medical - aeriesconference.aeries.com/spring2017/docs/pdfs/670 medical.pdf · scoliosis data 11....

Medical Conference 2017

Session 670 - Medical

Session Description: The use and application of forms and reports for medical log, medication, immunization, hearing, etc. in Aeries® SIS. Includes the redesigned Medications and Medical Logs.

1. Medical Data

2. Medical Log 3. Medical History

4. Immunizations

5. Insurance Information

6. Dental Data

7. Hearing Data

8. Vision Data

9. Physicals

10. Scoliosis Data

11. Other Immunization Data

12. Medical Notes

13. Medications/Medication Schedule

14. Mass Add Medical Records

15. Medical Advanced – Report Queries


Medical Data

The Medical Data form contains different medical information which includes medical conditions, medical history, immunizations, dental, hearing, vision, physicals, scoliosis, other immunizations, medical notes and medications. The data is stored in individual tables, which includes MED, MHS, IMM, HRN, VSN, HWO, SCO, DNT, MNO and MLM. Codes and descriptions for the different drop downs on these forms can be setup in the Code table for consistency from Update Code Table. The Medical pages can be accessed under Student Data then Medical on the navigation tree.

On the medical pages the red flag option can be turned on by clicking the mouse on the flag icon on the top left of the medical forms to turn it red. Any red flag comment will display under the red flag icon when the red flag option is turned on. The red flag will also display next to the red flagged medical form on the navigation tree.


Medical Log

The Medical Log stores daily visits made to the office by students with a medical condition. This includes the student, medical condition, start and end time, start and end date and any comments.

The following is an example of the Student Medical Records printout which can be run by using the Print button on the Medical Log form.

The Medical Log also contains an option to view and/or print a Medical Profile. The Print Medical Profile button allows all of the medical related tables to be printed onto a single report. The user can select which tables to print. The report also includes a print student picture, limit by date, and include inactive students option. The table print order can be changed by dragging and dropping the table to the desired order. If the user does not have permission to a table that table will be shown in red and the ability to select it will be disabled.


The following is an example of the Medical Profile report.

Medical History The Medical History tab is used to store and display past or existing medical information for a student. After this information is added or updated it is stored in the MHS table.

The Print button will print the currently displayed medical record.


Immunizations

The Immunizations form is used to store and display immunization data for all students. If an immunization has NOT been received in the appropriate time frame the field will display in red. A Comment and Exemption field for each shot is located to the right of the date fields.

After this information is added or updated it is stored in the IMM table. Birth Place and Health Problems displays at the top of the page with the student information and can be updated but when entered this data is stored in the STU table.

TDAP REQUIREMENT The State has provided a specific label that can be generated and pasted into the left hand corner of a student’s Immunization Blue Card. The following is an example of the State Tdap Requirement label. This same label can now be printed on the new Immunization Blue Card.

There are fields utilized to determine if a student has met the Tdap requirement. These fields include the DTP Type (DTT), DTP 1-5 (D1-D5) date fields, DTP Boost (DB) and the Tdap Boost (TB). The Exemption fields are also used to determine if the requirement has been met. There are three selections on the label that can be checked. The first is the Tdap was given on or after 7th Birthday is determined by the DTP and Tdap information entered. If the requirement is met this option will be flagged on the label. When the Tdap Boost field is NOT highlighted in red on the Immunization form this indicates the requirement has been met.


Only the DTP and DTaP codes entered in the DTP Type field are used to determine if the Tdap requirement has been met. If one of these codes has been entered it will then verify the dates in either the Diphtheria 1-5 (D1-D5) date fields or DTP Boost.

If the requirements for DTP have NOT been met it will then check the Tdap Boost field to see if requirements are met. If the field displays red this indicates the requirements have NOT been met. There are exemptions that can be selected to print on the label. There is a Medical Exemption from Physician option and the Tdap Personal Belief Exemption. If exemptions will be used they must be setup in the Code table. From the Update Code Table form select the IMM table and the PE field. Click the mouse on the Add button. Enter the Medical Exemption code, description and in the N1 field enter 1.00. Enter the Personal Exemption code, description and in the N1 field enter 2.00. Entering the value in the N1 field will determine which exemption is checked on the label.

To select an exemption click the mouse on the drop down list and select the code setup for Medical or Personal.

When the Tdap Requirement Label is printed an X will print for the exemption selected.


PRINT OPTIONS The Print buttons will display a Print Options selection box to print the immunization record. The Print Plain Paper will print on white bond paper, Print Blue Card will allow you to print on blank stock blue paper. Click the mouse on the Print Plain Paper button and the immunization record will be printed on white bond paper. Any Immunizations flagged as Exempt will print ---EXEMPT--- in the specified area such as HIB.

To print the Immunization record on stock blue paper, load the paper into the printer and click the mouse on the Print Blue Card option. Below the Print Blue Card button are two options that can be selected, Print Tdap Sticker and Print Instructions on the Back Side of Blue Card.


The following is an example of the Immunization Record printed on the pre-printed blue card with NO Tdap sticker printed.

From View All Reports the option is also available to print Student Immunization Cards for ALL students with various options to select.


The Print Student Immunization Status report will print students that have met all immunization requirements or who are missing immunizations. From View All Reports select the Print Student Immunizations Status report. After making selections click the mouse on the OK button.

The following Print Student Immunization Status report contains students missing immunizations and is sorted by vaccine with DTP starting on page 1.

Insurance Information

The Insurance Information page is used to record student insurance information. The Type of Insurance, Company Name and Group ID can be added for the student. The following is an example of the Insurance Information page.


Student Dental The Dental form is used to store results from a dental checkup for all students at the school. The following is an example of the Dental form. After this information is added or updated it is stored in the DNT table.

The following is the Dental Record printout generated by clicking the mouse on the Print button.

Student Hearing The Hearing form is used to store results from a hearing test normally performed on all students at the school. The following is an example of the Hearing form. After this information is added or updated it is stored in the HRN table.

The following is an example of the Student Hearing Records printout that is generated by clicking the mouse on the Print button.


Student Vision The Vision form is used to store and display the results from a vision test normally performed on all students at the school. The following is an example of the Vision form. After this information is added or updated it is stored in the VSN table.

The following is an example of the Student Vision Records printout that is generated by clicking the mouse on the Print button.

Physical Information The Physicals form is used to store and display data not pertaining to the medical categories, such as the weight and height of a student. The following is an example of the Physical form. After this information is added or updated it is stored in the HWO table.

The following is an example of the Student Physical Information printout that is generated by clicking the mouse on the Print icon.


Student Scoliosis

The Student Scoliosis form is used to store and display the results from the scoliosis testing that is normally performed on all students. The following is an example of the Scoliosis form. After this information is added or updated it is stored in the SCO table.

The following is an example of the Student Scoliosis Records printout that is generated by clicking the mouse on the Print button.

Other Immunization The Other Immunization area is used for other immunizations that a student may have received as well as immunization exemptions. This area is accessed from the Immunizations page in Change mode. The following is an example of the Other Immunization form. After this information is added or updated it is stored in the IMM table.


Medical Notes

The Medical Notes form is mostly used by nurses to store confidential information. This form is accessed from the Medical Notes node. However, security can be setup so that only nurses can have access to this data. The following is an example of the Medical Notes form. After this information is added or updated it is stored in the MNO table.

The following is an example of the Student Medical Notes printout that is generated by clicking the mouse on the Print button.

Medications The Medications area will list all medications to be administered to each student. After this information is added or updated it is stored in the MLM table. It also includes a Doses area to store information on administered doses given of medications. After this information is added or updated it is stored in the MLG table.

The following is the Medications printout generated by clicking the mouse on the Print button.


Medication Schedule The Daily Medication Schedule lists the Scheduled or As Needed medications for all students in the school in a Grid or List View. Doses of medications can be recorded on the Medication Schedule and a list of Dose History for students can also be viewed.

Mass Add Medical Records

The Mass Add Medical Tests page is accessible from View All Forms or from the Mass Add Medical Tests node on the navigation tree. This program will allow you to add specific test records for selected grade ranges. For example, below grade 9 had vision tests done on 7/17/2014. All students in this grade will have a record added into the VIS table with a Passed code for this date.

Medical Advanced - Report Queries The following are example of Medical queries that can be generated to produce specific reports. These queries can be generated and saved. The following is an example of a saved query name that can be utilized, such as HLT K Assessment. Immunization Assessment of Kindergarten Students: Number of pupils with:

• All required immunizations S1 • Permanent medical exemptions to some or all immunizations E1 • Personal beliefs exemptions to some or all immunizations E3 PE DE AE IE VE • Number of students who do not meet all immunization requirements; i.e. which have not

documented • One or more required immunizations or who have a temporary medical exemption S2 E2 • Number not meeting requirement for: Polio PC DTP/DT DC MMR MC

HLT K Assessment

KEEP STU IF GR = 0 LIST STU IMM STU.SN STU.LN STU.FN STU.BD IMM.S1 IMM.E1 IMM.E3 IMM.E2 IMM.PE IMM.DE IMM.AE IMM.IE IMM.VE IMM.PC IMM.DC IMM.AC IMM.IC IMM.VC


CHDP Need:

• Total number of 1st graders • Number of children with documentation of Health Screening H1 • Number of children with waivers HW HC • Reason for waiver HW • Number of children with neither documentation nor waiver on file

HLT CHDP - Overview of all first graders

LIST STU IMM TCH STU.SN STU.NM STU.GR TCH.TE IMM.E3 IMM.H1 IMM.HW IF STU.GR = 1

HLT CHDP - Only students missing CHDP

LIST STU IMM TCH STU.SN STU.LN STU.FN STU.GR TCH.TE IMM.E3 IMM.H1 IF IMM.H1 = "null" OR IMM.H1 < 3/1/2001

HLT CHDP Mailing LIST STU IMM "TO THE PARENT OF:" \ STU.FN STU.LN \ STU.AD \ STU.CY "," STU.ST STU.ZC IF IMM.H1 = NULL OR IMM.H1 < 03/01/2001

HLT CHDP REPORT

TOTAL STU IF GR = 1 KEEP STU IF GR = 1 LIST STU IMM TCH STU.SN STU.LN STU.FN STU.GR TCH.TE IMM.E3 IMM.H1 IMM.HW IMM.HC IF STU.GR = 1

TUBERCULOSIS SKIN TEST MANDATE REPORT Need:

• K Mantoux results T1 N1 B1 T2 N2 B2, CXR results XD XN XA XC • K birthplace STU.BCU • Grades 1 – 12 new students who have not attended CA schools STU.LS, birthplace STU.BCU,

Mantoux results, CXR results (codes as in #1 above) • Waivers for K and new students grades 1 – 12 E3

HLT TB LIST - Grades 1-12

KEEP STU IF ED > 11/14/2001 KEEP STU IF LS = 2 OR LS = “NULL” OR LS = 0 LIST STU IMM STU.SN STU.NM STU.LS STU.ED STU.BCU IMM.E3 IMM.T1 IMM.N1 IMM.B1 IMM.XD IMM.XN IMM.XA IMM.XC STU.GR BY STU.GR

Kindergarten

KEEP STU IF GR = 0 LIST STU IMM STU.SN STU.NM STU.LS STU.ED STU.BCU IMM.E3 IMM.T1 IMM.N1 IMM.B1 IMM.XD IMM.XN IMM.XA IMM.XC STU.GR


HEPATITIS B & MMR FOLLOW UP Need:

• Hep B dates I1 I2 I3 • MMR dates A1 A2 • Birthdate BD • Hep B comment IC • MMR comment MC • Hep B exemptions IE • MMR exemptions AE • Personal Beliefs waiver E3 • Temp/Perm Medical exemptions E2 E1

HLT HBV & MMR Follow Up KEEP STU IF GR = 6 LIST STU IMM STU.SN STU.NM IMM.E3 IMM.IE IMM.I1 IMM.I2 IMM.I3 IMM.AE STU.BD IMM.A1 IMM.A2 IF IMM.I3 = NULL OR IMM.A2 = NULL HEARING REPORT Need:

• Total number of students for each grade as of October CBEDS Report • Number of pupils screened per grade SCN • Number of students who failed threshold tests SCN PF • Number of new cases CT • Number of old cases CT • Number of pupils referred for Medical Evaluation DR • Number of pupils examined by doctor or under treatment DT

HLT Hearing Report LIST STU HRN STU.SN STU.LN STU.FN HRN.SCN STU.GR BY STU.GR IF HRN.SCN = I AND HRN.TD > 08/15/2001 KEEP STU HRN IF HRN.TD > 8/15/2001 LIST STU HRN STU.SN STU.NM HRN.SCN HRN.PF STU.GR BY STU.GR IF HRN.PF = F AND HRN.SCN = "T2" LIST STU HRN STU.SN STU.NM HRN.TD HRN.CT STU.GR BY STU.GR IF HRN.CT = "N" (for old cases place an “O”) LIST STU HRN STU.SN STU.LN STU.FN HRN.DR HRN.DT STU.GR BY STU.GR IFHRN.DR = "R" SCOLIOSIS Need:

• Total students screened (male and female) SCN • Total students passed PF • Total students failed PF • Total students referred for care DR • Total students who received care DT


HLT Scoliosis KEEP STU IF GR = 7(8) AND SX = F (M) LIST STU SCO STU.SN STU.LN STU.FN STU.GR SCO.SCN SCO.PF IF SCO.PF = P AND SCO.TD > 01/15/02 LIST STU SCO STU.SN STU.LN STU.FN STU.GR SCO.SCN SCO.PF IF SCO.PF = F AND SCO.TD > 01/15/02 LIST STU SCO STU.SN STU.LN STU.FN STU.GR SCO.TD SCO.DR SCO.DT IF SCO.TD > 01/15/02 DISASTER LABELS These are used for attendance purposes in the event of an emergency. Label is placed on child. Any staff member supervising child is notified of health concerns or precautions. LIST STU TCH STU.LN STU.FN \ STU.HP \ TCH.TE BY TCH.TE

SAMPLES:

CLASS LISTS WITH HEALTH PROBLEMS FOR TEACHERS Run this to see output, then run as a report with page break for each teacher LIST STU SEC MST TCH STU.SN STU.NM STU.GR STU.HP MST.RM MST.PD TCH.TE MST.SE BY MST.SE IF MST.CN : 7707 (this is complicated version, giving secondary information to sort by section numbers if course number is matched, could leave off course number) FOLLOW UP FOR HEARING AND VISION SCREENING Run this query to get a list of students needing hearing or vision testing grouped by teacher. LIST STU HRN VSN TCH STU.SN STU.NM STU.GR HRN.FO VSN.FO TCH.TE BY TCH.TE IF HRN.FO : F OR HRN.FO : N OR VSN.FO = F OR VSN.FO = N IMMUNIZATIONS Students needing 2nd MMR shot or any hepatitis shots LIST STU IMM STU.LN STU.FN IMM.A2 IMM.I1 IMM.I2 IMM.I3 IF IMM.A2 = NULL OR IMM.I1 = NULL OR IMM.I2 = NULL OR IMM.I3 = NULL

Immunization - labels to parents LIST STU IMM STU.PG \ "RE:" STU.NM \ STU.AD \ STU.CY STU.ST STU.ZC IF IMM.A2 = NULL OR IMM.I1 = NULL OR IMM.I2 = NULL OR IMM.I3 = NULL

7th Grade Missing Imm LIST STU IMM STU.SN STU.LN STU.FN IMM.E3 STU.BD IMM.A1 IMM.A2 IMM.AE IMM.IE IMM.I1 IMM.I2 IMM.I3 IF IMM.A2 = NULL OR IMM.I3 = NULL

SMITH FRANK A F M E NO PEANUTS EPIPEN SAMPSON

SMART SUSAN D M DIABETES TEST 9A & NOON


Student with no immunizations in IMM table LIST STU IMM STU.SN STU.LN STU.FN STU.BD STU.ED STU.GR BY STU.GR IF IMM.P1 = "null" Missing HBV MMR LIST STU IMM STU.SN STU.LN STU.FN STU.LS IMM.E3 IMM.I1 IMM.I2 IMM.I3 IMM.IC IMM.IE STU.BD IMM.A1 IMM.A2 IMM.AC IMM.AE IF IMM.I3 = NULL OR IMM.A2 = NULL Missing HBV MMR Exempt LIST STU IMM STU.SN STU.LN STU.FN IMM.E3 IMM.I1 IMM.I2 IMM.I3 IMM.IE IMM.A1 IMM.A2 IMM.AE IF IMM.I1 = "NULL" OR IMM.A2 = "NULL"

Missing Hepatitis3 LIST STU IMM STU.SN STU.NM IMM.E3 STU.BD IMM.A1 IMM.A2 IMM.I1 IMM.I2 IMM.I3 IF IMM.I3 = NULL AND GR = 7

Mantoux report data (EH) LIST STU IMM STU.SN STU.LN STU.FN STU.GR IMM.BP STU.LS STU.ED IMM.T1 IMM.N1 IMM.B1 IMM.T2 IMM.N2 IMM.B2 IMM.XD IMM.XN IMM.XA IMM.XC HEARING LIST STU HRN STU.SN STU.HP HRN.TD HRN.PF HRN.SCN HRN.DR HRN.DT STU.GR BY STU.GR IF HRN.TD > 9/01/2001

Hearing Results by year LIST STU HRN STU.SN STU.LN STU.FN STU.GR HRN.TD HRN.PF HRN.FO IF HRN.TD > 9/01/2000 VISION Recheck vision LIST STU VSN STU.SN STU.LN STU.FN STU.GR STU.ED VSN.FO IF VSN.FO = "F" OR VSN.FO = "N" Vision Referral Follow up LIST STU VSN STU.SN STU.LN STU.FN STU.GR VSN.TD VSN.DR VSN.DT IF VSN.DR : R Vision Results for Charting LIST STU VSN STU.SN STU.LN STU.FN STU.GR VSN.TD VSN.PF VSN.RG VSN.LG VSN.BG VSN.RN VSN.LN VSN.BN VSN.CT

SCOLIOSIS Labels SCO Reference LIST STU SCO "To the parent of:" \ STU.FN STU.LN \ STU.AD \ STU.CY STU.ZC IF SCO.DR = "R" Scoliosis Follow Up LIST STU SCO STU.SN STU.LN STU.FN STU.GR SCO.TD SCO.SCN SCO.PF SCO.CO IF SCO.PF = F OR SCO.PF = NULL


Scoliosis Mole LIST STU SCO STU.SN STU.LN STU.FN SCO.TD SCO.PF SCO.CO IF SCO.CO : "Mole" Scoliosis not tested LIST STU SCO STU.SN STU.LN STU.FN STU.SX STU.GR SCO.PF IF SCO.PF = NULL Scoliosis Referrals LIST STU SCO STU.SN STU.LN STU.FN SCO.TD SCO.SCN SCO.DR SCO.CO IF SCO.DR = "R" Scoliosis Results LIST STU SCO STU.SN STU.LN STU.FN SCO.TD SCO.PF IF SCO.PF : P AND STU.GR = 7 AND STU.SX = F TB Report STATS LIST STU IMM STU.SN STU.LN STU.FN STU.LS IMM.BP IMM.T1 IMM.N1 IMM.B1 IMM.T2 IMM.N2 IMM.B2 IMM.XD IMM.XN Create MED-CAL / PRACTI-CAL Fixed Length Text File The Create Medi-Cal Fixed Length Text File is available in Aeries Client Version from View All Forms. This form gives the option to create a text file either for the Medi-Cal or Practi-Cal text file.

Miscellaneous Medical Queries Emergency Student List LIST STU SEC MST STU.SN STU.LN STU.FN MST.PD MST.RM STU.PG STU.TL STU.FW STU.FX STU.MW STU.MX BY MST.RM STU.LN STU.FN STU.SN IF MST.PD = 3 MED list by teacher by period of students who have a medical comment LIST MED STU SEC MST TCH TCH.TE MST.PD STU.NM STU.GR MED.CO BY TCH.TE IF MED.CO # “ “ COD list of medical codes and descriptions

LIST COD CD DE IF TC = MED AND FC = "CD"

Medical History Problem List LIST STU MHS MHS.SN NM STU.GR MHS.CD MHS.CD? IF MHS.CD > ""

medical - aeriesconference.aeries.com/spring2017/docs/pdfs/670 medical.pdf · scoliosis data 11....

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