When will this update take effect?

April 5th, 2025 (Saturday)

Who's affected by this update?

Agency Health Managers, Family Caseworkers, and any other staff who manage student health data.

What's in the new update?

1. New Student Menu Organization: We're updating the Student Menu with a new menu item for "Current Health Conditions," and changing the existing "Physician's Report and Immunizations" menu item to just "Immunizations." 
2. New Current Health Conditions Menu Item: We've created a new "Current Health Conditions" menu item on the student record that will house all health condition data, including documents and medication.
3. New Medication Fields and Licensing Form: We're updating the fields on the "Medication" record to allow users to store additional information documented on the Centrally Stored Medication and Destruction Record (LIC 622).

What will the new "Health" menu look like on the Student Menu?

We have updated the Student Menu > Health menu items to better organize student health fields. We've made the following changes:

• The Physician's Report and Immunizations record has been updated to Immunizations. This menu item will now only house the "Immunizations" card that was previously located at the bottom of the Physician's Report and Immunizations menu item.
• We've created a new Current Health Conditions menu item. This new menu item will continue to house all the health conditions, such as student Allergies, Asthma, Diabetes, Heart Conditions, and others, along with documentation and medication details for each health condition.

What will the new Current Health Conditions menu item look like?

The new Current Health Conditions menu item will include many new updates as described below:

• The top section previously titled "Physician's Report and Medical Risks" will now be titled "Health Plan and Second-Hand Smoke Exposure"
• The section with all health conditions previously titled "Important Health Notes" will now be titled "Current Health Conditions"
• The field titled "Latest Allergy Screening" which was previously located in the top section will now be found within the "Allergies" health condition modal. Please note that this field will not be in the Family Application within the "Allergies" health condition area, as it will continue to be a staff-managed field.
• The health conditions previously titled "Hearing Problems" and "Vision Problems" will now be titled "Hearing Needs" and "Vision Needs" everywhere they are found in the system.

Within each health condition section, we've added a "Documentation" space (i.e., Asthma, Diabetes, etc.) so staff can upload all related documentation and forms.

We've also added new "Start Date" and "Expiration Date" fields that will show if the field labeled "Does this child have a health plan?" is set to "Yes."

We've also added a "Health Plan Expiration Date" column to the Physician's Report and Health Alerts. Within this grid, you can now filter to children with a health plan expiring within a certain date range.

NEW Student Medication Fields and LIC 622 Form (Centrally Stored Medication and Destruction Record)

In addition to the updates described above for student health, we have implemented many new medication fields and a new licensing form titled "Centrally Stored Medication and Destruction Record" that will list all medications entered for the child. We've broken out the "Medication" table and updated the medication record with additional fields. Now, staff can enter the following NEW fields for a child's medication:

• Strength / Quantity
• Instructions Control/Custody
• Expiration Date
• Date Filled
• Date Started
• Prescribing Physician
• Prescription Number
• Number of Refills
• Name of Pharmacy
• Disposal Date (Staff field only)

All new fields listed above for student medications will also be available in the regular Family Application and the Simple Application.

With these newly created fields for medication, we've also created a new download on the Current Health Conditions menu item. On this page, you can now download the "Centrally Stored Medication and Destruction Record" (LIC622). If a medication record has a "Disposal Date" entered, that medication record will populate on the second page of the form titled "II. Medication Destruction Record."