Hi Susan, so you use the Bulk Upload>Manage User Files and upload new student documents to the Files and Forms section of their record? I'm trying to digitize our cumulative files so I would love to store everything here instead of paper. Is that what your school does?
Reminder: We recommend using Medical for doctor's notes and any other sensitive health data, rather than Bulk Upload Files & Forms. Check with your school nurse for any HIPAA related concerns to see if it applies to doctor notes at your school.
Hi @Laura Nation -
We were WhippleHill prior to them being bought by Blackbaud so I didn't have to digitize the cumulative files since everything (other than test scores) was already within the system. I did, however, go back and scan all transfer records that were in the paper files and upload them to the user files. Now if I ever go back to more than 17 years ago and digitize those records, I would do as you mentioned and put them in the user files as well.
@Susan Ott Hi Susan, how did you give faculty access? That's the step where I'm stuck. When I impersonate a faculty member the files are not shown.
@Stephanie Allison - When you created the File Name in Manage User Files, did you give File Access to Faculty?
Core > System tools > bulk upload > Manage user files > edit the file name for your admissions files > File Access > add the constituents who should have permission to view the file > save & Exit
Scott
@Stephanie Allison exactly what Scott said. All access is created through Manage User Files.
I use Bulk Upload to electronically issue the I-20 form to international students.
@Bryna Gleich We are currently looking into how we can use Medical to specifically upload Dr's notes and I do not see an option to do so. I reached out to Blackbaud support and their only solution was to ultimately use Files & Forms on the student profile. I wish there was a form upload for just misc. in Medical/Nurse's office to upload each Dr's note but I do not see a way to do this.
@Chelsea Fritz I understand. Medical is not my primary area these days (I do Core mostly). However, I was on it when it was originally added, so I remember extra encryption for medical being an important detail for it.
You might consider searching the Ideas section of the user community to find a similar suggestion to vote and comment on. Or post it as a new idea.
My earlier comment in this discussion thread is because Medical has extra encryption for increased security. Bulk Upload Files does not have that extra encryption designed for medical data protection. Medical also can't be seen during impersonation.
If your doctor notes are vague and your school determines that you don't need that extra encryption, then yes, that alternative may be effective for you (maybe with the advice of the school nurse and/or legal advisor, just in case).
Otherwise, perhaps (depends on school) an attendance manager might view the note and mark attendance excused and pass the note to the nurse, if relevant, so the nurse can enter any important details into the student's medical. Thus preserving the vital info, without a scanned copy of the note. You might choose to keep the original note in a locked file cabinet for a little while (a semester or year?) as a backup before shredding it.
This might depend on the nature of the doctor's visit and the information included in that note. Probably a few different scenarios, such as:
@Cassandre Durocher We do bulk uploads for over 300 specific different categories. Don't be like us and make 300 categories, make them more general, because each category can have a separate permissions, and it's a good idea to check the permissions once in a while. Checking 300 is not a way I like to spend my day, but we have run into issues with incorrect permissions. Thankfully it was a person who should have permission can't see the file and not the other way around.
