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 medication orders, administrations, complex procedures, and supply inventory under the Medical (System) screen.
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.
Click each option below to expand information respective to that field:
Step 1: Recording Medication Orders
Medication Orders are logged under the student's demographic information on the Medical (System) tab. Here, school health staff may record and review interactions involving the administration of medication or complex procedures that involve student supply tracking. All medication-related or complex procedure interactions must first have an order entry to record interaction-level information. For insulin-related medications, only the insulin order is necessary to allow for tracking of 5030 Medication Administrations and 5032 Complex Procedures related to glucose monitoring, ketone monitoring, and carb counting. Other combinations of medication administrations and complex procedures must have individual orders entered for proper tracking on end of year SHAR reports.
Medication Order Field Descriptions
| Field | Description |
| School Year | Automatically populates based on the school year you are sitting in. Be sure to navigate to the proper school year if entering upcoming medication orders over the summer. |
| Date | Date the order is received by the School Health Staff |
| Name of Medication | Medication label name |
| Medication Category | Medication category. Choose the appropriate Medication Type or Complex Procedure that will reflect on SHAR Reports. |
| Insulin | Check this box if the medication is insulin related. Administrations will be entered under the diabetic log and allow for glucose result tracking. |
| Medication Form | Tablet, capsule, liquid, etc. |
| Dosage | Dosage of medication |
| Route | The route of the medication administration. For best results, ensure district health staff use consistent references for medication routes (Oral vs. PO, etc.) |
| Date of Order | Date listed on the medication order |
| Order Expiration | Expiration if listed on the order or the last day of school (whichever comes first) |
| Medication Expiration | Expiration of medication or the last day of school (whichever comes first) |
| Physician | Physician listed on order |
| Diagnosis | Diagnosis listed on order |
| Specific Directions | Directions listed on order or medication label |
| Possible Side Effects | Possible side effects of medication |
| Admin Day | Select all days that this medication will be administered in the clinic |
| When Admin Time(s) | Select all times that this medication will be administered in the clinic |
| Medication Received | Check this box if medication has been received |
| Supporting Documentation | After saving the order, this field becomes an upload field so a scanned copy of the order may uploaded by pointing to the "No Files" message that displays once "Save" is clicked |
Entering Medication Orders in FOCUS
To record Medication Orders individually by student, complete the following steps:
- In FOCUS, search for the desired student
- Under the Demographics tab, click "Medical (System)" and navigate to the "Medication Order (System)" field.
- Add the respective information related to the order at the top of this field. Note that "Medication Received" must be checked to record supply information. 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 to confirm you have saved the order.
- If desired, hover your mouse on the "No Files" area to upload a scanned copy of the medication order.
NOTE: Please take care to enter this information properly and avoid changing orders after initial entry. Order information will trickle down to supply and administration records. If a physician change is made to a medication order such as dosage or directions, enter a new medication order with the updated information and transfer the supply to the new order if the same medication supply will be used.
Step 2: Recording Medication Supply Received
Medication Supply entries are logged under the student's demographic information on the Medical (System) tab. Note that "Medication Received" must be checked on the Medication Order to record supply information.
Note that it is not required to record a "Supply Received" for all medications as students may have approved on-hand medication such as NSAIDs depending on your district policy. In these cases, your inventory may reflect a negative number which is for internal tracking only and may be ignored.
Note that it is not required to record a "Supply Received" for insulin as students may have an on board pump that is filled at home. In these cases, your inventory may reflect a negative number which is for internal tracking only and may be ignored.
Medication Supply Received or Wasted Field Descriptions
| Field | Description |
| Medication Order | Select the Medication Order from Step 1 for which you are receiving supply - only orders for the school year you are sitting in that have "Medication Received" checked will appear in this dropdown |
| Date | Date medication is received |
| Received By | School Health Staff that is receiving the medication |
| Doses Received or Wasted |
Number of doses received, wasted, or returned to the parent. Enter positive numbers for supply received and negative numbers for supply wasted or returned. See *NOTE at the bottom of this section for advisement on recording doses for different medication forms. |
| Receive Witness or Waste Comment | Details regarding the supply interaction |
Entering Medication Supply Interactions in FOCUS
To record Medication Supply information individually by student, complete the following steps:
- In FOCUS, search for the desired student
- Under the Demographics tab, click "Medical (System)" and navigate to the "Medication Supply Received or Wasted" field.
- Add the respective information related to the supply at the top of this field. Note that "Medication Received" must be checked on the Medication Order to activate it in the "Medication Order" dropdown and record supply information. 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 to confirm you have saved the supply entry.
*NOTE: For pill form types, ensure your supply received format is consistent with the Amount Given for administrations.
For example, if the dosage is 1.5 tablets and you receive 45 for a 30 day supply, administer 1.5 each administration. If the dosage is 1.5 tablets and you receive 30 doses for a 30 day supply, administer 1 each administration. For liquid form types, enter the total MLs received. You will record the administration of these as "X" for the number of mls. For inhaler form types, enter the total "puffs" reflecting on the inhaler. You will record the administration of these as "X" for the number of puffs. Do not enter letters or special characters in the amount received or amount given fields. Only numbers should be entered for accurate calculations in reports and inventory.
Step 3: Recording Medication Administrations
Recording Medication Administrations on the Student Screen
All Medication Administrations may always be logged under the student's demographic information on the Medical (System) tab.
Medication Administration Field Descriptions
| Field | Description |
| Medication Order | Select the Medication Order from Step 1 for which you are administering - only orders for the school year you are sitting will appear in this dropdown |
| Date Administered | Date medication is administered |
| Time | Time medication is administered |
| Amount Given | Number of amount administered or 0 for documenting noncompliance/absence; X for pills, X for number of mLs, X for number of puffs, etc. |
| Admin Status | Select the option most appropriate such as Administered, Field Trip, Absent, etc. |
| Admin By | School Health Staff that administered the medication |
| RN Assessment [5000] | Check this box if the student presented with a complaint that requires RN Assessment. Using this checkbox will award the additional intervention code without requiring a separate clinic visit entry on the student's School Health Services log. |
| Med Admin [5030] | Check this box to count the administration as a 5030 med admin if the Amount Given is > 0. |
| Complex Procedure [5032] | Check this box to count the administration as a 5032. Amount Given may be blank or any number. |
| # Consults [5051] | Enter the number of 5051 consults related to this administration if applicable. |
| Outcome/Disposition | Select the option most appropriate such as Returned to Class, Sent Home, etc. |
| Comments | Enter comments related to the administration. |
| Name of Medication | This is a read only field that copies the Medication Name from the selected Medication Order. |
| Medication Form | This is a read only field that copies the Medication Form from the selected Medication Order. |
| Dosage | This is a read only field that copies the Medication Dosage from the selected Medication Order. |
| Recorded By | This is a read only field that records the name of the person completing the administration in case it differs from the Admin By selection. |
Entering Medication Administrations in FOCUS
To record Medication Administration information individually by student, complete the following steps:
- In FOCUS, search for the desired student
- Under the Demographics tab, click "Medical (System)" and navigate to the "Medication Administration (System)" field.
- Add the respective information related to the administration 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 to confirm you have saved the supply entry.
*NOTE: For pill form types, ensure your Amount Given format is consistent with the Supply Received for administrations.
For example, if the dosage is 1.5 tablets and you receive 45 for a 30 day supply, administer 1.5 each administration. If the dosage is 1.5 tablets and you receive 30 doses for a 30 day supply, administer 1 each administration. For liquid form types, enter the total MLs received. You will record the administration of these as "X" for the number of mls. For inhaler form types, enter the total "puffs" reflecting on the inhaler. You will record the administration of these as "X" for the number of puffs. Do not enter letters or special characters in the amount received or amount given fields. Only numbers should be entered for accurate calculations in reports and inventory.
Recording Insulin-Related Medication Administrations on the Student Screen
All Insulin-Related Medication Administrations may always be logged under the student's demographic information on the Medical (System) tab. The Diabetic Log is specific for diabetic students as these medication administrations often involve multiple 5032 interventions to assess and normalize the student's glucose level. Note that "Insulin" must be checked on the Medication Order to activate it in the "Medication Order" dropdown and record administration information for insulin-related medication administrations under the Diabetic Log (System) field. Note that it is not required to record a "Supply Received" for insulin as students may have an on board pump that is filled at home. In these cases, your inventory may reflect a negative number which is for internal tracking only and may be ignored.
Diabetic Log Field Descriptions
| Field | Description |
| Medication Order | Select the Medication Order from Step 1 for which you are receiving supply - only orders for the school year you are sitting in that have "Insulin" checked will appear in this dropdown |
| Admin Date | Date medication is administered |
| Time | Time medication is administered |
| Amt Given | Whole number of insulin units administered or 0 if documenting noncompliance/absence. Any positive number in this field counts as a 5030 Med Admin intervention. |
| Admin Status | Select the option most appropriate such as Administered, Field Trip, Absent, etc. |
| Admin By | School Health Staff that administered the medication |
| Initial Blood Glucose [5032] | Enter the student's initial blood glucose reading if applicable. Any positive number in this field counts as a 5032 Complex Procedure intervention. |
| Ketones [5032] | Enter the student's initial ketone reading if applicable. Any positive number in this field counts as a 5032 Complex Procedure intervention. |
| Carb Count [5032] | Enter the number of carbs given to the student if applicable. Any positive number in this field counts as a 5032 Complex Procedure intervention. |
| Follow-Up Blood Glucose [5032] | Enter the student's follow-up blood glucose reading if applicable. Any positive number in this field counts as a 5032 Complex Procedure intervention. |
| # Consults [5051] | Enter the number of 5051 consults related to this administration if applicable. |
| Outcome/Disposition | Select the option most appropriate such as Returned to Class, Sent Home, etc. |
| Comments | Enter comments related to the administration. |
| Name of Medication | This is a read only field that copies the Medication Name from the selected Medication Order. |
| Medication Form | This is a read only field that copies the Medication Form from the selected Medication Order. |
| Dosage | This is a read only field that copies the Medication Dosage from the selected Medication Order. |
Entering Insulin-Related Medication Administrations in FOCUS
To record Diabetic Log information individually by student, complete the following steps:
- In FOCUS, search for the desired student
- Under the Demographics tab, click "Medical (System)" and navigate to the "Diabetic Log (System)" field.
- Add the respective information related to the administration at the top of this field. Note that "Insulin" must be checked on the Medication Order to activate it in the "Medication Order" dropdown and record administration information under the Diabetic Log (System) 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 to confirm you have saved the supply entry.
Recording All Scheduled Medication Administrations (Insulin and Non Insulin-Related) Directly from the FOCUS Portal Page
For Medication Orders properly entered with a Day and Time Administration Schedule where Medication has been received, School Health Staff members receive a Portal Alert beginning the next day on the Upcoming Events section after logging into FOCUS and may record administrations directly from this screen:
Entering Medication Administrations in FOCUS
To record Medication Administration information directly from the portal page, complete the following steps:
-
Click the green + sign for applicable administration.
- Depending on if the medication is insulin, a pop-up window will display with either a form from the Medication Administration (System) log or the Diabetic Log (System) field. See Medication Administration Field Descriptions and Diabetic Log Field Descriptions above for more information pertaining to these fields.
- Complete all applicable information and click "Create." Once complete, the green + will turn into a blue checkmark to confirm the administration record has been saved.
Step 4: Reviewing Medication Inventory
Medication Inventory is calculated in live time based on information entered on the Medical (System) tab. Here, the total sum of Amount Given for a medication is subtracted from the total sum of the Medication Supply Received or Wasted for a medication.
For example, a Non Insulin-Related Medication will calculate from the "Medication Administration (System)" field:
An Insulin-Related Medication will calculate from the "Diabetic Log (System)" field:
Count Corrections, Disposals, and Return to Parent
If your inventory count does not match your displayed inventory or you are returning medication to the parent, enter a negative whole number in the Medication Supply Received or Wasted field to correct your inventory in FOCUS. Required notes to indicate waste or returns is dependent on your district policy.
This adjustment will reflect under Medication Inventory immediately if the screen is refreshed.