the Health Profile main screen. They divide health information into categories such as vision and dental. In addition to using tabs to view health-related information, there are two ways you can customize tabs to make managing health information more efficient:

• Hiding tabs• Setting tab defaults

Both customization methods are explained below.

Demographics

Tabs

Buttons


Hiding Tabs You can customize the tab view so that you see only the tabs you use most frequently.

To hide a tab:

1. Go to Student Management\Office\HR\PR.

2. Click Customize Tabs in the upper-left corner.

3. Clear the Display tab check box for the tab you want to hide.

4. Click Save.

To show a tab that has been hidden, go to the same screen and select the Display tab check box.

Setting Tab Defaults When you click a tab on the Health Profile screen, a Defaults button appears on the right side of the screen (for most tabs). You can use this button to establish default values for the School Year, Date, School, Professional, and Comment boxes, among others. This streamlines data entry because those boxes are automatically populated with the default values when you enter information on that tab.

NOTE You can further customize information on tabs by using Filter Options to determine whether to show records for the current school year or all years.

To set tab defaults:


2. Select a tab and click Defaults.

3. Select the Use Defaults check box in the upper-left corner. This activates the defaultsettings you configure on this screen.

4. Configure the remaining boxes on the Defaults screen.

5. Click Save.


Importing Tab Defaults You can import tab defaults from one Entity to another. This is possible only if you have the necessary security level in both Entities.

To import tab defaults:


2. Select the Entity into which you want to import Health Profile tab defaults.

3. Select a Health Profile tab and click Defaults.

4. Click Import.

5. In the Entity box, select an Entity.

6. Click Save. The Defaults screen reappears.

7. In the School box, select your School. This ensures that the correct School identifier isthe default (it replaces the School identifier of the School from which the defaults areimported).

8. Click Save.

Buttons Most tabs in Health Profile have the same buttons on the right side of the screen. These buttons help you manage Health records. Table 1 describes these buttons.

Button Description

Quick Print Generates a report of the Health record you are viewing.

Add Creates a new record.

Edit Modifies an existing record.

Void

Voids a record. You cannot delete Health records. You can only void them. Voiding a record gives it a designator of Void, but the record still appears when you view a student’s Health records (if your filter is configured to show voided records). This button is available only when a record exists.

Sec Note Secured Health Notes can be viewed, edited and deleted by any user who has a security level that is the same as or higher than the creator of the note.


Button Description

Stu HEA Notes

Shows Student Health Notes. These notes appear on the Health Profile screen for all tabs except Health Contact Info. Health room staff can enter health-related student notes using the Stu HEA Notes button. To protect these notes, select the Protect Note check box. This prevents other users from viewing, editing or deleting the note.

All Stu Notes

Shows all notes, including Health notes. Health room staff can use this option to enter a note with any Note Type they have security access to. To protect these notes, select the Protect Note check box. This prevents other users from viewing, editing or deleting the note.

Defaults Determines tab-specific defaults. See “Setting Tab Defaults” (page 7) for information about this button.

Log

The Health Changes Log records changes made to Health records. You can generate a report on changes made to Health records through the Health Changes Log Report. See “Health Changes Log” (page 107) to learn more about this report.

Table 1 - Description of the buttons available on the right side of the Health Profile screen


Entering Health Information There are five access points for entering health information:

• Health Profile • Health Browse • Entry by Homeroom • Entry by Class • The Health tab in Student Profile

This section explains entering health information from Health Profile, Health Browse, Entry by Homeroom, and Entry by Class. For information about using the Health tab in Student Profile, see “Using the Health Tab in Student Profile” (page 104).

Entering Health Information Using the Health Profile Health information is divided among the tabs on the Health Profile screen. You can use the procedure below to enter health information on any of the tabs. Each tab’s screen has related data entry options that you, as a health professional, will understand. For example, a health professional entering data using the Vision tab understands the purpose of the Fitting Date entry option, and a health professional adding information on the Physical tab understands the purpose of the BMI Percentile box. NOTE You can upload Attachments related to Health Conditions and Injuries on the

associated tab. Many of the tabs in Health Profile have an area to enter Secured Notes. When a tab allows the entry of Secured Notes, the Add Sec Note button appears to all users. However, only users with security access to view Secured Notes can view them. Additionally, the button turns green when a Secured Note exists. See Figure 2 and Figure 3 for examples of the Secured Notes feature. Secured Notes are available on the following tabs:

• Childhood Illness • Dental • Disability • Health Condition • Health Test • Hearing • Injury • Office Visit • Physical • Scoliosis • Tuberculosis • Vision


Figure 2 - Example of Health Condition screen with Add Sec Note outlined

Figure 3 - Example of Health Condition screen with a Secured Note causing the Add Sec Note button to turn green outlined. The note in the Health Condition Notes box is not the Secured Note.


To enter health information using Health Profile:


2. Select a student.

3. Select a tab.

4. Click Add.

5. Configure the tab’s screen. Figure 4 shows the Health Conditions tab as an example ofwhat a tab’s screen looks like. The options on the screen vary depending on which tabyou chose. See Table 2 for an explanation of tab options that are common to mostscreens.

6. Click Save.

Figure 4 - Screen for the Health Condition tab


AREA PURPOSE OF AREA

Health Condition

Defines the Health record being created.

Note: The options on the screen vary depending on which tab you choose.

Options in This Area Description of Options

School Year School year associated with the health condition. This box defaults to the current school year or value from the tab Defaults.

Date Date the student was examined or the record was created. Defaults to the current date or value from the tab Defaults.

Condition Defines the health condition.

Life Threatening Identifies if the health condition is life threatening. This option is used in conjunction with, but not limited to, the Assessment of District Student Health Services Report.

Treatment Treatment provided to the student.

Status

Status of the health condition. When you add a Health Condition record, the status is Active. However, a record can be marked as Inactive (rather than Void) to indicate the issue is no longer relevant. Status can be indicated only on Health Condition records. Inactive records can be suppressed using Filter Options.

School School this record is being added to.

Examined By Person examining the student.

Comment Comment about the health condition. Select from a list of predefined Health Comments.

Note (Health Notes area)

Notes related to this health condition. Notes in this area cannot be protected.

Note: You can configure Educator Access Plus to display Health Condition notes for the current year (Student Management\Educator Access Plus\EA Setup\CF\DS).



Referral Information Defines the details of referrals that are made.


Referral Date Date of referral.

Referred To Who the student is referred to, such as another health professional.

Referred By Person who made the referral.

Referral Reason Reason for the referral.

Parent Notification List of predefined methods of notification.

Parent Response Predefined codes identifying parental response.

Referral Completed Defines whether referral is complete.

Completion Date Date the referral was completed. Available only when Referral Completed is selected.

Observation Observation regarding the health condition.


Secured Notes Allows a secured note to be entered.


Notes Note related to this health condition. These notes can be viewed only using the Sec Note button on the Health Condition tab.

Table 2 - Description of options on the Health Condition tab’s screen


Entering Health Information Using the Health Browse Health information can be entered from the Health browse by expanding student records and health sub-areas, and using hyperlinks to access the data entry screens. You can use the procedure below to enter health information for each sub-area.

To enter health information using the Health browse:

1. Go to Student Management\Office\HR\BR.

2. Locate the student and click the arrow next to the student’s name.

3. Click the arrow next to a health sub-area to see existing records.

4. Click a corresponding hyperlink to add a record. For example, click Add HealthCondition to access the data entry screen for Health Conditions.

5. Enter the appropriate data. (See Figure 4 and Table 2 above for an example andexplanation of the Health Condition data entry screen.)

6. Click Save.

Entering Health Information Using Entry by Homeroom It is common to group students by homeroom for health screenings that are administered to every student. Nurses and other health room staff can use Entry by Homeroom to enter results for hearing, vision and height/weight screenings. All results entered using Entry by Homeroom are available on the corresponding tab in Health Profile. Entry by Homeroom requires that homerooms are configured and assigned to students. For details about how to configure homerooms, see the WSIPC Guide to Student Demographics and Families.

Adding Hearing and Vision Screening Records Entry by Homeroom allows you to enter a student’s hearing and vision screening information.

NOTE Entry by Homeroom is for data entry only. You cannot edit or view existing information. Therefore, when you access Add Hearing Records or Add Vision, no previous information appears. When you enter screening results and click Save, if you return later to enter additional screening results, the previously created information does not appear. However, the information appears on the corresponding tab in Health Profile.


To add screening information:

1. Go to Student Management\Office\HR\EH.

2. In the lower-right corner, type the homeroom number in the Homeroom box and pressEnter on your keyboard.

3. Click Add Hearing Records or Add Vision Records.

4. In the School Year box, type the school year.

5. In the Exam Date box, type the date of the exam.

6. In the Examined By box, select the name of the person who examined the student.

7. Enter the results of the screening for each student. Figure 5 shows the Vision Records byHomeroom screen (which is also very similar to the Hearing Records by Homeroomscreen).

8. Click Save.

Figure 5 - Hearing Records by Homeroom screen. If no students appear, homerooms likely aren’t configured.


Adding Height and Weight Information Entry by Homeroom allows you to enter a student’s height and weight information.

NOTE Entry by Homeroom is for data entry only. You cannot edit or view existing information. Therefore, when you access Add Height/Weight Screening, no previous information appears. When you enter screening results and click Save, if you return later to enter additional screening results, the previously created information does not appear. However, the information appears on the corresponding tab in Health Profile.

To add height and weight information using Entry by Homeroom:


2. In the lower-right corner, type the homeroom number in the Homeroom box and pressEnter on your keyboard.

3. Click Add Height/Weight Screening.

4. In the School Year box, type the school year.

5. In the Exam Date box, type the date of the exam.


7. In the Common Comment box, select a comment.

8. Enter the height and weight for each student.

NOTE Figure 6 shows how the BMI and BMI Percentile automatically calculate once you add the student’s height and weight, if you selected the option to Use National Chart to Calculate BMI Percentile in Health Records Configuration (Student Management\Office\HR Setup\CF\HR). For details about this option, see “Use National Chart to Calculate BMI Percentile” (page 110).

9. Click Save.


Figure 6 - The BMI and BMI Percentile fields automatically calculate once the student’s height and weight are entered.

Adding Health Screenings When you access Add Health Screenings from Entry by Homeroom, you can add a new screening record, edit the last screening record, or void the last screening record. The Add Health Screenings feature allows you to add screening records for Dental, Hearing, Physical (H/W), Scoliosis and Vision from one location. This method of entry is helpful if you are screening students for multiple things at the same time. NOTE The Edit and Void links appear only when there is an existing screening record

for that screening type. To add health screenings:


2. In the lower-right corner, type the homeroom number in the Homeroom box and press Enter on your keyboard.

3. Click Add Health Screenings.

4. In the Show Health Record area, select the records you want to include. Figure 7 shows all Health Record types that are available.

5. In the Student Information area, locate the student you want to create a record for. Click Add in the column for the health screening type you want to add a record for.

6. On the Screening screen, type the school year in the School Year box. Figure 8 shows an example of the Add Dental Screening screen.


7. In the Screening Date box, type the date of the exam.

8. Enter the Screening Result for the student.


10. In the Comment box, select a comment.

11. To enter a screening record for another student, click the previous or next arrow locatedto the right of Student Name in the Student Information area.

12. Click Save, or click Save and Close when you’re finished entering screening records.

Figure 7 - The Health Screening by Homeroom screen showing Health Types for selection and a student with some existing screening records


Figure 8 - The Dental Screening entry screen

Editing a Health Screening from Entry by Homeroom When you are on the Add Health Screening screen, you can edit the last screening record. The Edit link appears only when a screening record exists.

To edit a Health Screening from Entry by Homeroom:

1. While on the Add Health Screening screen, click Edit.

2. Enter the updates on the last screening record.

3. Click Save and Close.

NOTE Click Save to stay on the screen, and then use the Previous or Next arrow to move to the next student. Click Save and Close when you are finished adding screenings for this Homeroom.


Voiding a Health Screening from Entry by Homeroom Health records cannot be deleted. They can only be voided. When you are on the Add Health Screening screen, you can void the last screening record. The Void link appears only when a screening record exists.

To void a Health Screening from Entry by Homeroom:

1. While on the Add Health Screening screen, click Void.

2. In the Void Note box, enter the reason the record is being voided.

3. Click Save.

Entering Health Information Using Entry by Class Nurses and other health room staff can use Entry by Class to quickly enter results for hearing, vision, and height/weight screenings for students enrolled in the selected class. All results entered using Entry by Class are available on the corresponding tab in Health Profile.

Entering health information using Entry by Class follows the same process as Entry by Homeroom. See “Entering Health Information Using Entry by Homeroom” (page 15) to learn how to enter Health records using this access point.

NOTE Classes are Entity specific. Therefore, you must be at an Entity other than Entity 000 to use Entry by Class.


Voiding a Health Record You cannot delete Health records. They can only be voided. This ensures that changes made to Health records are tracked. You can use Filter Options to determine whether to display or suppress voided records. The Void column on the far-right side of the tab’s screen in Health Profile shows an “X” for voided records. To void a Health record:



3. Click a tab and select the record to be voided.

4. Click Void.

5. Type a reason in the Void Reason box.

6. Click Void.


Managing Health Office Visits When students visit the health room, health room personnel can use the Office Visits area of the Health Records module to record the reason for the visit and what care was administered to the student.

There are several access points you can use to enter a Health office visit:

• Entry by Date (Student Management\Office\HR\OV\MA)• Entry by Student (Student Management\Office\HR\OV\BS)• Student Check In (Student Management\Office\HR\OV\SE)• Quick Entry (Student Management\Office\HR\OV\VE)• Health Profile (Student Management\Office\HR\PR\Office Visit tab)• Health Browse (Student Management\Office\HR\BR\Office Visit)• Student Profile (Student Management\Students\ST\PR\Health tab\Office Visits)

This section describes how to enter an office visit using the first four access points.

Managing an Office Visit Using Entry by Date You can add students waiting to be seen in the health room to the Office Visits area with a Status of Waiting or In Office. A health room assistant or nurse can view these students in the Entry by Date browse. They can see the reason associated with the student’s visit by expanding the student record. When a student is admitted to the health room, the health room staff can enter treatment and disposition information, as well as notes, for the student.

NOTE The Health Office Visit Entry by Date browse does not display students who have been released from the health room. Click View Hist to see students with an Office Visit Status of Released.

Adding a Student to the Office Visit Master When a student visits the health office, you can enter an office visit record for that student. This record tracks such things as the date, time and reason for the student’s visit. You can also enter Vital Signs, Scheduled Medication, PRN Medication, Injury, and Physical information.

To add a student to the Office Visit Master:

1. Go to Student Management\Office\HR\OV\MA.

2. Click Add.

3. Select a student and click OK.

4. The School Year, Date and Time In boxes automatically populate with the current day’sinformation. Update these boxes as needed.


5. Select one or more visit reasons, treatments, or dispositions as needed, by doing one ofthe following:

• Click the Visit Reasons, Treatments, or Dispositions buttons.

• Type a code in the box to the right of the Visit Reasons, Treatments orDispositions button and press Enter on your keyboard.

NOTE To remove one or more visit reasons, treatments or disposition codes entered in error, click the appropriate button, clear the Selected check box next to the code added in error and click Save.

6. If defaults have been set up, those values automatically populate the Office Visit Record.Update these values as needed.

7. Add the following records using the tabs located in the middle of the screen as necessary:

• Vital Signs• Scheduled Medication• PRN Medication

To learn more about medication, see “Managing Medications” (page 63).

8. Add the following records using the buttons located on the right side of the screen asnecessary:

• Injury• Physical information

9. Do one of the following:

• Click Waiting List. The student’s name appears in the Office Visit Master browsewith a status of Waiting to indicate a student is waiting for treatment. The Editbutton on the right becomes an Admit button when a record with a status ofWaiting is highlighted.

• Click Keep In Office if a student has not been discharged from the health roomand is being treated or is under observation.

• If you are done treating the student and they are leaving the health room, clickRelease Student. This removes the student from the Office Visit Master browse.


Figure 9 - The Office Visit tab of the Add Health Office Visit screen. You can use the Visit Reasons, Treatments, and Descriptions buttons in the middle of the screen or the Codes Quick Entry area to add codes.


Using the Entry by Date Main Screen to Manage a Health Office Visit There are several buttons on the right side of the main screen of the Entry by Date screen that help you manage Office Visit records. Button availability depends on the status of the highlighted student. See Table 3 below for a description of each button.

Figure 10 - Buttons on the Entry by Date main screen

Option Description

Quick Print

Quick access to the Office Visits By Student Report for the selected student. Report templates created here are added to the list of Office Visits By Student Report templates that you can access in Office Visit Reports. See “Running Office Visit Reports” (page 33) for more details on these reports.

Refresh

Refreshes the Office Visits screen. This ensures that you see students in the list who were added through other methods. After you complete a visit with a student and return to the Office Visits screen, click Refresh to ensure you are looking at the most current list of students.

Add Adds a student to the Health Office Visits list.

Edit Allows you to edit the highlighted record. Button is available when student is In Office.

OR


Option Description

Admit Moves student from Waiting status to In Office where Treatment, Disposition and visit specific information can be entered. Button is available when student is in a Waiting status.

Release Student

Discharges student from the Health Office Visit. Button is available regardless of the status.

Void Voids the highlighted record. See “Voiding a Health Record” (page 22) to learn more about this option.

Add Staff Adds a new Health Office Visit record for a staff member who is visiting the office.

Defaults Allows you to save defaults, which makes entering office visits faster. Defaults apply to your user account only—they don’t apply to other users.

Upd Atnd

Updates attendance to account for the time a student spends in the health office. This is available only if you have the security to add or edit attendance. For information about entering attendance, see the WSIPC Guide to Attendance.

Stu History Provides a summary of a student’s past office visits.

View History Quick access to the Office Visit history by date.

Hall Pass Generates a hall pass that you can print for the student to take back to the classroom. For a description of options on the Hall Pass screen, see Table 4.

Table 3 - Description of the buttons available on the Entry by Date main screen

Figure 11 - Hall Pass screen


Option Description

Issued By Your name. You might also choose to use the words “Health Office” or the name of your room.

Report Options

Determines the paper size and whether or not the Absence Code appears on the report. See Figure 12 and Figure 13 for examples of the paper sizes. If you select Print the Absence Code, the Absence Type code and description print on the Hall Pass if an Attendance record exists for that day and period. The Absence Reason does not print.

Time Allowed

Minutes you’re giving the student to get from the health office to class. The number of minutes in the Time Allowed box is automatically added to the current time to determine the time in the Valid Until field on the hall pass.

Report to Classroom

Classroom destination and teacher for the student who is leaving the health room. This information is based on Attendance Period Times and the student’s schedule. The teacher, course and room print on the hall pass.

Table 4 - Hall Pass options

Figure 12 and Figure 13 are examples of a hall pass with Print the Absence Code selected and a Time Allowed of 5 minutes. Note that the Valid Until time is the Time Issued (current time when the pass was printed) plus the Time Allowed. There is also a signature line for the health room personnel to sign before discharging the student.

Figure 12 - Hall Pass on Standard Paper


Figure 13 - Hall Pass on Receipt Paper

Managing Health Office Visits Using Entry by Student The Entry By Student browse allows a health room assistant or nurse to add or manage an Office Visit record for an individual student. All Office visits for the selected student can be viewed and managed from the Office Visit area.

To manage health office visits using Entry by Student:

1. Go to Student Management\Office\HR\OV\BS.

2. Click the arrow next to a student record.

3. Click Add Office Visit.

The process for adding and managing an Office Visit through Entry By Student is the same as it is through the Entry by Date browse. See “Managing an Office Visit Using Entry by Date” (page 23) to learn more about adding and managing Office Visit records using Entry by Date.

Figure 14 is an example of the Office Visit area expanded to show Office Visit records for an individual student. Note that the records for multiple years appear. If void records exist, Voided appears in red. Click Voided to view the voided records.


Figure 14 - Office Visits by Student with the Office Visit area expanded to display records from multiple years and Void in red indicating there is a void record

Entering Health Office Visits Using Student Entry With Student Entry, students can check themselves into the Office Visits Queue. To use the Student Entry method, you can set up a computer workstation where the student can enter the reason for the visit. Once created, this record appears in the Office Visit Master with a Status of Waiting. See Appendix H for quick entry sheets that you can post near the workstation for students to use.

TIP Health Room attendants can also use this entry method to add students to the Office Visit area.

To enter health office visits using Student Entry:

1. Go to Student Management\Office\HR\OV\SE.


• In the Student ID/Key box, type the student’s Other ID or the student Namekey.Click Enter in the upper-left corner when you’re done.

• Click Touch Screen Keyboard to bring up the virtual keyboard. Type thestudent’s Other ID or Namekey and click OK in the upper-right corner whenyou’re done.

3. In the area on the right side of the screen, click the reasons for the visit. Reasons arepredefined by the district. For example, your district may have created Injury as a reason.

4. Click Done. The student is added to the Health Office Visits Queue with a Status ofWaiting.

If you make a mistake when you enter information, do any the following:

• Click Delete Selected to delete a highlighted Reason.• Click Clear to remove all reasons from the Selected Reasons box.• Click Reset Screen to clear the screen and start over.


Figure 15 - Student Check In screen

Entering Health Office Visits Using Quick Entry The Quick Entry screen has three sections: Waiting Queue, Office Queue, and details of the office visit. The Waiting Queue displays students in the Office Visit Master with a status of Waiting. The Office Queue displays students with the status of In Office. Office visit details of the highlighted Office Queue student record appear in the lower portion of the screen.

To enter Health Office Visits using Quick Entry:

1. Go to Student Management\Office\HR\OV\VE.

2. The Quick Entry screen appears (Figure 16). In the Waiting Queue area, click Add.

3. Select the student and enter the office visit details. See “Managing an Office Visit UsingEntry by Date” (page 23) for details on adding and managing Office Visit records.

To update an Office Visit record for a student in the Office Queue:

• Highlight the student in the Office Queue area and click Edit.

To move a student from the Waiting Queue to the Office Queue:

• Highlight the student in the Waiting Queue area and click Admit.


To move a student from the Office Queue to the Waiting Queue:

• Highlight the student in the Office Queue area and click Return.

To release a student from the Office Queue:

• Highlight the student in the Office Queue area and click Release.

Figure 16 - Office Visit Quick Entry screen


Running Office Visit Reports The reports in this section are specific to Office Visits.

To run Office Visit Reports:

• Go to Student Management\Office\HR\OV\RE.

Office Visits by Student You can use the Office Visits by Student Report to print a detailed or summary report of student Office Visits for an individual student, or for a range of students.

Office Visits by Date You can use the Office Visits by Date Report to print a detailed or summary report of student Office Visits for today’s date, or for a range of dates.

Office Visits with Linked Health Records You can use Office Visits with Linked Health Records to print a detailed report of the actual length of time a student spent in the office. The length of the visit appears in Minutes. The report also includes all other Health Records that are linked to that office visit.

NOTE Linked Health Records include Vital Signs, Injury, Physical, and Administered Medication records created during an Office Visit.

Running Office Visits Utilities Only one utility is specific to Office Visits: the Mass Void Office Visit Utility.

Mass Void Office Visit Utility The Mass Void Office Visit Utility allows you to void Office Visit records for students based on specific ranges. Student Office Visit records with a status of Waiting or In Office are not processed. Office Visit records voided during this process are not removed from the system. The updated records are labeled as voided and appear in red on the student’s Office Visits record. You can view changes to the records through the Student Profile change log.

To run the Mass Void Office Visit Utility:

• Go to Student Management\Office\HR\OV Setup\UT\MV.

When you run this utility, you must use the Preview Data to Process option before you can choose Run the Update. After you run the update, a report of voided records generates.


Managing Vaccinations You can use the Health Records module to manage all of a student’s vaccinations. Vaccinations in the Health Records module conform to the Federal Vaccination Standards.

Understanding the Difference between Vaccine and Vaccination Before you begin working with vaccinations, it is helpful if you understand the difference between the way the terms vaccine and vaccination are used in the Health Records module. A vaccination defines one or more vaccines needed to meet the requirements for an immunization. For example, the vaccination HBV contains the vaccines HepB and HepHB.

Accessing Vaccination Records You can access vaccination information using any of the following access points:

• Vaccination Quick Entry (Student Management\Office\HR\VA\VE) • Vaccination by Student (Student Management\Office\HR\VA\BS) • Health Profile (Student Management\Office\HR\PR\Vaccinations tab) • Health Browse (Student Management\Office\HR\BR\Vaccinations) • Student Profile (Student Management\Students\ST\PR\Health tab\Vaccinations) • Student Profile (Student Management\Students\\PR\Health tab\Vaccinations sub tab)

Regardless of which access point you use, data entry takes place on the same Vaccination Entry screen. This Guide shows you how to enter vaccinations using the Vaccination Quick Entry access point.

Understanding Compliance Based on Student Entry Date When a student enrolls, they may be out of compliance for a required school vaccine. Washington State law, WAC 246-105-020 Section (14), (a), provides students a 30-day grace period during which they must make satisfactory progress toward being in compliance. The system automatically applies 30 days of conditional status from the date the student first attends school, if that date is entered in the Student Entry Date field. NOTE The use of Student Entry Date is not required. However, if you want to track the

first 30 days of school attendance for vaccination compliance, you must enter a date. The student’s entry date from their enrollment record is not used.

To use Student Entry Date to calculate 30 days of conditional status:

1. Go to any vaccination access point listed in “Accessing Vaccination Records” (page 34).



3. Click Stu Entry Dt (see Figure 17).

4. In the Student Entry Date box, enter the date the student first attended school.

5. Click Save.

Figure 17 - Vaccinations screen with Student Entry Date outlined

Entering Vaccinations When a new student enrolls or an existing student receives additional vaccines, you must update the student’s vaccination record. If you don’t update the record, the student may appear on Vaccination Compliance Reports as out of compliance when they are not.

Before entering vaccines, you should:

• Understand how the Vaccination Entry screen works.• Know how to customize entry settings on the Vaccination Entry screen.• Know how to customize the display on the Vaccination Entry screen.

This section explains each of these topics and then shows you how to add a vaccine.


Understanding How the Vaccination Quick Entry Screen Works The Vaccination Quick Entry screen is where all activity related to entering vaccinations takes place. The actions take place in the following four areas, so it’s important for you to understand where these areas are and how to use them:

• Student Information• Vaccine Dose Add/Edit• Vaccination Information• Entry Settings

Figure 18 shows where each of these areas appears on the Vaccination Quick Entry screen.

Figure 18 - Vaccination Quick Entry screen outlining the Student Information, Vaccine Dose Add/Edit, Vaccination Information and Entry Settings areas

Each area is described briefly below. In the description, you are told whether another part of the Guide discusses the area in more detail because the area is used in a process.


Student Information Area The Student Information area provides general demographics information about the selected student. In this area, you also customize display settings. You’ll learn more about customizing display settings in “Customizing the Display on the Vaccination Quick Entry Screen” (page 40).

Entry Settings Area You access the Entry Settings area using the Entry Settings button. This area lets you customize settings to make data entry faster and is explained in detail in “Customizing Entry Settings on the Vaccination Quick Entry Screen” (page 38).

Vaccine Dose Add/Edit Area In the Vaccine Dose Add/Edit area, you enter or edit vaccine information. These processes are explained in “Adding a Vaccine” (page 42) and “Editing a Vaccine” (page 44). A waiver exempts a student from the Vaccination Compliance Group requirements. Because waivers are applied to a vaccination, they exempt the student from all vaccines linked to that vaccination. There are several different kinds of waivers.

Vaccination Information Area The Vaccination Information area shows all vaccinations that have been entered for a student. The columns across the top (such as POL and VAR) represent a vaccination, and the rows represent information about each dose for that vaccination. The top rows in each column (SHORT DESC, OVR GRP, WAIVER, WAV CLAIM, and LINKED) contain general information about the vaccination. Information about specific doses appears below this general information.

As you’ll see in “Customizing the Display on the Vaccination Quick Entry Screen” (page 40), you can cause many rows of information to appear in the Vaccination Information area. However, the Vaccination Information area always shows several default rows (Figure 19). Table 5 describes several default rows in the Vaccination Information area.

Figure 19 - Default rows in the Vaccination Information area


Option Description

OVR GRP Overrides the compliance requirements for this vaccination. This option is not recommended for Washington State users.

WAIVER Type of waiver if this vaccination is to be waived.

WAV EXP DATE Date the Temporary Medical waiver expires. Table 5 - Description of additional fields in Vaccination Information area of Vaccination Entry screen

This is also where you edit or remove a vaccination (although the Edit button is in this area, you do the actual editing in the Vaccine Dose Add/Edit area after clicking the Edit button). You’ll learn how to edit or delete information in “Editing a Vaccine” (page 44) and “Deleting a Vaccine Record” (page 45).

A waiver exempts a student from the Vaccination Compliance Group requirements. Because waivers are applied to a vaccination, they exempt the student from all vaccines linked to that vaccination. There are several different kinds of waivers.

Customizing Entry Settings on the Vaccination Quick Entry Screen Before you begin entering vaccine information, customize data entry settings. This makes data entry much more efficient. Once you define your entry settings, they are attached to your user name and stay in place until you change them.

To customize entry settings on the Vaccination Quick Entry screen:

1. Go to Student Management\Office\HR\VA\VE.

2. Click the Entry Settings button in the upper-right corner.

3. Configure the Settings screen (Figure 20). Table 6 describes the options on this screen.

4. Click Save.

Figure 20 - Entry Settings for Vaccination Entry


Option Description

Clear date with every added/edited dose

Clears the Date box when you add or edit a dose. This is useful when you enter multiple doses of the same vaccine such as when you enter new student vaccination information.

Clear Vaccine with every added/edited dose

Clears the Vaccine box when you add or edit a dose. This is useful when you enter multiple vaccines administered on the same date.

Disable Dose field

Skips the Dose box when you tab through the screen. Because it is uncommon to enter half a dose, it may be helpful to disable this field. If a student receives a half-dose, you can enter this information through the Vaccination tab in Health.

Disable Comment field Skips the Comment box when you tab through the screen. Because Washington State doesn’t require that the Comment box contain information, it may be helpful to select this check box.

Disable Lot # field Skips the Lot # box when you tab through the screen. Because Washington State doesn’t require that the Lot # box contain information, it may be helpful to select this check box.

Table 6 - Description of options on the Settings screen.


Customizing the Display on the Vaccination Quick Entry Screen Before you enter a vaccination for the first time, customize your display settings. This ensures that all of the areas you need for entering vaccination information are available. For example, if you don’t select the Display Waiver Claim Date check box, you won’t be able to add a waiver date when adding waiver information. Once you define your entry settings, they are attached to your user name and stay in place until you change them.

To customize the display on the Vaccination Quick Entry screen:


2. In the upper-left area of the screen, select the check box in the Student Information areafor any type of information that you’ll add when you enter vaccination information.

When you select a check box, a row related to that check box appears in the Vaccination Information area at the bottom of the screen. For example, if you select the Show Vaccination Desc Row check box, a new row labeled SHORT DESC appears in the Vaccination Information area. This is why it’s important that you configure your display settings first. If you don’t, you may not see all of the information you need when you enter vaccination information.

Figure 21 and Figure 22 show the difference in the Vaccination Information area when no check boxes are selected and when all check boxes are selected.

Figure 21 - Vaccination Information area when no display options are selected


Figure 22 - Vaccination Information area when all display options are selected. Notice that the area is nearly twice as large because all rows now appear.


Adding a Vaccine Once you configure the display settings on the Vaccination Information Entry screen and customize your entry settings, you’re ready to begin adding vaccines.

To add a vaccine:



3. In the Vaccine Dose Add/Edit area (Figure 23) in the upper-right corner of the screen,enter the date the vaccine was administered and select the vaccine that was administered.

Table 7 describes the options in this area.

TIP To keep your hands on the keyboard while entering data, press Tab on your keyboard after entering information in the Date and Vaccine fields. Press Tab one more time to activate Add Dose. Press Enter on your keyboard to enter this dose rather than using the mouse to click Add Dose.

4. Click Add Dose. The dose is added to the Vaccination Information area at the bottom ofthe screen.

5. Repeat steps 3 and 4 until you’ve entered all vaccines and doses.

6. Click Save.

You may also have waiver information to enter. To learn how to enter waiver information, see “Adding a Waiver” (page 43) below.

Figure 23 - Vaccination Entry screen. The Vaccine Dose Add/Edit area of the Vaccination Entry screen is outlined by a red box. The Dose, Comment and Disable Lot # boxes have been disabled in Entry Settings.


Option Description

Date Dose administration date.

Vaccine Vaccine administered to the student.

Combo Combo vaccine administered to the student.

Dose Amount administered. Enter 1.0 for a full dose. Enter .5 if the student is on an alternate schedule and received half the regular dose. Doses entered as .5 are recognized and calculated into compliance requirements.

Comment Unique comment regarding this dose. Comment Codes are not required in Washington State. (The Comment Code !4# Pertussis was used by the Vaccination Conversion Utility and is not used).

Lot # Manufacturing information. Lot # is not required in Washington State. Table 7 - Description of options on the Vaccination Entry screen

Adding a Waiver A waiver exempts a student from the Vaccination Compliance Group requirements. Because waivers are applied to a vaccination, they exempt the student from all vaccines linked to that vaccination. There are several different kinds of waivers. Table 8 describes each waiver type.

Exemption Reason for Exemption Waiver Type

Medical (MED) Medical reasons. M

Temporary Medical (TMD)

Temporary Medical. Enter expiration date of exemption. M

Personal (PER) Personal reasons. P

Religious (REL) Religious reasons. R

Religious Membership (RMB) Religious Membership reasons. R

Verified/Titer (TTR) Student is immune and has provided the required laboratory test results verifying immunity. O

Verified (VER) Student has provided the required laboratory evidence of immunity. O

Table 8 - Waiver Types for use on Vaccinations


To add a waiver:


2. Use the Student box in the upper-left corner to select a student.

3. Locate the Waiver row in the Vaccination Information area and select a Waiver Code.

4. Enter the Expiration Date if Temporary Medical Waiver is selected.

5. Repeat step 3 and 4 for all vaccinations to be waived.

6. Click Save.

Editing a Vaccine When editing an existing vaccination through Vaccination Quick Entry, Dose, Comment and Lot # are the only boxes you can edit, if they are not disabled through Entry Settings. If these boxes are disabled, edit vaccine records through the Vaccinations tab in Health Profile. To edit a vaccine:


2. Click the Vaccinations tab.

3. Click the Vaccinations sub-tab.


5. Highlight the vaccine to be modified and click Edit.

6. Make the appropriate edits in the Date, Dose, Comment, or Lot boxes on the Vaccination Maintenance screen (Figure 24).

7. When you are done editing the vaccine, click Save.


Figure 24 - Editing a Vaccine on the Vaccination Maintenance screen

Deleting a Vaccine Record You can delete Vaccine dose records created in error.

To delete a vaccine record:



3. Click the Vaccinations sub-tab.


5. Locate the vaccination that contains the vaccine to be removed and click Edit.

6. Locate the vaccine dose to be removed and click Del.

7. Click Save.


Determining Student Vaccination Compliance Through the Vaccination area, you can determine whether a student is in compliance for a specific vaccination without having to run Washington DOH Out of Compliance Reports. The Health Records module uses Compliance Groups to determine whether a student is in compliance. To learn more about Compliance Groups, see “Appendix A – Understanding Vaccination Compliance Groups.” The Compliance information on the Vaccination screens meets both Washington State and federal reporting requirements.

You can view vaccination information to quickly identify whether or not the student is out of compliance for a vaccination and determine why from the same location.

To determine student vaccination compliance:



3. Click the Vaccinations sub-tab. Vaccinations with an asterisk next to them are out ofcompliance.

4. Highlight a vaccination and click Compliance. See Figure 25 for an example of a studentwho is out of compliance.

5. After you review the compliance information, click Back to return to the Vaccinationsscreen.

Example: In Figure 25, the Compliance area shows that the student is out of compliance for Hepatitis B because he has only two doses, but three doses are required.

Figure 25 - Rules for the selected vaccination appear, including notes that explains why the student is out of compliance.


To understand why a dose is not included in compliance calculations, pause your mouse pointer over the red vaccination. In Figure 26 below, the mouse pointer is paused over the highlighted (red) vaccination and a pop-up message provides information.

Figure 26 - Pausing your mouse pointer over the highlighted (red) vaccination box reveals why the dose is not included in compliance calculation.


Running Vaccination Reports The reports in this section are specific to Vaccinations.

To access Vaccination Reports:

• Go to Student Management\Office\HR\VA\RE.

Vaccination Report The Vaccination Report generates letters notifying guardians of student immunization deficiencies. See “Generating Vaccination Letters Using the Vaccination Report” (page 50) for information about generating these letters.

NOTE You can clone Vaccination Report templates to other Entities.

Vaccination Letters Report The Vaccination Letters Report does not actually generate letters: it generates a list of students who have been sent a Vaccination Letter. You must run the Vaccination Report for data to be reported on the Vaccination Letters Report.

NOTE You can clone Vaccination Report templates to other Entities.

Shot Record Report The Shot Record Report displays vaccination information for a range of students or individual students helping you identify students with or without doses for specific vaccines. This report can help identify students at risk during an outbreak or students who have not completed a vaccination series.

Washington State Health Reports The reports in this section are specific to Washington State Health Reports.

To access Washington State Reports:

• Go to Student Management\Office\HR\VA\RE\SR.

Washington State Department of Health (DOH) requires districts to report on the immunization status of its students. The following two reports provide this information:

• Department of Health Annual School Report• Preschool Immunization Status Report


You can submit both of these reports to the Washington State Department of Health by emailing a comma separated value (.csv) export file to a designated email address.

TIP These reports use the Entry Grade Level from the Washington Information area of School Codes (Student Management\Office\OF Setup\PS\CO\SC).

Department of Health Annual School Report The Department of Health Annual School Report consists of the following four reports:

• At Risk Detail Report – A full vaccination history for all students who are out ofcompliance and/or have a qualifying exemption or a conditional status.

• At Risk Summary Report – A one-line summary for all students who are out ofcompliance and have a qualifying exemption or a conditional status.

• Out of Compliance Detail Report – Lists students who fail to meet DOH requirements forone or more vaccinations.

• Required School Immunization Status Report – Provides information on theimmunization status of students at individual schools within a district. This report can berequested for a single school Entity, multiple school Entities, or all school Entities withina district.

Preschool Immunization Status Reports The Preschool Immunization Status Reports consists of the same four reports options as the Department of Health Annual School Reports. However, these reports are specific to preschool students.

Creating and Exporting Immunization Status Reports The Washington State Department of Health’s preferred method for reporting the School Age and Preschool Immunization Status Reports is for districts to email a comma separated value (.csv) file to a designated email address. Both the Required School Immunization Status Report and the Preschool Immunization Status Report have the capability to create an export file. For detailed instructions on how to create and export these reports to WA State Department of Health see “Appendix I – Creating and Exporting the Required School Immunization Status Report” and “Appendix J – Creating and Exporting the Preschool Immunization Status Report.”


Generating Vaccination Letters Using the Vaccination Report The Vaccination Report notifies guardians of student vaccination deficiencies and vaccination status.

Understanding the Difference between Vaccination Letters and the Vaccination Report Although there is a report option in the Vaccination Reports list called Vaccination Letters, this option does not actually produce Vaccination Letters. It simply provides a report of students who have been sent letters. To generate Vaccination Letters, you must run the Vaccination - VA Report (Figure 27).

Figure 27 - List of Vaccination Reports. The Vaccination Letters Report doesn’t produce letters—the report labeled Vaccination does produce letters.

In the following section, the term “vaccination letters” refers to the Vaccination Report.

Understanding Vaccination Letter Formats You can create a Vaccination Letter Template for each type of letter your district sends out. Some common notifications include the following:

• Notice of Vaccination Deficiency – A letter notifying a guardian that their student’s vaccination record shows deficiencies. See “Appendix C – Example of a Notice of Vaccination Deficiency Template.”

• Pre-Exclusion Notice for Vaccination Deficiency – A letter notifying guardians that their student may be excluded from attending school due to vaccination deficiencies. See “Appendix D – Example of a Pre-Exclusion Notice for Vaccination Deficiency Template.”

• Order of Exclusion from School – A letter notifying a guardian that their student is being

excluded from school due to vaccination deficiencies. See “Appendix E – Example of an Order of Exclusion from School Template.”

• Senior Immunization Record – A letter that your district may send to students who are

seniors as a courtesy to provide them with their vaccination record prior to graduation. See “Appendix F – Example of a Senior Immunization Record Template.”


TIP Create Vaccination Report templates at Entity 000. This allows you to create and manage the text of the report output from one location. Otherwise, you must create a template in each Entity. Once you create a template at Entity 000, users who have security access to Vaccination Reports at Entity 000 can clone the template. They can then modify the ranges to target students in their Entity.

Creating Vaccination Letter Templates The Vaccination Report allows you to create letters to notify guardians of student vaccination deficiencies and vaccination status. These letters are created using predefined formats or a custom format designed specifically for your district.

To create a Vaccination Letter Template:

1. Go to Student Management\Office\HR\VA\RE\VA.

2. Highlight the Legal Letter – Regular template and click Clone to import the Skywardpredefined mail merge text and format.

NOTE To create your own letter template without predetermined formatting of text or merge fields, click Add.

3. Configure the Edit Report Ranges screen (Figure 28, Figure 29, and Figure 30). Table 9describes the options on the screen. At the bottom of the screen is an area called LetterOptions (Figure 30). When you reach this area, go to step 4.

4. Expand the Letter Options area.

5. If you cloned a Skyward template, remove any unwanted text.

6. To add customized text, place your cursor in the desired location and begin typing.

7. As you customize text on the template, you can add fields that pull information from thedatabase about a student and their vaccination information. This is called adding a mergefield. To add a merge field, do the following:

a. Click the Merge Fields button. The Add Merge Fields dialogue box appears.“Appendix B – Vaccination Report Merge Fields” lists all available databasefields that you can insert into your vaccination letter.

b. Click the arrow to the right of the Merge Fields box to display the available fields.

c. Click a field to place it in the body of the letter.


d. Continue typing and inserting additional fields as needed.

NOTE You can add merge fields as you type. However, you cannot move the cursor to a different location in the body of the letter to add a merge field while the Add Merge Fields dialogue box is open. To add a field to a location other than where your cursor is currently located, click Done on the Add Merge Fields dialogue box. Place your cursor where you want to add a field and repeat Steps 6 and 7 above.

e. When you finish adding merge fields, click Done.

TIP To delete a field added in error, highlight the field and press Delete on your keyboard.

8. When you finish adding text and fields, use the formatting toolbar to modify text. Forexample, you can use the toolbar to create italic font and add a numbered list. To find outwhat a tool does, pause your mouse pointer over the tool and read the tool tip.

9. When you finish customizing your letter, click Save or Save and Print.

See “Appendix H – Quick Reference Process Sheets” for quick instructional sheets that you can distribute to health staff to assist them in generating Vaccination Letters.


Figure 28 - The top part of the Edit Report Ranges screen which contains the following areas: Template Settings, Report Type, Additional Student Ranges, and the Vaccination Report.


Figure 29 - The Latter options area of the Edit Report Ranges screen


Figure 30 - The Email Options area of the Edit Report Ranges screen


Print Options – Form Type Determines the type of report to generate.


Vaccination Report Creates a report of students who are either in compliance or out of compliance for selected vaccinations.

Mailing Labels Generates mailing labels for students who meet the specified criteria.

Letter Generates a letter for each student who meets the specified criteria using predefined text and mail merge fields.


Additional Student Ranges Allows students for inclusion to be further defined.

Options in this Area Description of Options

Date of Birth Limits the report to students within specified birth dates.

Include All Home Language Codes

Includes all home languages. This may be helpful if you create a template in a language other than English to generate letters for students with the same home language as the language the letter in this template is written in.



Include All Student Language Codes Includes all student language codes.

Compliance Filters students based on their compliancy status. For example, if you select Out Of Compliance Only, only students out of compliance for a selected vaccination appear.

Exclude Conditional Students From Non-compliant List

Prevents students with a compliance status of Conditional from being included on the report.

Transfer Students

Filters students based on their enrollment date. For example, if you select Print Only Transfer Students, only students that have been enrolled a specified number of days from a specified date appear. The enrollment record for the Entity is used.

Enrolled [##] days from [mm/dd/yyyy]

Filters students based a grace period from a defined date.

Available when Transfer Students is set to Exclude Transfer Students or Print Only Transfer Students.

Use Current Select to use current date as the date from which the grace period for newly enrolled students is calculated.

First Entry Date Select to use first enrollment date (oldest date).

Last Entry Date Select to use last enrollment date (most recent date).


Vaccination Ranges Defines the Vaccinations and compliance ranges.

Options in this area Description of Options

School Year Defaults to current school year. You can clear the Use Current check box to change the school year.

Compliance Date the system uses to determine compliance.

Date Age Effective Date the system uses to calculate the student’s age to determine compliance.

Print All Vaccination Types

Prints all vaccination types. To select specific vaccinations, clear this check box and click Vaccinations. For example, if you want to determine which sixth grade students need an additional MMR vaccine, you can limit the report to MMR only.



Vaccines

Determines whether Vaccine doses that are valid, invalid, or both are included. A possible Invalid vaccine is one that was administered before the time interval was met. The dose is skipped in the compliance calculation.

Groups Determines which Vaccination Compliance Group is included.

Waivers Filters vaccinations based on waiver selections.

Compliance Filters vaccinations based on the student’s compliance to vaccinations. For example, if you select In Compliance Only, only vaccinations for which the student is in compliance appear.

Doses Filters vaccinations based on dose administration.

Include All Comments Includes all Dose Comments. Clear the check box to select specific Dose Comments.

Display Filters vaccinations based on selected comments. Available only when you clear the Include All Comments check box.

Dose Due Date Filters vaccinations based on the Dose Due Date.


Letter Options Identifies the type, configuration and text of the letter.


Letter Type

Identifies which Letter Type you are sending. Select Legal Notice 1 if these letters are the first notification of vaccination deficiency, and select Legal Notice 2 if these are the second notification.

Legal Notice Deadline Number Specifies whether this is the first or second legal notice deadline.

Legal Notice Date

The date you enter here is included in the letter wherever you insert the Legal Notice Date field. You can use it to track when the notice was sent out or to indicate a date by which you want the guardian to respond to this notice.

Paper Size Allows you to determine what size of paper to print the letters on.



Update the records of the students that letters were printed for

Allows the system to track which letters were sent, how many were sent, and when they were sent. You can then report on this information using the Vaccination Letters Report. Select this option when you send out these notices. If you are running the letters for review only, do not select this option.

Print Dose Due Date When using the Immunization Record on File or Non-Compliant Vaccinations Merge fields, the next Dose Due Date appears when the vaccination is Conditional or Out of Compliance.

Only Show Required Vaccinations needed for student’s Age or Grade

Prevents vaccinations that are not required based on a student’s age or grade from appearing on the report.

Exclusion Letter Include Shows that an Exclusion letter was sent, on the Vaccination Letter Report. It is visible only when you select the Letter Type of Legal Notice 2. This option is available only when the Letter Type is Legal Notice 2.

Body of the Letter

When you clone an existing Skyward template the text that appears may not conform to your district’s policies and you may need to update it. You can use the imported formatting as a guide in field placement.


Email Options Defines who the Vaccination letters are emailed to.


Email to Guardians as Attachments Allows the letter to be sent as an attachment to an email.

Families to Email Defines which families will receive the letter via email.

Guardians to Email Identifies which guardians of the selected families will receive the letter via email.

Email Subject Defines the Subject line of the email. You can use the default text or customize it.

Email Body Defines the content of the email. You can use the default text or customize it.



Report Printing Fields When the Form Type in the Print Options area is Vaccination

Report these options allow you to determine what is included on the report.


# Characters The number of characters wide the report will be, based on the Columns on Report that you select.

Orientation Determines whether the report is Portrait or Landscape. Select the Force to Print Landscape check box to always print Landscape orientation.

Columns on Report Determines what information is included on the report. Click Add to select merge fields. See “Appendix B – Vaccination Report Merge Fields” for a list of the available fields.

Print Confidential Phone Numbers

Prints confidential phone numbers when selected. If this option is not selected, **CONFID** prints if a phone number is marked as Confidential.

Print Dose Quantity When selected, prints the dose, such as 1.0 or .5.

Print Vaccine When selected, prints the Vaccine that was administered, such as DTaP or VAR.

Print Non-Required Vaccines

When selected, reports on Vaccines required or tracked by your district that are not required by the WA State Department of Health, such as H1N1.

Suppress Out of Compliance Indicator

Prevents the asterisk (*), that indicates a student is Out of Compliance, from printing on the report.

Print Vaccination Dose Comment Codes

Prints Vaccination Dose Comment Codes. These codes are not used in Washington State.

Print Dose Due Date When selected, includes the Dose Due Date.

Print Out of Compliance Details

When selected, includes the explanation of why a student is out of compliance. For example, if a student has two Doses and a complete series requires three, they are out of compliance.

Print Waiver Expiration Dates

When selected, prints the date a Temporary Medical waiver expires.



Page Break Determines if there is a page break on the First Sort, First and Second Sort, or no page break.

Print Determines whether the Report, Summary, or both are printed.


Create Discipline Offense

To create a discipline record for non-compliant students in the Create Discipline Offense area of the template, see the “Adding

an Offense” section of the WSIPC Guide to Discipline.

Note: This option is available only when the Form Type in the Print Options area is Vaccination Report.

Table 9 - Description of the options on the Edit Report Ranges screen


Running Vaccination Utilities Vaccination Utilities allow you to manage multiple vaccination records at one time.

To run Vaccination Utilities:

• Go to Student Management\Office\HR\VA Setup\UT.

Import State Vaccinations Each year, Skyward updates the State Vaccinations, along with Groups and Rules, based on the current state requirements. This utility loads the most current version of the State Vaccinations, Vaccines, Groups and Rules.

Clone District Vaccines from Year to Year The Clone District Vaccines From Year To Year Utility clones selected District Vaccinations to a selected school year. It overwrites any existing compliance groups, rules, or boosters assigned to the vaccination.

Mass Reassign Vaccines The Mass Reassign Utility moves vaccine doses that are incorrectly entered. When you run this utility, you are required to preview the data before you can run the update. After you run the update, a report shows the number of students and vaccine records processed.

Mass Assign Vaccine Doses The Mass Assign Vaccine Doses Utility adds vaccine dose records to many students at once. This utility is useful if a vaccination clinic is held in your district where students are inoculated with a specific vaccine. A report lists the total number of students with vaccine dose records created and the total number of vaccine dose records created. The report also lists the students to whom the vaccine dose was assigned.

Mass Delete Vaccine Doses The Mass Delete Vaccine Doses Utility deletes all doses within the date ranges for the selected vaccines. When you run this utility, you are required to preview the data before you can run the update. After you run the update, a report shows the number of student, vaccine and waiver records deleted.

Mass Delete Waivers The Mass Delete Waivers Utility deletes specific waivers within the date ranges for the selected vaccines. When you run this utility, you are required to preview the data before you can run the update. After you run the update, a report reflecting the total number of students and deleted waiver information, is generated.


Invalid Vaccine Audit This report runs for the entire district and sorts by Entity. It checks all student vaccination records (active and inactive) and reports the following errors:

• Vaccination Has a Future Date• Vaccination Dates Older Than Student

This report can help you clean up vaccination records.

Merge Duplicate Vaccine Dates This utility compares vaccine dose dates and merges duplicate records. When you run this utility, you are required to preview the data before you can run the update.

Delete Required Vaccinations This utility deletes district-created vaccinations. However, because Skyward creates and maintains all required vaccinations based on Washington State requirements, Washington State districts should not create vaccinations and therefore they don’t need to use this utility.

Mass Delete Vaccination Letters This utility deletes sent vaccination letter records. It is useful when vaccination letter records were created in error.

Merging Vaccination Codes You can merge Vaccine Dose Comment Codes to remove duplicated or unwanted codes. To merge Vaccine Dose Comment Codes, go to Student Management\HR\VA Setup\MC. See “Merging Health Codes” (page 121) to learn more about merging codes.


Managing Medications A medication record reflects medication that a student receives at school. You can use the Health Records module to maintain medication and dosage records for students receiving medication at school. Medication records include the name of the medication, dose and frequency information, and the date and time the medication is administered to the student.

NOTE Before you can use the Health Records module to manage medications, Medication Codes must exist.

Accessing Medication Records You can access Medication Records using any of the following access points:

• Entry by Student (Student Management\Office\HR\ME\BS)• Health Profile (Student Management\Office\HR\PR\Medication tab)• Health Browse (Student Management\Office\HR\BR\Medication)• Student Profile (Student Management\Students\ST\PR\Health\Medications tab)

Regardless of which access point you use, data entry takes place on the same screen. This Guide shows you how to work with Medication records using Entry by Student.

To access Medication records using Entry by Student:

1. Go to Student Management\Office\HR\ME\BS.

2. Click the arrow next to a student’s name.


Using the Entry by Student Browse to View Medication Records When you expand a student record in the Entry by Student browse, three headers are revealed: Student Details, Health Contact Information, and Medication. You can expand the Student Details header to view basic demographic information on the student. Expand the Health Contact Information header to view alert and health care provider information. When you expand the Medication header, the student’s medication records appear. Figure 31 is an example of the Medication header expanded to display the student’s medication records.

Figure 31 - Medication header of Entry By Student expanded to display medication records, which are outlined by a red box

The School Year field in the expanded Medication area allows you to view medications for the Current Year, All Years or Historical only (Figure 32).

Figure 32 - School Year options after expanding the Medication area

The Scheduled Medications For area shows scheduled medications for the student. You can click the Legend link to find out the meaning of the highlighted color associated with the scheduled medications.

All changes made to medication records are tracked in a log. Click Log to view changes made to a medication.


Adding and Scheduling Medication Records To record medication given to a student, you must create a medication record to define the medication and dosage. This allows the health room assistant or nurse to run reports identifying which students have not received their medication. If a student is to receive the medication on a regular basis during the school day, you can schedule the medication. Not all students and medications need to be scheduled.

You can enter a medication administration schedule at the same time you enter the medication, or at a later time. You must enter this information for each student—there is no mass add option. If a medication is distributed all year, the Start Date should be the first day of attendance and the End Date should be the last day of school. If the student withdraws or stops taking the medication, you must modify the End Date so that the medication does not show up as a missed dose.

To add and schedule a Medication record:


2. Select a student and expand the record.

3. Click Add Medication.

4. Configure the Add Medication screen (Figure 33). Table 10 describes the options on thisscreen.

5. If you select Scheduled in the Distribute box, additional information is required toidentify the medication administration schedule. See Figure 34 and Table 11 for adescription of the required information. To add an administration schedule:

a. Expand the Schedule area at the bottom of the screen.

b. Click Add Medication Schedule.

c. Configure the Add Medication screen.

d. Click Save. The medication schedule appears in the Schedule section at thebottom of the Add Medication screen.

NOTE If the student is given more than one dose of a medication per day at school, create a Medication Schedule record for each dose to be administered.

6. Click Save.

Add a separate medication record for each type of medication the student is taking.


Figure 33 - Add Medication screen

Option Description

School Year School year.

Reviewed Specifies whether a nurse has reviewed the medication.

Start Date Date the student starts taking this medication.

End Date Date the student is no longer required to take this medication. If the medication is to be taken for the entire school year or the end date is unknown, enter the last day of school.

Distribute Specifies how the medication is to be distributed.

Duration Number of days the student should receive this medication. Primarily used for short-term medications.

End Status

Defines the manner in which the medication has or will be stopped. Select Normal for medications the student is currently receiving. Select Stopped for medications for which administration is discontinued.


Option Description

Office Number Number assigned to medications that are stored in your health room and/or school. This is helpful in determining where the mediation is stored.

Doctor Form Received Confirms that a doctor’s medication form was received.

Parent Release Form Received Confirms that a parent’s release form was received.

Medication Name of the medication.

Dosage Unit Form in which the medication is to be administered. For example, 250 mg tablet.

Max Units Per Dose Maximum units allowed per dose, such as two tablets.

Max Doses Per Day Maximum number of doses the student can receive in a day.

Location Where the medication is administered.

Prescribed by Name of prescribing health care provider. Defaults to the physician listed on the student’s Emergency tab.

Comment Predefined Health Comment.

Note Notes about this medication.

Medication Administration Instructions

Special administration instructions, such as, “Student swallows tablets with juice, not water.”

Table 10 - Description of the options on the Add Medication screen


Figure 34 - Options on the Medication Schedule when the Distribute method is Schedule


Medication Information The information in this area is populated from the medication record.


Schedule Medication Identifies the schedule on which the medication is administered


Start Date The first date the medication is to be administered.

End Date The last date the medication is to be administered.

Doses to Administer Identifies how many doses to administer at this scheduled time.

Time Identifies the time of day the dose is to be administered.

Period Identifies the period of the day the medication is to be administered.

When If medication is administered during a specific period, identifies the beginning, middle or end of the period.



Day of the Week Identifies which day(s) of the week the medication is to be administered.

Entity Identifies the Entity in which the medication administered.

Administered by Identifies who administered the medication.

Location Identifies where the medication is administered. Table 11 - Descriptions of the options on the Schedule Medication screen.

Administering a Medication You can use the Health Records module to track when Scheduled, Requested and As Needed medications are administered. For example, if a student is given two capsules of a scheduled medication in the morning, you can record this event. Expanding the Medication area reveals both scheduled and unscheduled medications for the selected student (Figure 35).

Figure 35 - Scheduled and Unscheduled medications

Administering a Scheduled Medication You can administer medications using any of the following access points:

• Entry by Student (Student Management\Office\HR\ME\BS)• Quick Entry (Student Management\Office\ME\QE)• Health Profile (Student Management\Office\HR\PR\Medication)• Health Browse (Student Management\Office\HR\BR\Medication)• Student Profile (Student Management\Students\ST\PR\Health\Medications)

Regardless of which access point you use, data entry takes place on the same screen. This Guide shows you how to administer medications using Entry by Student.


To administer a scheduled medication:



3. Expand the Medication area.

4. In the Scheduled Medications area, click Administer to record the medication dose.

5. Configure the Administer Medication screen (Figure 36). Table 12 describes the optionson this screen.

6. Click Save.


Figure 36 - The Administer Medication screen

Option Description

Time Time this dose is administered.

Doses Administered The number of units administered during this dose. For example if the Maximum Quantity is two tablets but only one tablet is given, enter 1.


Option Description

Reason Dose Not Given Reason a dose is not given. Available for Scheduled Medications only.

Administered By

Staff member dispensing the medication. This information defaults from the Schedule Information and can be changed to reflect who administered the medication if different than the default.

Entity Entity where medication is administered. This information defaults in from the Schedule Information.

Location Where the medication is administered. This information defaults in from the Schedule Information.

Note Summary Freeform field for short note regarding this dose.

Note Freeform field for detailed note regarding this dose.

Previous Notes Displays notes already entered for this dose. Table 12 - Description of options when entering dose information for a scheduled medication

Administering an Unscheduled Medication If you select As Needed or Requested in the Distribute box on the Medication screen, use the procedure below to record the administration of medication.

To administer an unscheduled medication:



3. Expand the Medication area.

4. Click Administer to the left of the As Needed or Requested medication to beadministered.

5. Make selections in the applicable areas. All options available when you enter a scheduledmedication with the exception of Reason Dose Not Given are available for unscheduledmedications.

6. Click Save.


Using Medication Quick Entry The Quick Entry option displays a list of scheduled medications for the selected date based on your screen selections.

NOTE If a scheduled medication is discontinued, but does not have an End Date equal to or greater than today’s date and an End Status of Stopped, the medication continues to show in Quick Entry. This can make it hard to discern what medication(s) the student is taking.

Use Quick Entry to enter all the medications at the time given or enter them at a later time from Worksheet Request.

To use Medication Quick Entry:

1. Go to Student Management\Office\HR\ME\QE.

2. Make selections in the Medication Information area at the top of the screen.

3. Click Apply.

4. Select the Administer check box for the dose given. Even if the medication was not givento the student, you must select the Administer check box in order to add a Reason DoseNot Given.

5. Enter the dose administration information for this medication. For information onentering dose administration information see “Administering a Scheduled Medication”(page 69).

6. Repeat steps 4 and 5 until you have entered all administered doses. The Medication QuickEntry screen in Figure 37 reflects the entry of doses for a student.

7. Click Save.

NOTE When displaying All Scheduled Medications, if a student’s medication is entered as Administered through Medications by Student, the Health Profile Medications tab, the Student Profile Health Medications tab, or through Medication Quick Entry, you can’t update the record. The Notes icon is green when notes have been entered for a dose, or a dose is administered an hour or more outside the scheduled time.


Figure 37 - Medication Quick Entry screen showing a record selected to enter dose administration information and doses previously marked as Administered

Running Medication Reports The reports listed in this section are unique to Medications.

To run Medication Reports:

• Go to Student Management\Office\HR\ME\RE.

Medication Report The Medication Report details the distribution of medications in the school environment. You might use this report to generate a list of medication records not marked as Reviewed.

Medication Administration by Date You can use the Medication Administration by Date Report to print a report of administered medication records for a single date or range of dates, sorted by date and time administered.

Worksheet Request Report The Worksheet Request Report is a list of scheduled medications for the ranges selected, automatically starting a new page whenever the Date, Entity, Location or Administered By boxes change. You can use the worksheet as a check-off sheet or a tool to note the actual Time, Quantity, and Administered By data for data entry at a later time. You can use this Worksheet when you enter information using the Quick Entry method.


Running Medications Utilities One utility is specific to medications located under Medications Utilities: Mass Void Medications. To run Medications Utilities:

• Go to Student Management\Office\HR\ME Setup\UT.

Mass Void Medications The Mass Void Medications Utility allows you to void medication records for students based on specified ranges. After you run the update, a report of voided records is generated. Medication records voided during this process are not deleted. The updated records are labeled as Voided and appear in red on the student’s medication record. You can view changes to the records through the Student Profile change log.

Merging Medication Codes You can merge duplicated or unwanted medication codes to clean up the Medication Code tables. You can merge Dosage Unit, Medication Type, and Medication Reasons Dose Not Given Codes. To merge Medication Codes:

• Go to Student Management\Office\HR\ME Setup\MC. See “Merging Health Codes” (page 121) to learn how to merge codes.


Managing Individual Health Plans Individual Health Plans (IHPs) allow you to enter vital health plan information for students with special physical and health needs. You can access IHP information from the Health Records, Special Education and Section 504 modules.

An IHP is a form that indicates a student has a health condition that may impact their learning. IHPs can contain, but are not limited to, the following information: demographic information about the student, the illness or health condition, restrictions, medical care plan, and emergency intervention instructions.

Setting Up IHP Forms IHPs are set up through Health Forms where you can create an IHP or make modifications to a cloned Skyward IHP template. All IHP templates are available district-wide, regardless of which Entity you are in when you create the template.

There are ten standard Skyward IHP templates created to meet the care requirements of specific health conditions. The Skyward templates are:

• Asthma• Blank ECP (Emergency Care Plan)• Blank IHP (formatted with tables and text fields)• Cardiac• Diabetic Low• Encopresis• Hydrocephalus-Shunt• Individual Health Plan (not formatted with tables and text fields)• Life Threat Allergies• Seizure Final

The following three areas must be completed before you can use a district-defined IHP template on a student record:

1. Create Forms2. Form Maintenance3. Form Selection


Accessing the Create Forms Screen Before creating an IHP, it is important to understand the features on the Create Forms screen.

To access the Create Forms screen:

• Go to Student Management\Office\HR\HF\CF.

Figure 38 shows the Create Forms screen. Table 13 describes each of the buttons on the screen.

Figure 38 - IHP Templates available on the Create Forms screen

Option Description

Print Generates a PDF for viewing of the selected template(s).

Add Creates a new template within the Form Editor.

Edit Allows you to modify an existing district created template.

Delete Permanently deletes a district created template.

Clone Creates a copy of the highlighted template.

Print Preview Allows you to view the selected template.

Select All Forms to Print Places a check mark in the Print column next to all templates.

Unselect All Forms Clears the check boxes next to all templates.

Export Form Exports the selected template in html format to another location.


Option Description

Import Custom Form Imports a template that has been created in the Skyward Editor and stored in another location in html format.

Prior Templates Allows you to view templates created in previous versions of the Forms Editor.

Table 13 - Descriptions of the buttons available on the right side of the IHP template screen

Creating IHP Forms To create IHP forms to attach to students, you must use IHP templates. There are two ways to create an IHP template. You can create a new IHP template to reflect your district’s IHP format and standards. You can also clone a Skyward IHP template, which provides you with a standard starting point. Both ways are discussed below.

Adding a New IHP Template You can use the standard Skyward IHP templates as they are, or design your own district-defined IHP template tailored to fit your district’s specific requirements.

To add a new IHP template:

1. Go to Student Management\Office\HR\HF\CF.

2. Click Add.

3. Enter the template name in the Form box (Figure 39). See Table 14 for the configurationoptions on the IHP template screen.

4. Type the text of the IHP on the template screen.

5. Add merge fields, text fields, and text areas as you create the IHP template. Text fieldsand text areas are placed into the IHP template to provide a freeform area to enterdescriptive text when creating an IHP for a student. You can set the text style and sizeusing the Defaults menu. To learn how to add merge fields, see “Adding Merge Fields”(page 79). To learn how to set the text style and size for text fields, see “Using theDefaults Menu” (page 80).

Figure 39 - New IHP template screen with field to enter name of this form outlined in a red box


Option Description

System Area of the database that stores this template.

Form Name of the template. When cloning a template, rename it so that it is meaningful to you.

Layout Set page layout to portrait or landscape.

Table Clone a row, delete a row, or delete the entire table. You can use these options to make changes to an existing template, but you will use them most often when you create a new template.

Fields List of the merge fields that are available for placement into the template that pull data from the database and merge it into the template.

Defaults Sets the font style and size for text boxes and text areas.

Save Saves the template without closing the screen.

Save & Close Saves the template and returns you to the Custom Form browse.

Print Prints the current template in PDF format.

Back Returns you to the Custom Form browse without saving. Table 14 - Description of the configuration options on the IHP template screen

Adding Merge Fields As you add text to the template, you can add merge fields that pull information from six areas of the database. Merge fields are available from the following areas:

• Busing Information• Health Contact Information• Emergency Contact• Guardian Information• Miscellaneous

o School Yearo IHP written byo Current Date

• Student Information


To add merge fields to the IHP template:

1. Click the Fields menu in the upper-left corner of the screen.

2. Select an item from the menu for one of the available areas, and click Add.

3. Continue selecting fields until you have added all the fields you need.

TIP To delete a field added in error, click on the field and press Delete on your keyboard.

4. Use the formatting toolbar at the top of the screen (Figure 40) to modify text. Forexample, you can use the toolbar to create italic font or add a numbered list. To find outwhat a tool does, pause your mouse pointer over the tool and read the tooltip.

5. Use the Layout, Table and Defaults menus in the upper-left corner of the screen asneeded. To learn more about using the Table menu, see “Using the Table Menu” below.

6. Click Save & Close.

Figure 40 - Text formatting toolbar

Using the Defaults Menu The Default menu allows you to format the properties of text fields and text areas of the IHP template.

To use the Defaults menu:

1. Click Defaults in the upper-left corner of the screen.

2. Select Textfield Defaults or Textarea Defaults.

3. Configure the options on the Set Defaults screen. Figure 41 provides an example with theTextfield Defaults option selected. Figure 42 shows the same screen with TextareaDefaults selected, and Figure 43 shows an example of the Set Defaults screen with boththe Textarea Defaults and Columns/Rows options selected. Table 15 describes eachoption on the Set Defaults screen.

4. Select Apply to the left of any default value you want to update.

5. Click Save.


Figure 41 - Set Defaults screen with the Textfield Defaults option selected

Figure 42 - Set Defaults screen with the Textarea Defaults option selected

Figure 43 - Set Defaults screen with the Textarea Defaults and Column/Rows option selected


Option Description

Font Determines the font style, such as Arial.

Font Size Sets the size of the typed characters, such as 12.

Bold Displays the text with bold emphasis.

Required Forces the user to enter information for the text field when entering an IHP.

Character Width

Sets the width of the text field which determines how many characters appear on the screen. For example if you set the character width at 25 and allow a maximum of 50 characters, only 25 characters appear in the text field. However, you can scroll to view the entire text, and all characters appear on the printed IHP. Setting this value is optional.

Maximum Characters

Sets the maximum characters allowed in the text field, such as 50 characters. Setting this value is optional.

Align Set the alignment of the text within the text field, such as left justified, right justified, or centered.

Underline Underlines the text entered into the text field.

Disable Resize Prevents a user of the template from resizing the text area. This setting affects all text area boxes on the IHP template.

Disable Auto Resize Prevents the text area from automatically resizing based on the text entered into the area. This setting affects all text area boxes on the IHP template.

Columns Sets the maximum characters allowed in the text field, such as 50 characters. Setting this value is optional.

Rows Set the alignment of the text within the text field, such as left justified, right justified, or centered.

Width This option is available only when you select Textarea Defaults with Pixels. It determines the width of a text area in pixels.

Height This option is available only when you select Textarea Defaults with Pixels. It determines the height of a text area in pixels.

Table 15 - Options on the Set Defaults screen


Using the Table Menu The Table menu has three options: Clone Row, Delete Row and Delete to Last Row. If you add a table using the Table tool in the toolbar, these options allow you to clone or delete rows in the table. When you clone a row, the data within that row is cloned to the new row. If you select Delete to Last Row, the entire table is deleted.

Using the Right-Click Menu To see additional features, place the cursor in a field and right-click with your mouse. Figure 44 shows some of these available features. Table 16 describes each feature.

Figure 44 - Additional features available when you place your cursor in a field and right-click with your mouse

Option Description

Paste Insert an item from your clipboard.

Cell Insert, delete, merge, or split cells, or view cell properties.

Row Insert, clone, or delete rows.

Column Insert or delete columns.

Delete Table Deletes the table.

Cut Table Removes the table and places it on your clipboard.

Copy Table Places a copy of the table on your clipboard.


Option Description

Table Properties View and manage items pertaining to the table. See Figure 45 for options.

Delete Text Field Deletes the text field.

Cut Text Field Removes the text field and places it on your clipboard.

Copy Text Field Places a copy of the table on your clipboard.

Text Field Properties View and manage items in the text field. See Figure 46 for options. Table 16 - Additional feature descriptions

Figure 45 - Table Properties menu


Figure 46 - Text Field Properties menu

Cloning a Skyward IHP Template It is not necessary to create a new IHP template if one of the standard Skyward templates meets your district’s needs. Using one of the standard Skyward templates to clone and make modifications can save you a lot of time. You cannot edit a Skyward template, so you must clone it first. To clone a Skyward IHP template:

1. Go to Student Management\Office\HR\HF\CF.

2. Highlight the template you want to clone.

3. Click Clone.

4. Make changes to the form by adding text and/or merge fields using the Web Form Maintenance screen (Figure 47).

5. Use the text formatting toolbar to modify text if needed.

6. Click Save & Close. Figure 48 shows an example of the Create Forms table when both district-defined and Skyward templates exist.


Figure 47 - The Asthma Health Form after it has been cloned


Figure 48 - The Create Forms browse showing Health Forms for all systems with one district-defined template (highlighted by red box) and ten Skyward templates

Maintaining IHP Templates The second step of creating a new district-defined IHP template is Form Maintenance. This step defines the name of the IHP template that appears when you create an IHP for a student, as well as the name of the IHP template as it appears on the Forms Selection screen.

To maintain an IHP template:

1. Go to Student Management\Office\HR\HF\FM.

2. Click Add.

3. Configure the Form Information screen (Figure 49). Table 17 describes the options on thisscreen.

4. Click Save.

Figure 49 - Form Maintenance Add screen


Option Description

Form Name Name of the IHP template that appears in the list of available IHPs when creating an IHP for a student.

Form Alias Name of the IHP template as it appears on the Forms Selection screen and on the student record.

Health Form Accesses the IHP templates list from which you can select the template you want to use.

Table 17 - Explanation of Form Maintenance Add options

Selecting a Form The third step of creating a new IHP template is Form Selection. In this step, you determine which IHP templates are available for users to select when creating an IHP for a student. All of the Skyward IHP templates, as well as the district-defined templates that you create or clone, appear in the Forms Selection screen.

You can also define the order in which the templates display on the Selection screen when creating an IHP for a student.

To select templates that you can use to create an IHP form for a student:

1. Go to Student Management\Office\HR\HF\FS.

2. Select the Selected check box for each template you want to make available for use (seeFigure 50 for an example).

3. Click Save.

Figure 50 - Form Selection screen with six templates selected (highlighted in red)


Managing IHPs on a Student Record You can access a student’s IHP in the following ways:

• IHP tab in Health Profile (Student Management\Office\HR\PR\IHP tab)• IHP heading in Health Entry by Student (Student Management\Office\HR\BR\IHP)• Health tab in Student Profile (Student Management\Students\ST\PR\Health tab\IHP

subtab)

The processes in this section are the same regardless of the access point. The process below uses Health Profile as the access point.

NOTE You can also view and create IHPs in Special Education (Student Management\Student Services\SE\PR\IHP tab) and Section 504 (Student Management\Student Services\SC\SC\IHP).

Understanding a Student’s IHP Tab In Health Profile, you can create and manage IHPs for an individual student from the IHP tab. If the student has an IHP, an asterisk (*) appears on the IHP tab. Figure 51 shows an example of the IHP tab when a student has an IHP. Table 18 describes each function on the tab.

Figure 51 - IHP tab for a student with an IHP (IHP specific buttons are highlighted in red)

Option Description

IHP tab An asterisk (*) denotes the presence of an IHP.

History Shows the IHP and all revised versions of it.

Print Generates a PDF file of the highlighted record which can be printed.


Option Description

Edit Allows you to make a revised version of the IHP by making changes to it, or re-importing data for merged fields that have changed, such as the student’s address.

Void Allows you to void the highlighted IHP and all existing revisions of it.

Clone Allows you to clone the existing IHP, to create a new IHP. The IHP can be cloned to another school year.

Create IHP Generates a new IHP.

Add File Uploads an attachment to the IHP tab.

Stu HEA Notes Allows you to access the student’s health notes. The number shown on the Stu HEA Notes reflects the total number of current and historical notes.

All Stu Notes Allows you to access all type of the student’s notes. The number shown on the All Stu Notes reflects the total number of current and historical notes.

Table 18 - Description of IHP specific buttons on the IHP tab

Adding a Student’s IHP Students can have one or more IHPs documenting their health care plan for health conditions.

When adding an IHP for a student, information is pre-filled into the merge fields included on the IHP template. Merge fields, such as Physician, may not populate for a specific student if this information does not exist in that field in Skyward’s School Management System.

The IHP form also includes blank fields which are freeform text fields, meaning that no data is pulled from the database because there is no comparable field in Skyward’s School Management System to pull from. Therefore, you must enter information into a text field to complete the IHP.

You can click in any field, including merge fields, to add or edit information. Data you enter onto the IHP form, while stored on the IHP, is not added to the database. For example, if you add data (such as the Physician) to the IHP, it does not populate the (Physician) field information on the student’s Emergency Info tab.

To add a student’s IHP:

1. Go to Student Management\Office\HR\PR\IHP tab.

2. Navigate to the appropriate student.


3. Click Create IHP.

4. Select the School Year.

5. Select the IHP Template.

NOTE Only the IHPs that you mark as Selected in Form Selection, appear.

6. Enter a Comment.

BEST PRACTICE

Use the Comment box to indicate whether this is an initial IHP. Or if not an initial IHP, state what modifications are being made. The Comment appears on the student’s IHP tab and is helpful in identifying what has changed on an IHP without comparing two documents.

7. Click OK.

8. The student’s demographic information is merged into the IHP form (see Figure 52).

9. Complete the information on the IHP, such as entering information into free-form textboxes. See Table 19 for a description of the editing options available when adding anIHP.

NOTE As you enter information into a freeform text field, the text formatting toolbar appears at the top of the screen. The formatting toolbar does not appear when adding data to merge fields or text fields. See Figure 52 and Figure 53 for examples of a partially completed IHP form and the location of special features.



Figure 52 - An IHP form with merged student demographic information before student specific freeform text is added

Option Description

Student Name Located in the upper left corner above the form. This link gives you access to the Student Information screen.

Save Retains the changes made.

Save & Close Retains the changes made and closes the document.

Print Creates a PDF file of the document for viewing or printing.

Back Closes the screen without saving changes. Table 19 - Description of options when generating or updating a student’s IHP


Figure 53 - IHP with modifications and formatting toolbar revealed

Revising a Student’s IHP You can update an existing IHP by creating a copy of it that includes changes. You can make multiple revised versions of the IHP and retail all of the versions in the History area of the IHP.

To revise a student’s IHP:


2. Navigate to the appropriate student.

3. Highlight the IHP you want to revise and expand the school year.

4. Expand the History area.


5. Click Edit next to the version of the IHP you want to update.

6. Configure the Select IHP Form Details screen (Figure 54). Table 20 describes eachoption.

7. Click OK.

8. Make the necessary changes or updates to the student’s IHP. If re-importing data formerged fields, you do not need to update the fields. They automatically populate with themost recent data.


Figure 54 - Select IHP Form Details screen

Option Description

School Year Select the current school year or select the next school year if you are cloning this IHP to the next year.

Clone As New IHP Record

This option is not available during this process. You are creating a revision of the IHP, not creating a new IHP.

To clone the IHP and create a new IHP, see “Managing IHPs on a Student Record” (page 89).

Re-Import Data For Merge Fields

Select this option to update data for merged fields that have changed since the last version of the IHP was created.

Comment

Use the Comment box to indicate what modifications are being made. The Comment appears on the student’s IHP tab and is helpful in identifying what has changed on an IHP without comparing two documents.

Table 20 - Options on the Select IHP Form Details screen


Figure 55 - IHP record expanded to reveal the History area

Working with Revised IHPs When an IHP has been revised, you can perform the following actions:

• View the current version of an IHP.• Print an older version of an IHP.• Create a revised version from another version of an IHP.• Void a version of an IHP.

Figure 56 shows the IHP tab with several versions of a student’s IHP. Table 21 explains the available actions.

Figure 56 - History information on the IHP tab shows that the IHP has been revised once


Option Description

Current Generates a PDF of the most current version of the IHP record.

Print Generates a PDF of an older version of an IHP record.

Edit Creates a new version of the IHP from the version next to the Edit option you clicked.

Void Voids the version of the IHP. Table 21 - Description of options when working with revised IHPs

Adding a File An electronic copy of documents can be attached to a student with an IHP record using the Add File button. The original form should still be retained. However, having an electronic copy is helpful if the original is misfiled or lost. Examples of forms you may want to attach are:

• Doctor’s orders for medication or treatment• Parental Permission form to administer medication or treatment• Health History

When a new file has been uploaded, it is considered to be the parent record. All revisions to the document are linked to the parent record. Revisions to an uploaded file require that you upload the file again. You can view the file by clicking View or Current in the expanded History area on the IHP tab (see Figure 57).

Figure 57 - Click Current or View to view the uploaded file on a student’s IHP tab


To add a file to a student’s IHP tab:


2. Click Add File. The Add File entry screen appears (Figure 58).

3. Verify the School Year.

4. Enter the name of the document in the Form Description.

5. Click Browse and navigate to the document.

6. Highlight the document to upload, and click Open.

7. Enter a comment about the document.

TIP Use the Comment box to indicate what file you are uploading. Or if it is not the initial file upload, what modifications are being made. The comment appears on the student’s IHP tab and is helpful in identifying what has changed in the file without comparing the two files.

8. Click Save.

Figure 58 - Add File screen


Reporting for IHPs The Student Individual Health Plan (IHP) Report allows you to report on all students with an IHP, or to select specific IHPs. To report for IHPs:

1. Go to Student Management\Office\HR\RE\IH\IH.

2. Click Add to create a new template.

3. Configure the Add Report Ranges screen (Figure 59). Table 22 describes the options unique to this report. TIP Use the Print Greenbar option to make the report easier to view.

4. Click Save or Save and Print.


Figure 59 - Add Report Ranges screen for Individual Health Plan (IHP) Report


Option Description

IHP Form Date Defines the date range in which a student’s IHP was created or last revised.

Print HTML IHP Templates Determines which IHP templates are included on the report.

Attachment/PAC/Initial Web Version Filters

Identifies the filter value used to include the following items:

Attachments IHPs that were created in WESPaC IHPs created in previous Web version of the HTML writer

Table 22 - Description of the options unique to the Individual Health Plan (IHP) Report

Viewing IHPs in Educator Access Plus Teachers can view IHPs for their students under My Students in Educator Access Plus. Teachers can also view a student’s IHP through My Gradebook by clicking the student icon or through My Students. Figure 60 shows what teachers see if they have the security level to view IHP information.

NOTE An asterisk (*) appears to the left of IHP if a student has an IHP record. This serves as a quick way to alert a teacher that the student has an IHP.

Figure 60 - A teacher’s view of IHP information for a student


Providing Security Access to IHPs for Teachers In order for a teacher to view IHPs, you must assign security to IHPs in Teacher Access through My Students.

To provide security access to IHPs for teachers:

1. Go to Product Setup\Skyward Contact Access\SE\SG\WS.

2. Select the teacher’s security group and click Edit Security Levels.

3. Assign security to WA\EP\TA\MS\IH.

Viewing IHPs in Family Access Districts can choose whether to display student IHPs for their guardians through Family Access. This is a district setting and cannot be limited to a specific Entity. Figure 61 is an example of what guardians see when they sign in to Family Access and the option to display IHPs is enabled.


Figure 61 - What a guardian sees when a district allows guardians to view their student’s IHP in Family Access


Configuring Family Access to Display IHPs If the district is configured to display IHPs, guardians see an IHP tab when they select Health Information in Family Access.

To configure Family Access to display IHPs:

1. Go to Student Management\Families\FM Setup\CF\DA.

2. Select Display Health Types in the Health Types area of the District Application Settingsscreen (Figure 62).

3. Select Individual Health Plan.

4. Click Save.

Figure 62 - Configuring Family Access to display IHPs


Using the Health Tab in Student Profile You can manage Health records using the Health tab in Student Profile. For example, you can use the Health tab to view health history information, add injury information, or add a student to the Health Office Visits waiting list.

To access the Health tab in Student Profile:

1. Go to Student Management\Students\ST\PR.

2. Click the Health tab on the left side of the screen. The Health tab expands to revealseveral sub-tabs such as All Health, Child Illness and Dental (Figure 63).

3. Click a sub-tab.

Figure 63 - Health tab in Student Profile with the Health Cond sub-tab selected

The screen that appears when you select a Health sub-tab in Student Profile is identical to the screen that appears when you select that tab in Health Profile. For example, the Health Condition screen in Figure 63 that appears when you click the Health Cond tab in Student Profile is identical to the Health Condition screen that appears when you click the Health Cond tab in Health Profile.


Likewise, the data entry screens are the same in both areas. For example, if you click Add on the Health Conditions screen in Student Profile, the data entry screen that appears is the same as the screen that appears when you click Add on the Health Conditions screen in Health Profile.

To learn more about how to use the options under the Health tab in Student Profile, see the following areas in this Guide:

Topic Section of Guide

General information about using tabs to enter Health information

“Entering Health Information Using the Health Profile” (page 10).

Specific information about entering Vaccination Information “Managing Vaccinations” (page 34).

Specific Information about entering Medication Information “Managing Medications” (page 63).

Using Health Office Visits “Managing Health Office Visits” (page 23).

Table 23 - Options under the Health tab in Student Profile


Running Reports The reports in the Health Records module provide a wide variety of information about students’ Health records. This section describes each report.

Health Reports The reports covered in this section are general Health Reports that are not associated with a subset of the Health Records module.

To access Health Reports:

• Go to Student Management\Office\HR\RE.

All Health Report The All Health Report generates one report that includes records for one or more Health record type. You can further specify which records are included for each type of Health record on the report.

Accident/Injury Report The Accident/Injury Report provides data on students who have an injury record. You can sort this report in descending order with recent injuries listed first, or in ascending order with the oldest record first.

Childhood Illness Report The Childhood Illness Report shows which students have had specific childhood illnesses.

Dental Report The Dental Report shows student dental information for students. You can also use it to identify which students do or do not have dental information on record.

Disability Report The Disability Report identifies which students have specific disabilities recorded in the Health module.

Health Condition Report The Health Condition Report provides information on students’ health condition records.

Hearing Report The Hearing Report shows student hearing records. It helps identify students who need re-screening or referral.


Hearing Entry by Homeroom Report The Hearing Entry by Homeroom Report lists all students by Homeroom and the Hearing Screening results that have been entered through Entry by Homeroom.

Health Tests Report The Health Tests Report provides detailed and summary information on students’ health test records. The report parameters allow you to set up and report specific information based on test date, entered by, test results, test, school, and examined by, along with many other reporting options.

Health Changes Log The Health Changes Log provides information related to changes made to Health records. This report is useful as an audit trail for modifications made to Health records.

Student Individual Health Plan The Student Individual Health Plan Report lists students and their IHP forms based on parameters selected. The report can include a detail report, summary report, or both.

Medicaid Student List The Medicaid Student List prints a report of students who are eligible for Medicaid, lists the Medicaid Number, and displays Dates of Eligibility.

Medical Condition Information by Teacher Report The Medical Condition Information by Teacher Report lists, by teacher and course, important health information for students who have medical conditions. The report automatically page-breaks by teacher so that you can easily distribute the information to individual teachers. The report may be useful at the start of the school year or the start of a new semester to update teachers with information related to the health of students in their classes.

Physical Report There are three formats available for the Physical Report: Physical Report, Mailing Labels, and BMI Letters. Each is described below.

The Physical Report identifies students with, without, or with and without physical examination records. This report can help the health room assistant or nurse identify students who are at risk for diabetes, students with a physical on file, and differentiate between sports physicals and full physicals.

The Mailing Labels option generates labels bayou can use when mailing out BMI Letters.

The BMI Letters option of the Physical Report produces a mail merge letter that you can mail to guardians notifying them of the student’s body mass index.


Scoliosis Report The Scoliosis Report shows student scoliosis screenings. It helps identify students who need re-screening or referral.

Tuberculosis Report You can use the Tuberculosis Report to identify students who have or have not been screened for tuberculosis. It can also include the results for students who have been tested.

Vision Report The Vision Report allows you to report on student vision screening records. It helps identify students in need of re-screening or referral.

Vision Entry by Homeroom Report The Vision Entry by Homeroom Report lists all students by Homeroom and the Vision Screening results that have been entered through Entry by Homeroom.

Assessment of District Student Health Services Report The data in the Assessment of District Student Health Services Report is used by Washington State’s Office of Superintendent of Public Instruction (OSPI) and Educational Service Districts (ESDs) to document health services in districts, the incidence of complex health issues in schools, and related trends.

The Assessment of District Student Health Services Report can include a Summary Report, a Detail Report, or both.

Summary Report This report closely mirrors Section 3 of Form SPI 1507A. It lists a total count of Chronic Health Conditions for each of the following: Known Cases, conditions that are Life Threatening per Law RCW 28A.210.320, Severity Levels, Total Students and Total Buildings. You can request this report for a single entity, multiple schools within an entity, or all school/entities within a district.

Detail Report This report lists all students who are included in the counts on the Summary Report. Detail information includes: Entity, Student Name, Alphakey, Grade, Student Status, Health Condition Code, Health Condition Description, Life Threatening Status, Severity Level and Date of Health Condition.


Running Utilities in the Health Records Module Utilities in the Health Records module help you manage Health records. The two utilities under the highest level of Health Records allow you to add or void multiple Health records at one time.

To run utilities in the Health Records module:

• Go to Student Management\Office\HR Setup\UT.

Mass Add Health Records Utility The Mass Add Health Records Utility adds multiple records for a selected Health Type. This utility adds records quickly for a group of students. You have the opportunity to preview the records before they are updated in the final processing.

Mass Void Health Records Utility The Mass Void Health Records Utility voids Health records. After you run the update, it generates a report of voided records. Records updated during the void process are not removed from the system—the updated records are labeled as Void. You can view historical changes to the records through the Student Profile change log.


Administrative Setup The Health Records module requires two primary types of administrative setup: Configuration setup and Codes setup. This section describes both of these setups. It also explains other administrative setup options that fall outside of Codes and Configuration.

Configuration Setup The Health Records module contains a general configuration area. The Vaccinations area also contains a specific configuration area. This section explains options in both of these areas.

General Configuration The general configuration area contains four separate setup options used for Health Records.

To access general configuration:

• Go to Student Management\Office\HR Setup\CF\HR.

This section explains the following general configuration options:

• Use National Chart to Calculate BMI Percentile• Link Daily Medications to the School Calendar• Warn Users if Vision or Hearing Screening Date is not within the School Calendar• Select Name Type to Use in “Examined By” Browse

Use National Chart to Calculate BMI Percentile Selecting the Use National Chart To Calculate BMI Percentile check box causes the student’s BMI Percentile to automatically calculate based upon the National CDC Growth Charts. When you select this option, you cannot edit the Percentile manually. Instead, it calculates automatically when the student’s height and weight are entered. Once you select this check box, you can click Calculate to automatically calculate the percentile for students with data already entered. When you click Calculate, a process calculates the BMI Percentile for all students using the National Chart and overwrites existing values.

NOTE BMI Percentile is calculated only for students who are 2-20 years old at the time of the physical exam.

Link Daily Medications to the School Calendar Linking daily medications to the school calendar prevents a scheduled medication from being counted as a missed dose on non-school days.


Warn Users if Vision or Hearing Screening Date is not within the School Calendar This option causes a warning to appear if the Screening Date on a Vision or Hearing screening is not within the Calendar Start and Stop Dates, or if a Calendar cannot be found for the School Year.

Select Name Type to Use in “Examined By” Browse This option allows you to limit the available names by type when populating the Examined By field in Health records.

Vaccinations Configuration For vaccination compliance to calculate correctly, you must first set up Vaccination Configuration. Once the vaccination configuration is complete, you don’t need to update it annually. Because Skyward updates the Vaccination Rules annually based on current state requirements, do not create your own vaccination rules. To set up Vaccination Configuration:

1. Go to Student Management\Office\HR\VA Setup\CF\VA.

2. Select the Use Today’s Date check box. NOTE You must use today’s date (system date) for determining vaccination

compliance. DOH states that a student’s compliance is based on their age on the day the state report(s) is generated.

3. In the Conditional Indicator box, enter a one-character value to use to distinguish between

Out of Compliance students who show with an asterisk (*) and those who are not yet eligible for their next dose.

4. To create an Official Vaccination Report for district-wide use, click Configure.

5. Click Add to select Kindergarten Equivalents.

6. Select K2 from the Grad Yr/Grade /Cross Reference table, and click Select.

NOTE Although it is possible to designate different values to identify Kindergarten students, you must select K2 from the Grad Yr/Grade Cross-Reference table.

7. Click Save.


Setting Up Health Codes Your district can define all Health Record Codes and make them available to each Entity. Typically, one person in the district maintains these tables. If a code needs to be added, the person designated by your district adds it.

You can load the standardized Department of Health codes into your district’s Health Code tables. Once loaded, these codes are available to use in the merge codes process. Codes that already exist in your District’s table are not duplicated or overwritten.

To set up Health Codes:

• Go to Student Management\Office\HR Setup\CO.

The following are three kinds of Health Codes:

• General Codes• Vaccination Codes• Medication Codes

This section explains each of these Health Codes.

General Codes General Codes are used throughout the Health Records module to provide additional information.

To access General Codes:

• Go to Student Management\Office\HR Setup\CO.

Body Parts Body Parts Codes describe the different areas of a student’s body that may have been injured or subject to an illness. They are helpful when documenting illnesses and injuries in a student’s Health record.

Childhood Illnesses You can use the Childhood Illness Codes for the following reasons:

• Describe an illness or disease that previously affected a student.

• Identify an ongoing health issue.

• Determine whether or not a student is at risk to contract a specific communicable illnesssuch as chicken pox.


• Identify previous health issues or concerns that could be related to current health problems.

• Define an illness a student has had that results in a natural immunity. This natural immunity replaces the need for the student to receive a particular vaccination.

You can specify which vaccination a childhood illness is linked to. Figure 64 shows the Childhood Illness Code Maintenance screen with the option to link required vaccinations to childhood illnesses.

Figure 64 - Option unique to Childhood Illnesses

Corrective Lens Corrective Lens Codes identify the type of corrective eyewear a student uses, such as contacts or glasses. You use these codes when you enter student Vision Test records. Dispositions Disposition Codes define the outcome of an office visit and the treatment given to a student. You can find Disposition Codes under Student Management\Office\OV Setup\CO. Dental Exam Results Dental Exam Results Codes identify a student’s dental examinations. You can use these codes to identify fillings, root canal or overbite when you enter student Dental records. Health Comments Health Comment Codes define comments that are frequently used on Health records.


Health Conditions Health Condition Codes identify students with chronic or ongoing health conditions such as asthma or allergies. You use these codes on Health Condition records.

Health Conditions Codes have a unique option you can use to set security for each health condition. A user’s security when they are viewing the Health Condition is compared to the Health Condition’s security level. If the user’s security level is greater than or equal to the Health Condition’s, the user can view the condition. This security setting affects screens on which a Health Condition can be viewed, but it does not extend to Health Conditions used in Student Indicators in Educator Access Plus. See Figure 65 for the Health Condition Security option.

Figure 65 - Health Condition Security option unique to Health Condition Codes

Using Severity Codes Severity Codes are a type of Health Condition Code. You use them to report on students based on the level of care required. Although a student may have multiple health conditions, only one Severity Code should be used. The Severity Code assigned to a student should reflect the level of overall care required. If that level of care changes, the Severity Code should be adjusted.

To use Severity Codes, after entering a Health Condition for a student, add a second Health Condition using the Severity Code.

Example: Student has a Health Condition of diabetes and asthma. The student’s asthma is well-controlled, but the diabetes is not. The student would have three Health Condition entries: one for diabetes, one for asthma and one for the Severity Code indicating that the student’s medical condition is not well-controlled.

There are four standardized Severity Codes:

OE Severity Code A=Level A: Nursing Dependent—Student requires 24 hours a day, skilled nursing care for survival.


OF Severity Code B=Level B: Medically Fragile—Students have complex healthcare needs and face the daily possibility of a life-threatening emergency requiring the skill and judgment of a nurse. Some examples are severe seizure disorder, severe asthma, and students newly diagnosed with diabetes. Students with a Level B health condition require a nurse in the building full-time.

OG Severity Code C=Level C: Medically Complex—Student has a complex and/or unstable physical and/or social-emotional condition that requires daily treatments and close monitoring by a nurse. Some examples are students with attention deficit hyperactivity disorder (ADHD) requiring medication, cancer, and moderate-to-severe asthma. These students require a nurse in the building for a full day each week that is also available on a daily basis when not in the school building.

OH Severity Code D=Level D: Health Concerns—Student has an uncomplicated physical and/or social-emotional condition such as dental disease, eating disorder, headaches, or sensory impairments that require an assessment by the nurse at least once each school year with reassessment and change in severity status as needed.

Health Disabilities Health Disability Codes define specific disabilities that students may have such as Muscular Dystrophy, Spina Bifida, or Cerebral Palsy. You use these codes when you create Health Disability records.

Health Hearing You use Health Hearing Codes to define the guidelines utilized when administering Hearing Tests.

Health Observations Health Observations Codes are predefined observation statements that you can use to define observations made regarding a student’s status or condition.

Health Professional Types Health Professional Type Codes identify people who perform examinations or tests, make diagnoses, and report accidents or injuries. Examples include a doctor, registered nurse, physician’s assistant, health room aide or psychologist. You might use Health Professional Type codes when you enter diagnoses into a student’s medication, disability or other Health record.

Injury Types Injury Type Codes represent the various types of injuries or accidents sustained by students. Examples might include sprain, fracture, and open wound. These codes are helpful when you enter injury related records.

Notification Methods A Notification Method Code describes how a parent or guardian is notified that their student was in the health room.


Office Visit Reasons You use Office Visit Reason Codes to describe the reasons students are sent to the office to be evaluated by the health room staff. You can also manage Office Visits Reason Codes through Student Management\Office\HR\OV Setup\CO.

NOTE Office Visit Reason codes appear on the Office Visit Student Entry screen in

numeric-alphabetical order by Code. All Office Visit Reason codes appear on the screen, but you may need to scroll to see all codes.

Parental Responses A Parental Response Code describes how a parent or guardian responds to the school’s notification regarding their student’s health-related issue. Referral Reasons Referral Reason Codes describe why a student is referred to a medical professional. Scoliosis Results Scoliosis Results Codes describe the result of a Scoliosis screening. Special Needs Special Needs Codes identify any special accommodations a student may require during the school day. This may include a ramp, work tray, or laptop. You use these codes on student Health Disability records. Special Needs Codes help keep Health records more consistent with the use of unique codes for each accommodation. Treatments Treatment Codes identify the types of treatments provided to students. You can use these codes when you enter health type records such as Dental, Injury, Office Visits, and Health Conditions to identify treatment. These codes are typically used by the health room staff. You can also find treatment codes in Student Management\Office\HR\OV Setup\CO. Health Test Names Health Test Name Codes indicate various health tests or screenings that a student may undergo during the school year. They may include tests such as Tuberculosis test, Scoliosis test and annual physicals.


Vaccination Codes You are required to use Vaccination Codes in the Vaccinations area of the Health Records module.

To access Vaccination Codes:

• Go to Student Management\Office\HR\VA Setup\CO.

Each code is described below.

Vaccinations A Vaccination identifies a group of Vaccines. For example, the Vaccination of HBV contains the following Vaccines: HepB and HepHB.

Vaccines A Vaccine is a specific type of immunization that the student receives.

Vaccination Compliance Groups Vaccination Compliance Groups define the number of doses needed for compliance based on the student’s age and/or grade level. The Standard Vaccination Compliance group (STN) is maintained by Skyward. There are other Vaccination Compliance Groups that a student may be placed into by the system to track alternative vaccination schedules. It is not recommended that you add or change compliance groups.

Vaccination Rules Vaccination Rules define when a vaccination should be given and how many doses should be distributed. Rules can be defined by age or grade level as dictated by specific state requirements. Vaccination rules are used to calculate vaccination compliance.

Vaccination Waivers Vaccination Waivers describe why a student is exempt from the Vaccination Compliance group requirements. Waivers are applied at the Vaccination level and exempt the student from all Vaccines linked to that Vaccination.


Childhood Illnesses You can use the Childhood Illness Codes for the following reasons:

• Describe an illness or disease that previously affected a student.

• Identify an ongoing health issue.

• Determine whether or not a student is at risk to contract a specific communicable illness such as chicken pox.

• Identify previous health issues or concerns that could be related to current health

problems.

• Define an illness a student has had that results in a natural immunity. This natural immunity replaces the need for the student to receive a particular vaccination.

You can specify which vaccination a childhood illness is linked to.

Vaccine Dose Comments Vaccination Dose Comments are not required for Washington users. They identify specific information about a vaccination dose. For example, you can use Vaccination Dose Comments to note that a student had a reaction to a vaccine.

Vaccine Entry Links Vaccination Entry Links establish a link between vaccinations that may be administered at the same time. This link can save time because you can enter vaccination dates for one vaccination and clone those dates to other linked vaccinations administered on the same date(s).

Combo Vaccines Combination Vaccine Codes, such as Tdap-IPV, are created and used to enter student Vaccination records. These combination vaccines are stored as separate codes for compliance purposes, but have the actual Combination Vaccine attached to the students’ Vaccination records.


Medication Codes You are required to use Medication Codes in the Medications area of the Health Records module.

To access Medication Codes:

• Go to Student Management\Office\HR\ME Setup\CO.

Each code is described below.

Medication Types Medication Type Codes define the different types of medications that a student may be taking or may need to take in case of an emergency. Examples include Penicillin and inhalers for asthma.

Medication Sub-Types Medication Sub-Types identify a specific group of medications such as Analgesics or Antibiotics. A Medication Sub-Type is an optional component of the Medication Type Code. They can be useful for reporting purposes.

Medication Dosage Units Medication Dosage Unit Codes identify the amount of medication that a student should receive such as MG (milligram), CAP (capsule), and PUFF (Inhaler Puff). You also use them when you enter individual student medication information.

Medication Reasons Dose Not Given A Medication Reason Missed Code describes the reason a student missed a dose of medication. You use these when a student does not come to the health room to take medication as directed by their health care provider. Examples include NS for No Show or ABS for Absent.


Managing Health Record Codes Health Condition, Disposition, Office Visit Reason and Treatment Codes may be determined by your district. You may also choose to use the standardized Department of Health (DOH) Codes, which you can load into your district’s Health Code tables at any time. Codes that already exist in district tables are not duplicated or overwritten. Once loaded, the standardized Department of Health Codes are available for use in the merge process for each code group.

Adding Standardized Department of Health Codes The process for adding the DOH Codes is the same for Health Condition, Disposition, Office Visit Reason, and Treatment Codes.

To add the Standardized Department of Health Codes:

1. Go to Student Management\Office\HR Setup\MC\WM.

2. Click Health Condition, Disposition, Treatment or Office Visit Reason to access thebrowse of available codes.

3. Click Add DOH Codes.

4. Non-duplicated DOH codes are added to the table.

Merging Codes The Merge Codes feature eliminates duplicated Health Record Codes. This is an optional tool that you can use if your district decides to combine existing codes. The Merge with Code replaces the Code to Eliminate in the student records. Eliminated codes are removed from the code table. The process for using Merge Codes is the same for all Health Record Codes.

The Merge Codes feature is most commonly used to merge district-defined Health Condition, Disposition, Treatment or Office Visit Codes into the Standardized Department of Health Codes. You can also use Merge Codes to combine health, medication and vaccination codes.

CAUTION Do not run the merge process if other users are updating students’ Health records. Data may become corrupt if both are done at the same time. Also, use caution when merging codes because the old code is replaced in student records with the new code. While you can recreate a code if you accidentally merge it into another code, you cannot change codes back in student records that were affected by the merge.


Merging Health Codes All Health Codes can be managed by merging duplicated or unwanted codes to those that the district determines best meet their reporting needs. You can manage the codes listed below, through the merge process:

• Body Parts• Childhood Illnesses• Corrective Lens• Dental Exam• Health Comments• Health Disabilities• Health Hearing• Health Observation• Health Professional Type• Injury Type• Notification Method• Parental Response• Referral Reason• Scoliosis• Special Needs• Health Test Name• Washington Merge Codes

o Health Conditiono Dispositiono Treatmento Office Visit Reason

To merge Health Codes:

1. Go to Student Management\Office\HR Setup\MC.

2. Select the code type to be merged.

3. Highlight the code that will be eliminated (Figure 66).

4. In the Merge With Code box, type the code that the old code will merge into.

5. Repeat steps 3 and 4 as needed.

6. Click Run.


Figure 66 - Code to Eliminate and Merge with Code fields outlined by red boxes


Appendix A – Understanding Vaccination Compliance Groups

Compliance Groups are made up of vaccinations that a student must receive to meet the Washington State Department of Health immunization requirements.

Students are placed in a compliance group called STN, which is the Standard Vaccination Compliance group maintained by Skyward. You can’t modify this group. There are other Vaccination Compliance Groups that a student may be placed in by the system to track alternative vaccination schedules. Do not add or change compliance groups.

The Compliance Group Maintenance screen displays the rules for each vaccination.

The system uses the following steps to determine student vaccination compliance:

1. For each vaccination, the system determines the student’s Age and Grade level as of thecurrent date (System Date) and verifies that the student is within the VaccinationRequired Ages. If the student is not within the Vaccination Required Ages, theVaccination is not needed. Age is defined for each grade level. Below is an example ofthe display for the Required Ages for the selected vaccine.

Figure 67 - Compliance Groups screen showing the Required Ages for the selected Vaccine

2. The student record is checked for a waiver. If a waiver is found, the student is consideredcompliant and is counted as Exempt on the DOH Reports for this vaccination. Below isan example of a Personal Waiver (PER) Code on a vaccination through the VaccinationEntry.


Figure 68 - A Personal Waiver entered on the Vaccination Entry screen

3. Before the system checks which Compliance Group should be used to find VaccinationCompliance, it looks to see if the Override Compliance Group check box has beenselected and a Compliance Group is assigned. If selected, this is the only Group that isused to find Compliance. Do not change the Compliance Group. The system determinesif the student should be placed into an Override Compliance Group and then assigns theappropriate group. In the example below, the Use Override Compliance Group option isselected and the ALT Compliance Group is assigned.

Figure 69 - Vaccination Maintenance screen with the Use Override Compliance Group option selected and an alternate group assigned

4. If Override Compliance Group is not selected, the system will process throughCompliance Groups from the top to the bottom as listed on the Required VaccinationCode Maintenance screen in the Compliance Groups area, validating the Groups Ruleswhere applicable. If a Group Rule is assigned to the Compliance Group and the rule hasnot been met, the process skips over the group.

If the Group complies with the student’s Age and/or grade per the System Date,compliance for the student is checked using this group. If compliance is not met by thisgroup, the next group is checked. This process continues until all groups have beenchecked and the student is not found to be compliant. Once a student is found to becompliant, then that group is assigned as the Compliance Group for this Vaccination.Below is an example of Polio Vaccination rules to process by Grade THEN Age, theCompliance Groups assigned are STN and ALT with the Compliance Group Rule ID‘POL’ assigned to Group ‘ALT.’


Figure 70 - Vaccination Code Maintenance screen configured for Polio Vaccination rules

Once you determine the appropriate Compliance Group, take the following steps:

5. Select Minimum Age to Administer Dose. See Figure 71 for an example showing that the student Minimum Age before receiving the first dose must be 42 DYS (days) with a Grace Period of 4 days. If the dose being looked at has not met this requirement, it is assigned as Invalid and is removed from the list of compliant doses. The list of the Vaccination doses is re-ordered with the second dose now listed as the first dose and Minimum Age checked on this dose. Once a valid dose is found, the next dose listed is checked for validation. The next dose in the Figure is the Fifth Dose which must be administered after the student reaches the Age of four with a grace period of four days to be a valid dose.


Figure 71 - Min/Max Age/Time screen showing the minimum age before receiving first dose is 42 days

6. Select Time Intervals between Doses.

Below is an example of how the Time Intervals between doses can be assigned to aminimum or maximum quantity of time (Days, Months, or Years). The first check listedis a minimum of 28 DYS (days) between dose one and two with a grace period of fourdays. If dose one and two do not meet this requirement, dose two is assigned as invalidand the vaccination doses are re-ordered. Dose three becomes dose two and the TimeInterval Between Doses is re-checked. This continues until a valid second dose listed isfound. Then the process continues through the listed Time Interval checks.

Figure 72 - Time Intervals Between Doses screen

7. Verify that the student has enough valid dose(s) to be considered Compliant for thecurrent Group. Below is an example of a student who is Compliant because two validdoses exist and two doses are needed. Dose two appears in red because it’s an invaliddose (Minimum Time Interval of 28DYS (4 Day Grace) between dose 1 and dose 2 wasnot met).


Figure 73 - Vaccination Compliance screen showing a student who is compliant because the student has two doses when two doses are required

8. If the student is still not compliant, the system checks any additional Rule(s) for the Group. You use the Rules to override if the student is Compliant or Not Compliant for the vaccination. Below is an example of a rule that indicates an additional option. If dose number three is given on or after the student’s fourth birthday, only three doses are required.

Figure 74 - Rules screen showing a rule indicating an additional option

9. If student is currently Compliant, see if a Booster Vaccine is needed and if the student has the necessary booster to stay Compliant.


10. If no Compliance Group is assigned to the student for a specific vaccination, the studentis considered Compliant because the Vaccination is not needed for their grade and/or age.

Below is an example of a student who does not have a Compliance Group assigned toVaricella because it is not required for this student’s grade and/or age.

Figure 75 - Vaccinations screen showing a student who does not have a Compliance Group assigned to Varicella


Appendix B – Vaccination Report Merge Fields

Selection Name Merge Field Data Student Name [[--StuName--]] Student Full Name Student First Name [[--StuFirst--]] Student Middle Name [[--StuMid--]] Student Last Name [[--StuLast--]] Student ID [[--StuId--]] Student AlphaKey Student SSN [[--StuSSN--]] Student Other ID [[--StuOtherId--]] Student’s Guardian [[--Guardian1--]] Guardian 1 of Family 1 Student’s 2nd Guardian [[--Guardian2--]] Guardian 2 of Family 1 Legal Notice Date [[--LegalDate--]] Date of Birth [[--DateOfBirth--]] Address [[--Address1--]] Second Address [[--Address2--]] City [[--City--]] State [[--State--]] Zip Code [[--ZipCode--]] Entity [[--Entity--]] Entity Code Entity Name [[--EntityName--]] Graduation Year [[--GradYear--]] Grade Level [[--Grade--]] Grad Year/Grade [[--GradYear/Grade--]] Home Phone Number [[--HomePhone--]] Homeroom Number [[--Homeroom--]] School Code [[--SchoolCode--]] School Description [[--SchoolDesc--]] Today’s Date [[--Today--]] Non-Compliant Vaccinations [[--NonCompVacc--]] Immunization Record on File [[--ImmunOnFile--]]

NOTE Including both the Non-Compliant Vaccinations and Immunization Record on

File fields can make the report for students without any vaccinations entered go to two pages.


Appendix C – Example of a Notice of Vaccination Deficiency Template

WSIPC SCHOOL DISTRICT [[--EntityName--]]

2121 W Casino Rd. Everett, WA 98204

NOTICE OF VACCINATION DEFICIENCY

[[--StuName--]] [[--Guardian1--]] [[--Address1--]] [[--City--]], [[--State--]] [[--ZipCode--]]

To the Parent, Guardian or Legal Custodian of: [[--StuName--]] Birthdate: [[--DateOfBirth--]]

Washington State Immunization Law (RCW 210.080) requires that all students be properly immunized in order to attend or continue attending school. A recent review found your student's immunizations are incomplete. All students must have a completed Certificate of Immunizations Status form. Please provide the information requested to the school by [[--LegalDate--]].

Reason for noncompliance: [[--ImmunOnFile--]]

The following dose(s) are required for complete immunization status and school attendance.

[[--NonCompVacc--]]

If your child is exempt from any vaccination due to medical, personal or religious reasons, you must sign and supply a copy of Certificate of Exemption for each vaccination. Your child may receive the needed vaccine from your Primary Care Provider or the Public Health Department.

Please supply this information by [[--LegalDate--]].

Your immediate cooperation is appreciated.

[[--SchoolDesc--]] (XXX)-XXX-XXXX School Phone

XXXXXXXXXX [[--Today--]] School Official (Title) Date


Appendix D – Example of a Pre-Exclusion Notice for Vaccination Deficiency Template



PRE-EXCLUSION NOTICE FOR VACCINATION DEFICIENCY



Washington State Immunization Law (RCW 210.080) requires that all students be properly immunized in order to attend or continue attending school. A recent review found your student's immunizations are incomplete. All students must have a completed Certificate of Immunizations Status form. Please provide the information requested to the school by [[--LegalDate--]].

Reason for noncompliance:

[[--ImmunOnFile--]]


[[--NonCompVacc--]]

If your child is exempt from any vaccination due to medical, personal or religious reasons, you must sign and supply a copy of Certificate of Exemption for each vaccination. Your child may receive the needed vaccine from your Primary Care Provider or the Public Health Department.

Failure to provide evidence of required immunizations, exemptions or immunization in progress will result in the exclusion of your student from school (RCW 28a.210.120). Please supply this information by [[--LegalDate--]].

Your immediate cooperation is appreciated.




Appendix E – Example of an Order of Exclusion from School Template



ORDER OF EXCLUSION FROM SCHOOL



You are hereby notified that your child [[--StuFirst--]] [[--StuLast--]], is prohibited from attending school until you establish he/she is in compliance with RCW 210.080 the Washington State law regarding student vaccinations. Attendance of your child is conditioned upon presentation of proof of complete vaccination(s).

Your child’s exclusion from school is effective immediately upon receipt of this notice. In order for your child to continue attending school, you must submit the missing information noted below, either by documenting:

• the date your child received the vaccine(s) checked below or• the planned immunization schedule or• by signing a Certificate of Exemption identifying each vaccination


[[--NonCompVacc--]]

You are further advised that you have the right to appeal the action to exclude your child from school. To appeal this decision, you must file a written request for a hearing in the Superintendent’s Office within ten school business days from your receipt of this letter. The hearing shall be conducted in accordance with WAC 392-400-205 through 315. The student shall be excluded unless the hearing officer or Board of Directors reverses this action or until the immunization records are provided.




Appendix F – Example of a Senior Immunization Record Template



SENIOR IMMUNIZATION RECORDS

[[--StuName--]] [[--Address1--]] [[--City--]], [[--State--]] [[--ZipCode--]] Dear [[--StuName--]], This is a copy of your immunization records. Talk with your health care provider to find out if you have all the immunizations that you may need. [[--ImmunOnFile--]] Immunization records are important to keep in a safe place. Many employers, universities, community and technical colleges as well as the military require a record of your immunizations. Sincerely, School Nurse or Principal’s Name

[[--SchoolDesc--]] (XXX)-XXX-XXXX School Phone XXXXXXXXXX [[--Today--]] School Official (Title) Date


Appendix G – Student Instructions for Using the Student Check In Screen

The following pages are a set of instructions for Health Student Entry. You can post these instructions next to a workstation in the health office for students to use. The workstation can consist of a computer and one of the following:

1. A monitor, keyboard and mouse.2. A monitor and mouse.3. A touch screen monitor.


Student Check In for Students Using a Keyboard and Mouse

1. In the Student ID/Key box, type your Other ID or Namekey.

2. Click Enter.

3. In the area on the right side of the screen, click the reasons for your visit. As you selectreasons, they appear in the Selected Reasons area on the left.

4. Once you’ve finished selecting reasons, in the lower-left corner of the screen, click Done.

If you make a mistake when you enter information, do any the following:

• Highlight a reason and click Delete Selected.

• Click Clear to remove all reasons from the Selected Reasons area.

• Click Reset Screen to clear the entire screen and start over.


Student Check In for Students Using a Touch Screen Monitor or Mouse


• Click the Touch Screen Keyboard button with your mouse.

• Touch the Touch Screen Keyboard button if you have a touch screen monitor.

2. Select the numbers or letters to enter your Other ID or Namekey and click OK.

3. In the area on the right side of the screen, click the reasons for your visit. As you select

reasons, they appear in the Selected Reasons area on the left.

4. Once you’ve finished selecting reasons, in the lower-left corner of the screen, click Done.

If you make a mistake, do any of the following:

• Highlight a reason and click Delete Selected.

• Click Clear to remove all reasons from the Selected Reasons area.

• Click Reset Screen to clear the entire screen and start over.


Appendix H – Quick Reference Process Sheets

These Quick Reference Process Sheets are intended to be handed out to health staff.

• Cloning a District Vaccination Letter Template (health staff)• Generating Vaccination Letters


Cloning a District Vaccination Letter Template To clone a Vaccination Letter template:


2. Highlight the district-defined template, and click Clone.

3. In the Template Description field, enter your report name. NOTE To quickly identify the cloned template for your Entity, include your

Entity number at the beginning of the description.

4. Verify the Report Type of Range is selected, and click Ranges.

a. In the Student Status field, click Active.

b. Clear the Include All Default Entities check box and click Entity.

c. Select your Entity, and click Save.

d. Click Save.

5. Click the plus sign next to Letter Options, and do the following:

a. Type a date in the Legal Notice Date box. NOTE This is the date you expect the guardian to reply by. See note

regarding the use of this field in “Running Vaccination Reports” (page 48). Some use this field for a different purpose.

b. Select the Update the records of the students that letters were printed for check

box. NOTE You should only select this option when you run letters that will

be sent out, so that the student’s record is updated, and to allow the Vaccination Letters Report to identify them.

c. Update the Entity-specific information on the template. For example, replace

(XXX)-XXX-XXXX with your Entity’s phone number and the X’s on the template for School Official (Title) with your school name.

d. Type your customized Washington State specific text and insert merge fields to include.

6. Click Save.


Generating Vaccination Letters

To generate a Vaccination Letter template:


2. Highlight the template you want to run, and click Edit.

3. Click the plus sign next to Letter Options, and do the following:

a. Enter a date in the Legal Notice Date box.

NOTE This is the date you expect the guardian to reply by. See note regarding the use of this field in “Running Vaccination Reports” (page 48). Some use this field for a different purpose.

b. Select the Update the records of the students that letters were printed for checkbox.

NOTE You should only select this option when you run letters that will be sent out, so that the student’s record is updated, and to allow the Vaccination Letters Report to identify them.

4. Click Save and Print.


Appendix I – Creating and Exporting the Required School Immunization Status

Report The Washington State Department of Health accepts the Required School Immunization Status Report if you email a comma separated value (.csv) export file to a DOH-designated email address.

In Skyward’s School Management System, you can create the file and save it to a location of your choice. You then use your email to send it to DOH.

To create the Required School Immunization Status Report:

1. Go to Student Management\ Office\HR\VA\RE\SR\ASor Student Management\Federal/State Reporting\WA\RE\SR\HR\AS.

2. Click Department of Health Annual School.

3. Select Required School Immunization Status Report and click Clone.

4. Rename the template and select Create Export File in the Report Ranges and Optionsarea.


The report is generated and becomes available in your Print Queue when it is finished. At the same time, the export file is also created and is available by accessing the View/Save Locally Department of Health Annual School menu path below.

To access the export file and save it to a location of your choice:

1. Go to Student Management\Office\HR\VA\RE\SR\AEor Student Management\Federal/State Reporting\WA\RE\SR\HR\AE.

2. Highlight the file you created and click View.

3. You are prompted to Open or Save the file. You can open the file and use the program tosave it to a location of your choice, or use the Save As feature to place it in the location.Regardless of the location where you choose to save it, be sure to keep the .csv fileextension. (Don’t change it to .xls or .doc, etc.)

4. After you have saved the file, use your email to send it the Department of Health at:[email protected].


mailto:[email protected]

Appendix J – Creating and Exporting the Preschool Immunization Status Report

The Washington State Department of Health accepts the Preschool Immunization Status Report if you email a comma separated value (.csv) export file to a DOH-designated email address.

In Skyward’s School Management System, you can create the file and save it to a location of your choice. You then use your email to send it to DOH.

To create the Preschool Immunization Status Report:

1. Go to Student Management\ Office\HR\VA\RE\SR\PIor Student Management\Federal/State Reporting\WA\RE\SR\HR\PI.

2. Click Preschool Immunization Status.

3. Select Preschool Immunization Status Report and click Clone.

4. Rename the template and select Create Export File in the Report Ranges and Optionsarea.


The report is generated and becomes available in your Print Queue when it is finished. At the same time, the export file is also created and is available by accessing the View/Save Locally Preschool Immunization Status menu path below.

To access the export file and save it to a location of your choice

1. Go to Student Management\ Office\HR\VA\RE\SR\PEor Student Management\Federal/State Reporting\WA\RE\SR\HR\PE.

2. Highlight the file you created and click View.

3. You are prompted to Open or Save the file. You can open the file and use the program tosave it to a location of your choice, or use the Save As feature to place it in the location.Regardless of the location where you choose to save it, be sure to keep the .csv fileextension. (Don’t change it to .xls or .doc, etc.)

4. After you have saved the file, use your email to send it the Department of Health at:[email protected].


mailto:[email protected]

Documents

WSIPC Guide to Health Records - NCESD · reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and