contents · physicals ... day sheet ... if you do not perform a specific exam, leave it blank. 8....

Medical Records Contents Entering Exams for Individual Students ........................................................................................................ 3

Search........................................................................................................................................................ 3

Dental ........................................................................................................................................................ 4

Growth ...................................................................................................................................................... 5

Hearing ...................................................................................................................................................... 7

Physicals .................................................................................................................................................. 10

Scoliosis ................................................................................................................................................... 12

Vision ....................................................................................................................................................... 14

Emergency .................................................................................................................................................. 16

Adding an Emergency Contact ................................................................................................................ 16

Medical Alerts and Disabilities ................................................................................................................ 19

Medication Requirements .......................................................................................................................... 20

Medication Log ........................................................................................................................................... 21

Office Visits ................................................................................................................................................. 22

Adding Exams and Medicines for a Group of Students .............................................................................. 23

Adding an Exam ...................................................................................................................................... 23

Mass Add Medication Doses ................................................................................................................... 25

Daily Log ...................................................................................................................................................... 27

Day Sheet .................................................................................................................................................... 29

Immunizations ............................................................................................................................................ 30

Adding Immunizations ............................................................................................................................ 30

Overriding All Immunizations for a Student ........................................................................................... 31

Overriding a Selected Immunization for a Student ................................................................................ 32

Using the Detail Page to Enter Additional Doses .................................................................................... 34

Indicating a Student Had a Disease ......................................................................................................... 35

Validating Immunizations ....................................................................................................................... 36

Using an Advanced Search to Find Students Out of Compliance ........................................................... 38

Reports ........................................................................................................................................................ 40

Daily Log .................................................................................................................................................. 40

Medical Card ........................................................................................................................................... 41

Building Medical Summary ..................................................................................................................... 42

Entering Exams for Individual Students Search Medical > All > Student > Exams

1. Enter the student id or part of the student name in Quick Search. 2. After the Student Summary page appears, enter Exams in Quick Search or select Medical, All,

Student Exams from the menu. 3. Use the Selections checkboxes to select the Exams you would like to review.

Dental Medical > All > Student > Exams

1. Click the + to add a new Dental Exam. 2. Enter the Test Date or use the Calendar to select a date. 3. Click OK.

4. Verify the student’s Grade level. You may need to adjust this if you are adding historical records.

5. Select the Location. 6. Select the Status. 7. You may enter free text notes, if needed. 8. If you are making a Referral, select the Referral Code and Date. 9. Click Save.

Growth Medical > All > Student > Exams

1. Click the + to add a new Growth Exam. 2. Enter the Test Date or use the Calendar to select a date. 3. Click OK.


5. Select the Location. 6. Enter Height in inches. 7. Enter Weight in pounds. eSchoolPLUS will calculate the percentile and BMI for you. 8. Select an AN Reading result, if needed. 9. Enter Blood Pressure, if you have a reading as part of the exam. 10. You may enter free text notes, if needed. 11. If you are making a Referral, select the Referral Code and Date. 12. Click Save.

Hearing Medical > All > Student > Exams

1. Click the + to add a new Hearing Exam. 2. Enter the Test Date or use the Calendar to select a date. 3. Click OK.


5. Select the Location. 6. Select a result for Right Ear. 7. Select a result for Left Ear. 8. You may enter free text notes, if needed. 9. If you are making a Referral, select the Referral Code and Date. 10. When you receive follow-up information, you should return to this page and enter a Followup

Code and Date. If a student transfers before receiving follow-up, select the Followup Code your district has defined for transfers.

11. To enter Decibel/Frequency detail information, expand the panel.

Note that you do not need to fill in each field. You may choose to indicate only where a student had an issue.

12. Click Save.

Physicals Medical > All > Student > Exams

1. Click the + to add a new Physical Exam. 2. Enter the Test Date or use the Calendar to select a date. 3. Click OK.


5. Select the Location. 6. Select the Exam Type 7. Enter exam results. 8. You may enter free text notes, if needed. 9. If you are making a Referral, select the Referral Code and Date. 10. Click Save.

Scoliosis Medical > All > Student > Exams

1. Click the + to add a new Scoliosis Exam. 2. Enter the Test Date or use the Calendar to select a date. 3. Click OK.


5. Select the Location. 6. Select a Status. 7. You may enter free text notes, if needed. 8. If you are making a Referral, select the Referral Code and Date. 9. When you receive follow-up information, you should return to this page and enter a Followup


Vision Medical > All > Student > Exams

1. Click the + to add a new Vision Exam. 2. Enter the Test Date or use the Calendar to select a date. 3. If you need to enter exam results both with and without corrective lenses, you must enter a

Time to create a unique record. 4. Click OK.


6. Select the Location. 7. Select a Status for each exam option. Note that you may record Pass/Fail or Snellen results in

the Right and Left Vision fields. If you do not perform a specific exam, leave it blank. 8. You may enter free text notes, if needed. 9. If you are making a Referral, select the Referral Code and Date. 10. When you receive follow-up information, you should return to this page and enter a Followup


11. Click Save.

Emergency Adding an Emergency Contact Medical > All > Students > Emergency

1. Enter your student’s id or name in Quick Search. 2. When the Student Summary page appears, enter Emergency in Quick Search or select Medical,

All, Student, Emergency from the menu. 3. To add an Emergency Contact, click the + in the Contacts panel.

4. Enter the contacts information in the Search Criteria panel and click the Load Records arrows. 5. If the contact is not found, click + to add a new contact.

6. Select a Contact Type of Emergency on the Name panel.

7. Enter Relationship, if known.

8. Enter one or more phones in the Phone panel. 9. Click Save.

Medical Alerts and Disabilities Medical > All > Student > Emergency

1. Select alerts, as needed. 2. Select disabilities, as needed. 3. You may optionally choose to store physician and insurance information. 4. Click Save.

Medication Requirements Medical > All > Student > Medication Requirements

1. Enter your student id or part of the student’s name in Quick Search. 2. When the Student Summary page appears, enter Medication Requirements in Quick Search or

select Medical, All, Student, Medication Requirements from the menu. 3. Any Alerts and/or Disabilities entered on the Emergency page for the student will display. 4. Select a Scheduled Medication from the Rx/Tx drop down. 5. Enter a Start and End Date. 6. Enter a Time. 7. If the student receives the same medication multiple times per day, click + to add an a dose

time. 8. Click Save.

If your students receive any non-scheduled medications, they may be entered on the PRN Medications panel.

Medication Log Medical > All > Student > Medication Log

1. Enter your student id or student name in Quick Search. 2. When the Student Summary page appears, enter Medication Log in Quick Search or select

Medical, All, Student, Medication log from the menu. 3. Alerts and Disabilities for the student will display. 4. You may change the date range of medicines received using the Selections panel. If you select a

different date range, use the Load Records button to refresh the data on your page. 5. If you make any additions or changes, click Save before leaving the page.

Office Visits Medical > All > Student > Office Visits

1. Enter your student id or name in Quick Search. 2. When the Student Summary page appears, enter Office Visits in Quick Search or select Medical,

All, Student, Office Visits from the menu. 3. A listing of Office Visits for your selected student will appear. 4. You may change the Date Range of records to view. After entering new dates, click the Load

Records arrows. 5. You may close up the Alerts & Disabilities panel using the arrow. 6. Use the + to add a new Office Visit. 7. Use the arrow to expand a selected Office Visit, or use the pencil in the panel header to modify. 8. If you make any changes, click Save before leaving the page.

Adding Exams and Medicines for a Group of Students Adding an Exam Medical > All > Office > Scoliosis

1. Enter Scoliosis in Quick Search or select Medical, All, Office, Scoliosis from the menu. 2. Select our building. 3. Enter the Test Date. 4. Select a Default Location to be assigned to all students. 5. Select a Default Status to be assigned to all students. Note that you may leave this field blank. 6. On the Filter panel, enter criteria for the students you intend to screen. The sample above will

pull all Active, Female students in Grade 5. 7. Click the Load Records arrows.

8. On the Selected Students panel, you may enter a Status for each student. 9. Check the Delete checkbox for any student who is not present for the screening. 10. Expand a student’s record using the arrow to enter detail, note and referral information. 11. Click Save.

Mass Add Medication Doses Medical > All > Utilities > Mass Add Medication Doses

1. Enter Mass Add Medication Doses in Quick Search or choose Medical, All, Utilities, Mass Add Medication Doses from the menu.

2. Select your building. 3. Select the medication to add. Note that only PRN medicines will be available. 4. Enter a Start Date. 5. Enter an End Date. 6. Use the Filter panel to select your students. The sample above will retrieve all active students in

the building. 7. Click the Load Records arrows.

8. When the Selected Students panel appears, you may remove students from the process using the Delete checkbox.

9. Click Run to add the PRN to the students.

Daily Log Medical > All > Office > Daily Log

1. Enter Daily Log in Quick Search or select Medical, All, Office, Daily Log from the menu. 2. Depending upon your screen size, your log rows may display fewer or more fields.

3. Enter Time In or use the clock to select the current system time. 4. Enter part of the student’s name in the Student Name field and tab or click the search

magnifying glass to select your student. 5. Select a Reason for the Visit. 6. Enter your initials. 7. To enter more Reasons and/or Intervention details, click the Details page icon. 8. The Notes bubble icon may be used to access a free text notes page. 9. As you move from row to row, a green icon on the left indicates the record has been saved.

10. On the Office Visit Detail page, you may enter additional Reasons, Interventions and Outcomes. 11. Enter vital statistics if you gather them as part of the visit. 12. Enter brief comments. 13. Select one or more medicines issued to the student. 14. Enter a referral, if needed. 15. Click Save to save your updates. 16. Click the previous page arrow to return to the Daily Log page. 17. Click the Notes bubble to enter detailed notes about the visit.

Day Sheet Medical > All > Office > Day Sheet

1. Enter Day Sheet in Quick Search or select Medical, All, Office, Day Sheet from the menu. 2. Select your building. 3. Enter your intials. 4. Each student who is scheduled to receive medicine will appear in the list. 5. Enter an optional comment, if needed. 6. Click Issue to indicate the student received the medicine. Note that if you issue medicine as part

of an Office Visit through the Daily Log, you do not need to issue the medicine again here. The student will appear on the list and the Issued column will display a checkmark, indicating the medicine has already been issued.

Immunizations Adding Immunizations Medical > All > Student > Immunizations

1. Enter the student id or name in Quick Search. 2. When the Student Summary page appears, enter Immunizations in Quick Search or select

Medical, All, Student, Immunizations from the menu. 3. Enter vaccination dates in the Vaccination Summary panel. 4. To validate a student’s record click the Run immunization calculation on save checkbox, and

then click Save.

Overriding All Immunizations for a Student Medical > All > Student > Immunizations


Medical, All, Student, Immunizations. 3. On the Overall Immunization Status panel, click the Override checkbox. 4. Select a Student Status. 5. Select a Student Exemption reason. 6. Click Save.

Overriding a Selected Immunization for a Student Medical > All > Student > Immunizations


Medical, All, Student, Immunizations. 3. Using the horizontal scroll bar at the bottom of the page, scroll to the right until you see the

Exemption column. 4. Select an Exemption reason. 5. Click Save. eSchoolPLUS will automatically set the Series Status to Ex-Exempt for you.

Alternatively, you may enter an Exemption on the Detail page.


Medical, All, Student, Immunizations. 3. Click the Detail button. 4. Locate the Immunization for which you want to enter an exemption. 5. Select the Exemption reason in the Exemption field. 6. Click Save. eSchoolPLUS will automatically set the Series Status to Ex-Exempt for you.

Using the Detail Page to Enter Additional Doses Medical > All > Student > Immunizations

When a student presents more than five doses of an Immunization, you must use the Detail page to enter the additional doses.


Medical, All, Student, Immunizations. 3. Click the Detail button. 4. Locate the Immunization for which you want to enter additional doses. 5. Enter the Vaccination Date(s) as needed. 6. Click Save.

Indicating a Student Had a Disease Medical > All > Student > Immunizations


Medical, All, Student, Immunizations. 3. Click the Detail button. 4. Locate the Immunization for which you want to indicate the student had the disease. 5. Check the Had Disease checkbox. 6. You may optionally enter the Date and any Comments. 7. Click Save. eSchoolPLUS will automatically set the Series Status to DS-Had Disease.

Validating Immunizations Medical > All > Utilities > Validate Immunizations

1. Enter Validate Immunizations in Quick Search or select Medical, All, Utilities, Validate Immunizations from the menu.

2. Select your building. 3. Select the Calculation Date. 4. Use the asterisk * to select all Series Types. 5. Select one, multiple or all Criteria to process. Criteria are currently defined by grade level. 6. Select the Status List. Only immunizations currently meeting the status(es) selected will be

recalculated. 7. Select which immunization(s) you want to consider when setting students’ overall statuses.

8. Select to generate a data file for letters, notifications or both. 9. Click Run.

Using an Advanced Search to Find Students Out of Compliance Advanced Search

1. Select the Magnifying glass to access Student Search. 2. Choose the Advanced button. 3. The sample search above will return Active students in Grade 10 or are Overdue or do not have

any dates for required immunizations. 4. Use the List Field Selection panel to select to print Series Code and Series Status. 5. Click the Load Records arrows.

6. A listing of students matching your criteria will appear. 7. Clicking on a student’s name will allow you to then select Medical, All, Student, Immunizations

and review the record.

Jasmine is missing her fourth dose of HEPB.

Reports Daily Log Medical > All > Reports > Daily Log

1. Enter Daily Log in Quick Search or select Medical, All, Reports, Daily Log. 2. Select your building. 3. Select a Start Date. 4. Select an End Date. 5. Select the amount of detail you want on the report using the Office Visit Detail, Medication

Issued and Notes checkboxes. 6. Click Run.

Medical Card Medical > All > Reports > Medical Card

1. Enter Medical Card in Quick Search or select Medical, All, Reports, Medical Card from the menu. 2. Select your building. 3. Select a Start and End Date. Note that only Exams that fall within your date range will be

included on the report. All Immunizations, regardless of date, will be included. 4. Select the Exam and Vaccination information to include. 5. To Filter the report for one student, select Demographic, Student ID in the Filter panel. 6. Click Run.

Building Medical Summary Medical, All, Office

1. Enter Building Medical Summary in Quick Search or select Medical, All, Office, Building Medical Summary from the menu.

2. Select your building. 3. Select a date range. 4. Click the Load Records arrows.

5. Then use the horizontal scroll to navigate through the totals. 6. You may use the arrows in the panels to collapse records.

contents · physicals ... day sheet ... if you do not perform a specific exam, leave it blank. 8....

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