Recording Sickbay Visits and Incidents Using Health Centre

The below is one process that can be used to record sickbay visits and incidents. This process may differ slightly depending on each school's policies and processes.

Process For Managing Attendance Through Health Centre

1. Create a Sickbay Entry through the Pastoral Care Workspace > Health Centre
2. Apply an Attendance Solution on the Admittance to Sick Bay.
3. Edit or Create an Attendance Solution when student leaves:
   • If the student leaves after the end time of the Attendance Solution entered on arrival, edit the Attendance solution and set the end-time set to the time the student leaves.
   • If the student leaves before the end time of the Attendance Solution entered on arrival: enter a second attendance solution from the time the student leaves until the applicable time. For example, an Attendance Solution using the type 'Removes existing', to the end of the day (if wanting teachers to be able to mark the roll), or 'Medical' if the student is leaving for the day.

Creating a Sickbay Entry

Fill in details of sickbay entry with available information. Most of these fields are not mandatory and can be ignored if there is no data available.

1. Go to the Pastoral Care Workspace > Heath Centre > Sickbay Entry.
2. Select the student's name.
3. Ensure 'New entry' is selected.
4. Fill out the details of the Sickbay visit:
   
   • Nurse: Name of the the staff member recording the Entry.
   • Location: Location of the incident that caused the sickbay entry (i.e. Courtyard, Classroom).
   • Time In: (Time the student arrives) to Time Out: (Time the student leaves). Note: If unsure as to how long the student will be in sickbay, set the time to the end of the school day, or make an educated guess. This can be adjusted once the student has left sickbay. To update the student's attendance click the 'Reapply Solution' button on the toolbar.
   • Notes: Information about why the student is in sickbay.
   • Body Map: This can be used to indicate specific injury locations. To add click in the injury location, set a colour (these can be used to differentiate different injury's or injury types) enter a note and click 'OK'. 
   • Observations: If monitoring a student's condition, notes can be entered here.
   • Treatment: General treatment notes go in the top section, notes about any medications given go in the table.
   • Outcome: The eventual outcome of the sickbay entry can be specified here.
   • Attachments: Any relevant attachments like photos or x-rays can be added here.
5. Click 'Save'.

Apply an Attendance Solution When Student is Admitted to Sickbay

Applying an Attendance Solution records Attendance for the Sickbay visit and indicates to teachers when they are marking their Attendance roll as to the students whereabouts.

1. Go to the Pastoral Care Workspace > Health Centre > Sickbay Entry.
2. Ensure the student's name is selected.
3. Select 'New Entry' or click on an 'Existing Entry' if one has already been added.
4. Click 'Apply Solution'.
5. If required adjust the time. The sick bay attendance will show in the Attendance roll for classes which fall within that time range.
6. Click 'Save'. Note: When the student leaves, either edit the Attendance solution - the 'To' time - to the time the student leaves or enter another attendance solution from the time the student leaves onward. (See below for steps and which of these options should be used).

Adjusting Attendance on Discharging Student from Sickbay

When the student leaves the Sickbay the attendance will need to be updated. The only time this is not required is if the exit time was established when the initial attendance solution was applied.

• If the student leaves after the end time of the Attendance solution entered on arrival, select the applicable Sick Bay Entry > Apply Solution, then and the end-time set to the time the student leaves.
• If the student leaves before the end time of the Attendance solution entered on arrival, select the applicable Sick Bay Entry > Apply Solution, set the 'From' time to the time the student leaves onwards. For example, an Attendance solution using the type 'Removes Existing' can be applied to allow teachers to mark the roll for subsequent periods; or 'Medical' if the student is leaving for the day.