How to record Parent of Candidate Vaccination Info

Amber Buehlmaier

I was asked to have an answer by noon tomorrow so I wanted to reach out to my community. We want to ask parents to submit proof of their vaccination, which will allow them to enter the building. Is anyone else tracking this in BB? We do not use Magnus health or other outside sources. Other then making an admin-only viewable field for Parents of Candidates Contact Card info I don't know what could be done? This means I would have to manually go through the submissions and fill out the field. Any brainstormers out there?

Heather MacKenzie

Hi Amber, call your local hospital (or try looking online too!) and ask if that would violate HIPAA rules (here in the USA) to store that piece of medical information in your database. You may not be allowed to do that legally. HIPAA guards patient medical information privacy. If you restrict it to yes/no only plus a date, that may be better/allowed, but I'm not an expert.

COVID vaccine status knowledge may also be a weird case that HIPAA doesn't really apply to, I don't know.

HIPAA stands for Health Information Portability & Accountability Act.

Heather MacKenzie

Here's a decent starting point link for you

Heather MacKenzie

and this one

Heather MacKenzie

Never mind my other replies - I found it. It is not a HIPAA violation for you to ask that, but it looks like it would be to ask follow up questions of some kinds. Check out this article. Now we just need to figure out how you'd track it. I think you still want to limit your viewability and what you track - stick with a yes/no option and a date and it looks like you'll be fine.

Brian Hoyt

Have you looked at Nurse / Health module? It can store vaccination info in a restricted method.

Rick Geyer

Unfortunately there is no easy answer for you. Since you want to track this for parents, a publishable field or admin-only field would be your best bet. With either, you would have to enter all the data yourself, unless you trusted your parents to enter the info for themselves. Do you have a visitor management system? If so, then perhaps you could leverage that in a way to track this info?

Amber Buehlmaier

Hi Rick, we are considering an admin - only viewable field that parents would self-report on when completing an attestation form. However, I cannot for the life of me figure out how to get the admin-only field to populate on a school form. I'm only seeing the public ones as an option.

Amber Buehlmaier

We Do! However, I'm only seeing the ability to track the student's vaccination information, not the parents.

Amber Buehlmaier

Thank you Heather! We are working with our legal team and school nurse to ensure no HIPPA violations are made, I'll pass along your references to them. It looks like we can ask parents to self-report the type and date, but we cannot store any copies of the “passport.”

Rick Geyer

Considering that the admin-only fields have a multitude of field formatting options, it would be a much better choice for tracking something like this, but unfortunately you cannot add “admin-only” fields to forms. I have asked Blackbaud numerous times to change this, but as of right now you would be limited to using a publishable field that is only a text box.

Amber Buehlmaier

I wish I could like this 100 times! Did you put this in the suggestion/voting area?

If so, can you drop the link and I'll vote for it!

Rick Geyer

This is not my idea, but it would address the issue: https://blackbaudk12.ideas.aha.io/ideas/K12CO-I-743


This person has suggested adding the same input options that Admin only fields have to the custom publishable fields. My spin-off of their idea is to get rid of the two different types. Call them all custom fields, give us 20+ of them, and include the Admin Only input controls for all of them.

Faith Murray

I have a technical question regarding this topic. In consideration of the fact that governmental entities like the feds and New York are requiring vaccination proof or proof of a recent negative test, and in light of the fact that for other diseases like chickenpox, campuses have traditionally accepted proof of established immunity (aka a serum antibody test) as a substitute for proof of actual vaccination:

How are each of you making allowance for, and delineating, these options in your database tracking, without encroaching on privacy? Do you include all three options in a combined yes/no questionnaire? Or do you include each as a separate tracking field?