The PAEC Medical Module allows nurses and contracted Health Department staff to enter School Health Services and Screenings in FOCUS as well as pull the EARS report as needed to report this information in the Florida Department of Health HMS (Health Management System).
The purpose of this article is to familiarize school health personnel with the PAEC Medical Module.
The utilization of the PAEC Medical Module requires a collaborative setup between the District Health Coordinator and MIS System Administrator. If you have questions regarding this module, please consult your District Health Coordinator. Your District Health Coordinator will work with the MIS System Administrator if necessary.
Video Training Overview
Entering School Health Services (Visits to the Clinic)
School Health Services are recorded under the student's demographic information on the Health Services Log tab.
School health staff may record regular health interactions with students that usually come from an unscheduled clinic visit either directly on this screen or via the Mass Add Log Records function.
Click here for more information on Recording School Health Services using the PAEC Medical Module.
Entering School Health Screenings
School Health Screenings are logged under the student's demographic information on the Health Screening Log tab.
Here, school health staff may record and review health interaction logs with students that usually come from scheduled screenings, also recording abnormal results, follow-ups, and outcomes if applicable.
Click here for more information on Recording School Health Screenings using the PAEC Medical Module.
Entering Medication Administrations and Complex Procedures with Student Supply Usage
Medication Orders, Medication Administrations, and Supply Inventory are recorded under the student's demographic information on the Medical (System) tab.
Here, school health staff may record and review interaction logs with students that occur with both scheduled and as-needed medication administrations. Additional logging is also available specifically for diabetic students that require additional complex procedure tracking such as glucose monitoring.
Viewing Data Reports related to the PAEC Medical Module
Depending on the utilization of County Health Department Staff, districts may need to report summarized School Health Services rendered on a weekly or monthly basis.
Click here for more information on Viewing Data Reports related to the PAEC Medical Module.
Important Notes Regarding Service Code Availability
It is important to remember that the PAEC Medical Module is designed for tracking health services provided to individual students. If the district wishes to also record and report health services provided to staff or services intended for non-individualized groups, a separate system or internal process decided on by the district would be necessary.
The following Service Codes are omitted from the School Health Services Log for the reason indicated:
| Service | Description | |
| 5030 - Medication Administration |
Recorded under the Medical (System) Screen These services require additional tracking of student supplies received, administered, and wasted requiring a separate screen. |
|
| 5032 - Complex Medical Procedures (With Student Supply Usage) | ||
| 7500 - Community Presentation |
Not Recorded at Student Level One presentation counts as a single service with FTTY count indicating number of attendees. Health staff should track these services externally if needed. |
|
| 8010 - Nutrition Education Group | ||
| 8015 - Reading And Literacy Group Activities | ||
| 8020 - Education: Class | ||
| 8021 - Education: Health Education Class | ||
| 8027 - Smoking Cessation Counseling/Education | ||
| 5061 - School Visit Elementary |
Not Recorded at Student Level Code used to track time spent providing Basic School Visit health services. Health staff should track these services externally if needed. |
|
| 5062 - School Visit Middle | ||
| 5063 - School Visit High | ||
| 5064 - School Visit Ungraded (Other) | ||
Service Code 9999 may be available on the Health Services Log for the following purpose. Consult your District Health Coordinator if you are unsure of whether to use this code.
| Service | Description |
| 9999 - Consult Only |
Optional May be used in instances where nurses need to record a First Aid Administration (5031) or School Health Staff Consultation (5051) not related to an applicable primary service code such as Nursing Assessment And Counseling (5000). This code may also be used when a student is sent to the nurse but does not have parental consent to receive health services and the only action permissible is to contact the parent. |
Some Service Codes, primarily those for School Screenings, involve tracking abnormal results and referral completions. These codes are located on the School Health Screening Log to allow for such tracking. The district Health Director may work with the district MIS Director to deactivate any codes not utilized in the school district for convenience of data entry. The codes available are as follows:
| Service | Description |
| 0505 - Hypertension Screening | Tracking Abnormal Results and Outcomes Optional |
| 0510, 0610 - Vision Screening Codes | Tracking Abnormal Results and Outcomes Required |
| 0515, 0615 - Hearing Screening Codes | Tracking Abnormal Results and Outcomes Required |
| 0520 - G&D Screening - Height/Weight Measurement | This code is inactive by default and may be activated if desired by district to be used in supplement to 0521-0524 G&D Screening Codes |
| 0521, 0522, 0523, 0524 - Growth & Development Screening Codes | Tracking Abnormal Results and Outcomes Required |
| 0526, 0527 - COVID 19 Screening Codes | Reporting Results Required if Administered |
| 0540 - Dental Screening | Tracking Abnormal Results and Outcomes Required if Administered |
| 0561, 0661 - Scoliosis Screening Codes | Tracking Abnormal Results and Outcomes Required |
| 0571 - Pediculosis/Scabies Screening | Tracking Abnormal Results and Outcomes Optional. For this reason, the District Health Services Coordinator may elect whether this service is recorded under Health Services or Screenings. |
| 0598 - Record Review: Annual Health Information Form Review | Tracking Receipt of Health Forms as Outcomes and Non-Receipt of Health Forms as Abnormal Results Required for HD Contracted Service Providers. For this reason, the District Health Services Coordinator may elect whether 0598 is recorded under Health Services, Screenings, or both if desired. |