Recording School Health Screenings

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 recording student screenings in the School Health Screening log.

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.

Recording 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 with abnormal results and outcomes if applicable.

 

School Health Screening Log Field Descriptions

Field	Description
Date	Date of Screening
Screening Administered	Appropriate health screening code from the FLDOH School Health Services manual.  If you are looking for a screening that is not in the list, please consult your District Health Coordinator.
Screening Administered By	School health staff member that administered the screening
FTTY	This box should be checked to record the "First Time This Year" status where applicable
Initial Results Abnormal	This box should be checked to indicate an abnormal initial screening.
Rescreen Results Abnormal	This box should be checked to indicate an abnormal re-screening if required to confirm abnormal results.
Follow-Up Date 1 (Referral Sent to Parent)	For abnormal results, the initial date the parent was notified of the abnormal screening.
Follow-Up Date 2	For abnormal results and an initial follow-up without an outcome, the date that another follow-up was conducted.
Follow-Up Date 3	For abnormal results and two follow-ups without an outcome, the date that the third follow-up was conducted.
Referral Outcome	Respective referral outcome whether complete or incomplete.
Outcome Date	Date that referral was determined complete or incomplete.
Screening and Follow-Up Notes	Screening notes and further follow-up notes if applicable.

Recording Entries in the School Health Services Log

Choose an option below:

Option 1:  Using the Mass Add Log Records Screen to Record Screenings by Group (Recommended)

To record School Health Screening Log entries on a single screen in FOCUS that saves to each individual student, complete the following steps:

1. In FOCUS, click Students->Mass Add Log Records
    
2. In the "Logging Field" option, search for "School Health" and select "School Health Screening Log"
3. On the "By Group" tab, click "More Search Options", then "Scheduling", then "Scheduled into Section(s)"
4. In the search box that appears, search for and select your desired class(es) expected to arrive for screenings.  This is most often a homeroom course.  Click "Search" after making your selection.  This will bring you to the add log records screen with a listing of those students that apply to your search.
5. Ensure that "School Health Screening Log" is selected for the Logging Field.  At the top of the screen, enter the information based on the most common outcome of the applicable screening.  This information will automatically copy down to each student.
6. At this point, you will administer the screenings for each student and make adjustments as needed based on screening results. 
   1. After each individual student update, ensure that the "Save Record" checkbox is selected for the student's row.
   2. Simply skip over absent students and leave the "Save Record" checkbox unchecked. Records will not be saved for these students.
   3. When finished, confirm that "# Selected" shows the number of students you intend to save records for.
   4. Click "Save" to commit the data to the selected students' records.

Nurses often prefer to utilize this method for faster entry and the ability to record screening information en masse without navigating individual student screens.

Option 2:  Using the Mass Add Log Records Screen to Record Screenings by Individual Student

To record School Health Screening Log entries on a single screen in FOCUS that saves to each individual student, complete the following steps:

1. In FOCUS, click Students->Mass Add Log Records
    
2. In the "Logging Field" option, search for "School Health" and select "School Health Screening Log"
3. On the "By Student" tab, select the desired student in the first column of the first row to record information pertaining to the screening.  When finished, press "Enter" on your keyboard or click "Save" to save the record.  The entry will be moved to row 2 and a new blank line will appear at the top in preparation for the next entry.

Option 3:  Using the Student Demographic Screen

To record School Health Screening Log entries individually by student, complete the following steps:

1. In FOCUS, search for the desired student
2. Under the Demographics tab, click "Health Screening Log"
3. Add the respective information related to the screening at the top of this field.  When finished, press "Enter" on your keyboard or click "Save" to save the record.  The entry will be moved to row 2 and a new blank line will appear at the top in preparation for the next entry.