Logging medications and wellness entries

The two health recording areas in School Vault

School Vault has two separate health recording areas that serve different purposes:

• Wellness Tracker (this article), for ongoing or active health conditions: medication being administered over a period of days, symptoms being monitored, or a health concern that is currently active. Accessed from the Wellness Tracker module in the main navigation.
• Health Records (article 4.3), longer-term medical history: vaccinations, checkups, diagnosed illnesses, significant injuries. These build the child's permanent health profile.

Creating a wellness entry

All wellness recording is done from the Wellness Tracker module, not from an individual student's profile.

1. Go to Wellness Tracker from the main navigation.
2. Click Add Wellness Entry.
3. Select the student from the dropdown.
4. In Symptoms / Diagnosis, describe the health concern (e.g. "Fever and runny nose since Monday, temperature 38.2°C at check-in").
5. Under Medications, enter any medication being administered at school:
   • Medicine name (e.g. "Paracetamol suspension")
   • Dosage (e.g. "5 ml, 1 tablet")
   • 1st dose, 2nd dose, 3rd dose time fields — record when each dose is given during the school day
   • Optionally attach a photo of the medication packaging for verification
6. If the child needs more than one medication, click Add medication to add another row.
7. Set the Start date and End date for this wellness record (e.g. the duration of the illness or the course of medication).
8. Set the Status to Active while the condition is ongoing. Change it to Inactive when resolved.
9. Add any Additional comments for the teacher or school nurse.
10. Click Add Entry. The record appears in the Active Tracker tab.

Active Tracker, History, and Analytics tabs

• Active Tracker, shows all wellness records with Status set to Active. Use this at the start of each school day to see which children have current health concerns or medication schedules.
• History, shows past records that have been set to Inactive or whose end date has passed.
• Analytics, a class-level view showing wellness trends over time.

When to escalate to an incident report

A wellness entry is for managed, ongoing health conditions. If the health situation is:

• An injury beyond a minor bump or scratch
• A significant allergic reaction
• A situation where a parent needs to be contacted urgently during the school day
• Any event that could become a safeguarding concern

...then you need to file an Incident Report (article 4.4) rather than (or in addition to) a wellness entry. The incident report system has severity levels, formal parent notification, and is included in the school's safeguarding documentation.

Common mistakes

• Looking for a Wellness tab on the student's profile — it does not exist. All wellness entries are created from the standalone Wellness Tracker module in the main navigation.
• Creating a new wellness entry each day for the same ongoing illness instead of updating the dates on an existing Active record. One entry per health episode, with the date range spanning the illness, is the correct approach.
• Using the Wellness Tracker to record a significant injury instead of filing an Incident Report. A minor temperature or runny nose goes in Wellness; anything requiring first aid, urgent parent contact, or external medical attention goes in an Incident Report.
• Leaving resolved wellness records as Active. Set the status to Inactive when a child recovers so that the Active Tracker remains a reliable daily checklist.