Teacher access to medical forms

Brian LeBlanc · May 2023

We are trying to digitize as much as possible in the nurse's office for the upcoming school year, including moving medication authorizations to uploaded PDFs instead of hard copies. However, in general, teachers do not have access to the nurse's office; only office staff does. In the past, when we've had hard copies of everything, we made copies for teachers to keep in their classroom emergency bag. We plan to collect the authorizations for next year through the medical form on the student checklist and I've included spaces for parents to upload the forms, which are then added to the student's medical record in the nurse's office.

So, two questions: should we just plan on printing out copies of the completed PDFs for the emergency bag, or does anyone have a better way to handle that I'm not thinking of? And if we need to print copies of the PDFs, is there a way to notify nurses when a form has been uploaded? It's going to be impossible to try to constantly monitor.

Thank you for your help!

Jess Moxsky · May 2023

@Brian LeBlanc
I believe you can still give teachers access to the Medical Cards via their roster, even if they do not have Nurse's Office access. These can be run in bulk/by grade or by specific course section via Roster > Run Roster/Student Reports > Medical Cards

Carolynn Parisi · May 2023

@Jess Moxsky This does not work for a high school. People are often running trips or other things and they do not teach students at all or teach some students but not others. Choosing activity leader does not work either, since everyone at our school is an activity leader (for other reasons). No way to assingn access to view medical cards to specific people - wish there was.

Jeff Gaudet · May 2023

@Brian LeBlanc So one workaround might be this. Create a new role based on the Nurses Role. From there you can pick and choose which “tasks” this role should have based on the nurses' role. Assign that role to those specific people that would need access to the medical records. This allows a person with the “View Med Card” role, to look up any student in the directory, look at their contact card and view medical information.

Hope this helps. Always think, that if there is a role that you wish a person had without some of the permissions, just create a new role and adjust it. ~Jeff

Jeff Gaudet · May 2023

@Carolynn Parisi This could work if your school is not too big. We are about 200 students, and we have an activity group called “Community Meeting." All students and faculty are on the roster. Faculty can see the roster, as teachers, which in turn gives them the view of their medical alerts.

Jess Moxsky · May 2023

@Jeff Gaudet
Unfortunately it is not possible to clone or impersonate the Nurse role. You could attempt to clone it, but you'll notice that it's not possible to select any of the Medical-related tasks when doing so.

Carolynn Parisi · May 2023

@Jeff Gaudet thanks but we are bigger and we don't want all faculty and staff to see everyone medical cards all the time- many staff run trips as well, not just teachers. We want to be able to give a person access to medical cards of the students on a trip just for the duration of the trip and then take it away again. so like you can assign access to a report in Report Admin, and then remove the person. For example, senior retreat, is 80 students, we want the chaperones of the that trip to have medical cards just for the duration of the trip. So now we export them to PDF and the retreat leader prints them all and puts them in a binder and then shreds them after the trip.

Kathy Hannon · May 2023

@Carolynn Parisi we have a section on our school forms “Emergency Information” that parents complete when approving or paying for their student to go on school events/trips. The submitted forms are printed after due date, then we give to the Nurse to review and make sure all pertinent information needed is supplied (if discrepancy, Nurse will contact parents) and then we put them in a sealed envelope for the event/trip for the Chaperones if needed. The envelope is only opened if information is needed - most of the envelopes come back still sealed and we shred. This way parents are giving the most up-to-date information to be used on the event and we are not running into issues with confidentiality. On the form section, we collect emergency contact during the dates of the event, any medications that are needed and allergies and a Comments area. We have been doing this for 2 years now and it eliminated the need for the nurse to print medical cards for each student attending an event/trip.

Carolynn Parisi · May 2023

@Kathy Hannon Thank you, we do include emergency contact info on all our school forms for each trip. It is the actual medical info we need on the trip, like the medications, dosage, doctor info. Since the parents have already supplied all that info on the start of year medical forms, we do not ask again for every trip the student takes during the year - parents do not want to have to supply that info multiple times throughout the year. We emphasize to the parents the importance of them keeping the medical informaiton current in the system so that anytime it is pulled or referenced it is up to date. My issue is with having to print all the cards and then shredding them after each trip because there is no way to give online access to people and then take it away easily. We do the same as you print, and then shred, and that is the problem.

Teacher access to medical forms

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