Health records: checkups, vaccinations, illness, injury, medication

Health Records vs Wellness Tracker

Health Records are the child's permanent, longitudinal medical history at your school. They cover things that happened and need to be remembered over months and years, vaccinations, illness episodes, injuries, and prescriptions. The Wellness Tracker (article 4.2) is for today's events.

Accessing health records

1. Go to Health Records from the sidebar.
2. The page shows all health records across all students. Use the All Types filter to narrow by record type, or search for a specific student.
3. Sub-tabs: Health Records (all medical records), Medications (active medication tracking), Emergency Contacts.

Recording a routine checkup

1. Click Add Health Record. Select the child and set Record Type to General.
2. Enter a Title (e.g. "Routine Checkup") and a Description with the outcome (e.g. "All clear, referred for vision screening").
3. Set the Start Date and, if applicable, Doctor Name and Doctor Contact.
4. Click Save.

Recording a vaccination

1. Click Add Health Record. Select the child and set Record Type to Vaccination.
2. Enter a Title (e.g. "Hepatitis B — Dose 3") and a Description with the dose number and administering nurse or clinic.
3. Set the Start Date (date administered) and any Doctor details.
4. Click Save.

Recording an illness episode

1. Click Add Health Record. Select the child and set Record Type to Medical Condition.
2. Enter a Title (e.g. "Fever — sent home") and a Description with symptoms and whether the child was sent home.
3. Set the Start Date (when symptoms appeared) and the End Date when the child returned well.
4. Add any doctor diagnosis in the Description.
5. Click Save.

Recording an injury

1. Click Add Health Record. Select the child and set Record Type to General.
2. Enter a Title (e.g. "Playground Injury — scraped knee") and a Description with the injury location, nature, and first aid provided.
3. Note whether the parent was informed and any follow-up in the Description.
4. Set the Start Date and click Save.

Standing medication records

For children who take regular medication at school (e.g. daily asthma inhaler, anticonvulsant medication):

1. Click Add Health Record. Select the child and set Record Type to Medication.
2. Enter a Title (medication name) and a Description with the prescribed dose, frequency, and prescribing doctor.
3. Set the Start Date (when the prescription begins) and an End Date (when the consent or prescription expires).
4. Click Save. Alternatively, use the Medications tab on the Health Records page to track active medications separately.

Common mistakes

• Recording an injury only in health records without filing an incident report, the two records serve different purposes. Both are needed.
• Leaving vaccination records empty because "the parent has a yellow card", the yellow card is not accessible to the school. Record vaccinations in School Vault as they are administered at school health events.
• Not setting an expiry date on standing medication consent, a consent form that expired three months ago is not valid, and without the system reminder you may not notice.