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 pulling reports of Health Services administered to assist with reporting needs as well as completing the FLDOH EARS report in the state's Health Management System (HMS).
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.
Please note that PAEC Student Data Services is unable to provide technical assistance regarding the FLDOH Health Management System.
Running the Health Services EARS Report for FLDOH Reporting
Depending on the utilization of County Health Department Staff, districts may need to report summarized School Health Services rendered on a daily, weekly, or monthly basis. To retrieve services recorded in FOCUS for the purpose of completing the EARS report, complete the following steps:
- In the top right of your FOCUS screen, select the school you would like to run the report for. This is not necessary if you only have access to a single school.
- Click "Reports," then "District Reports"
- Expand PAEC Reports->School->Health Services. Click "Run" for the Health Services EARS Report.
- When prompted, enter the Begin Date and End Date for the range you would like to run the report and click "Run".
This will present you with the data from FOCUS in a format similar to the FLDOH HMS system so that you may enter the data as needed for the Department of Health. The Health Services EARS Report displays information saved in FOCUS in real-time and may be run at any time for any date range in the current school year to accommodate your reporting needs.
NOTE: Because screening outcomes may occur in a separate reporting window from the screening activity, screening completion and incompletion codes will report respective of the "Outcome Date" from the School Health Screening Log.
For example, if a student received an abnormal 0510 - Vision Screening result on 08/15/2024 and the parent confirmed that the student received an eye exam on 01/15/2025:
- An EARS report run for a date range of 08/01/2024-08/30/2024 would reflect the Vision Screening and abnormal result, but no completions.
- An EARS report run for a date range of 01/01/2025-01/31/2025 would reflect the Vision Screening completion, but no screenings or abnormal results.
- An EARS report run for a date range of 08/01/2024-05/30/2025 would reflect the Vision Screening and abnormal result as well as the respective completion.
Other Helpful Reports
Reports to assist School Health Staff with pulling information for the FLDOH Annual Health Reports are also available under PAEC Reports->School->Health Services. District level reports should be used to pull final numbers, and School Breakdown reports are available to confirm information and troubleshoot data entry issues that may skew District report results.
As requests are received and approved, other reports designed to assist School Health Personnel are added to the "PAEC Reports->School->Health Services" district reports folder. Be sure to review this folder often for any reports that may be helpful in your district.
Important Notes Regarding Reports and 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 Medication Administration Screen These services require additional tracking of student supplies received, administered, and wasted requiring a separate FOCUS feature. | |
| 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. |