Health Office Visits

PATH: Student Information > Health > General > Health Office Visits

The Health Office Visits tab allows a school to track the time and date when a student came into the health office, when the student left, and why the student was there. From this tool, a district is able to establish a care pathway by documenting any complaints, medications, treatments, observations, interventions or discharges related to a student’s health office visit.

All complaints, treatments, observations, interventions, and discharges are predefined by the district to assure that consistent and predictable care is offered for all students. Medication records are created for all medications a student may have administered at school.

Image of the Health Office Visits tool with an example record selected

Image 1: Health Office Visits

Medication information, including Remaining/Submitted doses, Medication Strength, Medication Form, Route, Directions, Amount per Dose, and Dose Measurement fields will be automatically populated from the Medications tool for scheduled visits or when Add Medication Dose is selected. These items are not editable from the Health Office Visits tab.

The following instructions describe how a health office visit is entered when appointments are not scheduled. See the Health Calendar for information on processing scheduled health office visits.

  • The Recorded By field is populated based on the Health checkbox on the staff person's District Assignment record. Because of this, a school must be selected in the Campus toolbar.
  • If multiple complaints are assigned to one health office visit, observations and interventions are attached to the correct complaint.
  • Users who do not have Locked Health Office Visit tool rights are allowed to edit unlocked health office visits and view (but not edit) locked health office visits.

Enter a Health Office Visit

  1. Select the New button near the top of the tab. A Health Office Visit window will appear near the bottom of the page.
  2. The Date and Time fields will auto-populate with the current date and time. If this is incorrect, change the time and date accordingly. Time entries of 12 will populate as 12 PM.
  3. Enter the Recorded By box by using the dropdown list and selecting the appropriate name. This field will default to the current user. Only staff with a Health district assignment will appear on this list. If the staff person has a Health License designation on the District Assignment tool, this title also displays at the end of the person's name (i.e. Smith, Joe: RN).

    When entering a new office visit, the Recorded By field displays the user that is currently logged in. When editing an existing office visit, the Recorded By field will display the person who originally entered the visit.

    Staff district assignments must be active to appear in the Recorded By dropdown list. On a saved Health Office Visit, if the staff member's district assignment has ended, the date range of the district assignment will appear next to the staff member's name. For example: Johnson, Mary (01/01/2009 - 01/01/2010).

  4. The Referred by field can be used to track who sent the student to the Health Office. This field allows the entry of up to 50 characters and can be used in an Ad Hoc filter.
  5. Enter a Discharge Time by manually entering a time or by clicking the Now button, which populates the current time.
  6. Select the Appointment option; either Student was here for appointment or Student did not show up. 

    Image of Student Did not Show Up option selected with the No Show reason dropdown displaying

    Image 2: No Show Reason dropdown

    If the Student did not show up option is selected, the No Show Reason dropdown will display if it is not hidden. The option to hide/unhide the field, edit the display name and values populated in the dropdown can be accessed in the Attribute/Dictionary at System Administration > Custom > Attribute/Dictionary > HealthVisit > NoShowReason. See the Attribute Dictionary  documentation for additional information.

  7. Enter any Visit Comments.
  8. Select an Administered by option from the dropdown if desired.

    The option to hide/unhide the field, edit the display name and values populated in the dropdown can be accessed in the Attribute/Dictionary at System Administration > Custom > Attribute/Dictionary > HealthVisit > Administeredby. See the Attribute Dictionary documentation for additional information.

Add a Complaint

  1. Select the Add Complaint button. The add Complaint(s) fields appear on the bottom of the screen.
  2. Select the appropriate complaint from the Complaint drop-down list.
  3. Enter any Comments to be associated with the complaint.

    Comments attached to a complaint can be written in a word processing document and then copy/pasted into the Comments section.

    Carriage returns are not supported in Comments and will cause an error upon saving. A carriage return results when typing "Enter" to begin a new line of text. If a comment is entered which includes carriage returns, either entered by the user or pasted from another document, a warning will appear stating that "Carriage returns are not allowed in this field.” The comment must be fixed before the record can be saved.

  4. Attach Observation(s) and Intervention(s) to the Complaint. This step is optional.
    1. To attach an observation or intervention, select the Add Observation or Add Intervention button within the Complaint(s) section.
    2. Select the appropriate observations or interventions to attach.
    3. Enter any comments related to the observation or intervention.
  5. If a student’s health office visit has been completed and requires no additional information or modification by health staff, check the Record Complete check box located in the left-hand corner of the Health Office Visits editor. This places a lock icon next to the record under the Complete section of the Health Office Visits Editor.
  6. Click the Save button.

Complaints are created in the Health Complaint Type tool. Only active complaints are available for selection.

Add Medication Dose(s)

  1. Select the Add Medication Dose button near the top of the Health Office Visits editor to attach medication dose(s) to the visit. This will add the Medication Dose(s) field to the right hand side of the window.
  2. Enter the number of doses in the left field and select the appropriate medication by using the dropdown list.
  3. Users may add additional medication doses for different medications by clicking Add Medication Dose at the top of the window.
  4. Select the Save button if there is no additional information required.

The medication dropdown is populated by the student’s current medication(s). See the Medications tab documentation for additional information.

Image of an HOV record with the Medication Dose area highlighted

Image 3: Health Office Visits - Medication Display

Dosage Amount Warnings

Users are only allowed to enter medication doses for the quantity available, shown as Remaining Doses on the Medications tab. If a dose amount is entered beyond what is available, a warning message will appear with the number of available doses. The medication dose field will be cleared, requiring the user to enter a new medication dose. Health Office Visits can be saved without entering dose or medication information.

A dose amount must be entered if a medication is selected. If not selected, a warning message appears indicating the dose value is required.

Add a Discharge

Discharge options are created in the Health Discharge Type tool.

  1. Select the Add Discharge button near the top of the Health Office Visits window to attach a discharge to the visit. This will add Discharge(s) options to the right hand side of the window.
  2. Select the appropriate Discharge from the dropdown list.
  3. Enter any additional Comment related to the discharge in the comments field to the right of the dropdown.
  4. Users may add additional discharges by selecting the Add Discharges button at the top of the window.
  5. Enter a Discharge Time if appropriate by clicking the Now button or entering the actual time the student left the Health Office. The entered discharge time must be after the time the student arrived at the Health Office. If it is not, a warning message displays indicating such.
  6. Select the Save button if there is no additional information required.

Discharges are sorted alphabetically in the dropdown list.

Image of HOV record with the Discharge area highlighted

Image 4: Health Office Visit Discharge

Add a Treatment

Treatments for conditions are created in the Treatment List tool.

  1. Select the Add Treatment button near the top of the Health Office Visits editor to attach a treatment to the visit. This will add Treatment(s) options to the right hand side of the window.
  2. Select the appropriate treatment from the drop-down list. Note that the options in the list display as Condition: Treatment
  3. Users may add additional treatments by selecting the Add Treatments button at the top of the window.
  4. Select the Save button if there is no additional information required.

Image of HOV record with the Treatment area highlighted

Image 5: Health Office Visits Treatment

Multiple treatments can be assigned to a single visit. All treatments are visible (upon saving the record) in the Health Office Visit Editor.

Generate the Individual Health Visits Report

Users can review data in either a PDF or DOCX format from the Health Office Visits tab for individual students by clicking the Print button or the Print All button.

Image of the Health Office Visits Report Format options

Image 6: Student Health Office Report Format Options

Option

Description

Example

Click to enlarge image

Print

The printed report includes details for a single visit selected on the Health Office Visits Editor.

Image 7: Student Health Office Visits, single visit report PDF

Print All

The printed report includes a summary of all the student's Health Office Visits for the designated Calendar.

Image 8: Student Health Office Visits, Summary Report PDF

Archived Health Visits

Users still have the ability to review data in report format from the Health Office Visits tab for individual students. If your district was using Campus before June of 2010, you may have health data that exists in health tables that are no longer used. This report pulls that data. This report will not report data from after June 2010.

This report can also be generated in batch form by generating the Archived Health Visits Report .

Image 9: Student Health Office Visits - Archived Health Visits Report

Image 10: Archived Health Visits Report - Individual Student

Generate the Archived Health Visits Report

  1. Enter a Start Date for the report in mmddyy format.
  2. Enter an End Date for the report. These dates are used to find health visits between the entered dates.
  3. Click the Generate Report button. The report will appear in a new window in PDF format, listing the student's past health visits.

Image 11: Individual Student Archived Health Visits Report
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