Synergy Health Participant Guide v. 3.0 07/30/2013 1
Introduction Prerequisites: Synergy 101 Audience: This training is intended for nurses or any other person responsible for entering health information on students into Synergy. Objectives: Understand how to input information in the Student Health screen (p.3) Know how to input Health Conditions (p.5) Know how to enter student immunization data and exemptions (p.7) Know how to record student medications (p.13) Know how to track students health history (p.15) Be able to enter private notes if needed (p.16) Learn how to use additional health logs (p.18) Know how to enter health screening data (p.22) Know how to enter individual student health care plans (p.28) Understand how Oregon specific reports are set up (p.30) Table of Contents I. Health Screen p.3 II. Other Health Logs p.18 III. Exclusion Order Rports for Oregon p.30 IV. Sample Immunization Data p.37 V. Useful Reports p.39 2
I. Health Screen Synergy SIS > Health > Health This section explains all of the tabs of the Health screen in order from left to right. A. Nurse s Log The purpose of the nurse s log is to allow health care professionals to log student visits to the office. To enter a line in the nurse s log: 1. Go to Synergy SIS > Health > Health 2. Locate the student you want to enter a health visit for. (A demo student is shown below.) Recall that you can search with the forward and backwards arrows, as well as use the asterisk wildcard (*) to search on partial names. You can also search on Student ID. 3
3. Click the Add button. 4. A new line will be created. Enter the visit date, time in, and time out. 5. Enter the person who referred the student (type in their name or partial name) in Referred By. 6. Enter the appropriate Health Code from the Health Code dropdown. 7. Enter Staff Name of the nurse treating the student. 8. Click Save. 4
B. Health Conditions Note: if your district requires you to set up Notification icons for Health Conditions, you can enter those alerts in the Student Notifications screen. Please see the Enrollment manual for more information. The purpose of the Health Conditions tab is to track any ongoing student health issues that staff need to know about. To enter a health condition: 1. Go to Synergy SIS > Health > Health 2. Locate the student you want to enter a health condition for. (A demo student is shown below.) Recall that you can search with the forward and backwards arrows, as well as use the asterisk wildcard (*) to search on partial names. You can also search on Student ID. 3. Click the Add button. 5
4. A new line is created. Use the Health Conditions dropdown to select the health condition. (Note: Life Threatening is at the bottom of the list with asterisks next to it.) 5. Enter the Date Entered (date you entered the condition), Start Date of the condition, End Date of the condition if applicable, and Comments (optional). 6. Save. You may enter multiple health conditions for a single student. 6
C. Immunizations Setup note: Synergy has been set up to comply with Oregon s rules for immunizations. This setup takes place in Synergy SIS > Health > Setup > Immunization Definition. CTA will take care of the setup. To enter immunization data for a student: 1. Go to Synergy SIS > Health > Health 2. Locate the student you want to enter immunizations for. (A demo student is shown below.) Recall that you can search with the forward and backwards arrows, as well as use the asterisk wildcard (*) to search on partial names. You can also search on Student ID. 3. Click the Immunizations tab. 4. In the Dosage Data area, you will see calendar fields for each shot in each required series. 7
5. You may either type in the dates, or use the calendar icon to locate the correct dates. 6. When you have finished entering dosage dates, save at the top of the screen. (Note: the dates below are shown only for example purposes and are not intended to represent the correct timing of immunization shots.) 8
7. Once all immunization data has been entered for a student s required series, that immunization will change from Incomplete to Complete in the Immunizations area. To exempt a student from a single series: 1. In the Immunizations area, highlight the series by clicking the line number one time. 2. Click Show Detail. 9
3. Enter the Exempt Granted Date and the Exempt reason. OPTIONAL: Enter the Exempt Expiration date if the exemption is set to expire. 10
4. Click Save. 5. The student s series will now show as Complete for the reason you entered. NOTE: If the student's CIS form does not have the required parent signature then un check the Parent Signature on File box under the Immunization Record Data. This will set the student's overall status as Insufficient. 11
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D. Medications The purpose of the Medications tab is to track which medications students are taking. To enter a line in the nurse s log: 1. Go to Synergy SIS > Health > Health 2. Locate the student you want to enter a health visit for. (A demo student is shown below.) Recall that you can search with the forward and backwards arrows, as well as use the asterisk wildcard (*) to search on partial names. You can also search on Student ID. 3. The Medications tab has two areas, Current Medications and Current Procedures. Under Current Medications, click Add. 13
4. Enter the Medication, Remaining Units, Start Date, End Date if applicable, Dosage times, dosage amount in Units, and days to administer by checking off the days under Admin Days. 5. You may also use this screen to enter Procedures administered to the student. 14
E. Health History The Health History screen provides an overview of the student s past incidents, medications, and procedures. 1. Go to Synergy SIS > Health > Health 2. Locate the student you want to enter a health visit for. (A demo student is shown below.) Recall that you can search with the forward and backwards arrows, as well as use the asterisk wildcard (*) to search on partial names. You can also search on Student ID. Click the Health History tab to view the student s history. An example is shown below. 15
F. Private The Private Health tab is used to enter comments regarding a student s health by the school nurse or nurses aide. 1. Go to Synergy SIS > Health > Health 2. Locate the student you want to enter a health visit for. (A demo student is shown below.) Recall that you can search with the forward and backwards arrows, as well as use the asterisk wildcard (*) to search on partial names. You can also search on Student ID. 3. Click the Private tab. 4. Click the Add Wizard button. 16
5. Enter the Comment Date, Staff member s name, and the comment text. (You can use spell check if needed.) 6. Click Save. 17
II. Other Health Logs Synergy provides several other screens that nurses and other staff can use to track health incidents and issues at their school. A. Health Log Other This screen allows the staff member to track various incidents and accidents without entering them in a particular student s record. Path: Synergy SIS > Health > Health Log Other 1. Click Add to add a new line. Enter the incident details, then save. 2. You can also go to any date by selecting the date, then clicking Go To Date. Synergy 8.0 note: In Synergy 8.0, there is a Display Preferences area where you can choose how to sort the records. 18
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B. Health Log Student This screen shows all student specific health incidents. You can also add new incidents. Path: Synergy SIS > Health > Health Log Student 1. Click Add to add a new student incident. 2. A new window will pop up. Fill out the required (green) information. 20
Note that you must use the Foreign Finder (little gray arrow) to select the student. 3. When done adding details, save. Synergy 8.0 note: in Synergy 8.0, there is a Display Preferences area where you can sort the records on various fields. 21
C. Health Screen This screen allows a staff member to enter health screening data on a particular student. Path: Synergy SIS > Health > Health Screen There are tabs for Tuberculosis, Vision, Hearing, Scoliosis, General Health, and Dental screenings. Use any of the tabs to enter screening data, then save. Examples are shown below: Tuberculosis screening: Vision screening (must click Add to add a new line): 22
Hearing screening: Scoliosis screening: 23
General Health screening (must click Add to add a new line): Dental screening (must click Add to add a new line): 24
E. Health Screen by Section This screen allows nurses to enter screening data for an entire class of students at once. Path: Synergy SIS > Health > Health Screen by Section There are tabs for Tuberculosis, Vision, Hearing, Scoliosis, General Health, and Dental screenings. Locate the class you want to enter screening data for. Then navigate to the correct tab, enter data, and save. 25
Synergy 8.0 note: in Synergy 8.0, both the Vision and Hearing screening tabs also have a Show Detail area where nurses can make additional notes. 26
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F. Individual Healthcare Plan This screen allows nurses to enter healthcare plans for individual students. Path: Synergy SIS > Health > Individual Healthcare Plan 1. Pull up the student you want to enter a healthcare plan for. 2. Click Add to add a new line. 3. Give the plan a Name, Start Date, End Date and choose the staff member who wrote the plan under Written By. 28
4. Save. 5. The plan will appear on the main screen. You can also add comments in the Nursing Diagnosis box. 29
III. Exclusion Order Reports for Oregon Edupoint has created two exclusion order reports, the HLT215 Exclusion Order Insufficient/Incomplete and the HLT216 Exclusion Order No Record, to indicate when students vaccination records are incomplete, insufficient, or nonexistent. The school can mail the reports to the students parents and guardians. In addition to informing them of the incomplete, insufficient, or missing vaccination records, the letter states that as of a designated exclusion date, the student will not be allowed to return to school without the required vaccinations and proper records. Setup: 1. Navigate to Synergy SIS > Health > Setup > Immunization Definition. 2. On the Immunization Report Settings tab, enter a value in the Exclusion Days (from current date) field. 30
NOTE: The Exclusion Date is set to the current date plus the number specified. For example, if the current date is 1/10/2013 and the Exclusion Days field is set to 20, the Exclusion Date is 1/30/2013. The Exclusion Days can be overridden by the Exclusion Date field on the HLT215 and HLT216 report interfaces. 3. Click Save. 4. On the Health Department tab, enter the required information in the Regional Health Department group box. Department Name Department Officer Name Department Address Department Phone Number 31
5. In the Signature Image File group box, upload a file containing the (authorized) signature of the Regional Health Department Officer. 6. Click Save. HLT215 Exclusion Order Insufficient/Incomplete report Path: Synergy SIS > Health > Reports > Individual > HLT215 Exclusion Order Insufficient/Incomplete. 32
The HLT215 Exclusion Order Insufficient/Incomplete reports incomplete and insufficient vaccination records. If the student s vaccination records are incomplete, only the first section of the letter is checked and populated. If the student s records are insufficient, meaning the status of their vaccinations cannot be verified, only the second section of the letter is checked and populated. This report can be filtered using the following settings on the Options tab: Assessment Date The students series and overall status are calculated based on this date. Mailing Date The date that the exclusion orders will be mailed to the parents or guardians. Exclusion Date The date that the students will be excluded from school unless the records are updated. Enrollment Cut off Date Students who were enrolled after this date will not be included in the report. Exclude Concurrently enrolled Students does not include the records of students who are concurrently enrolled in the school running the report. 33
Grade includes student records for the selected grades. If no selection is made, all grades are included. Overall Status includes student records with the selected status. If no selection is made, all statuses are included. Parent/Guardian Selection Criteria identifies the parent or guardian to whom the exclusion order will be sent. If focused to the District level, two additional filters are available on the report interface. Step 1: focus to district Step 2: fill in the additional fields: Filter Group includes records of students who are members of the selected group. The groups are defined on the Filter Group Definition screen (Synergy SIS > OR > Setup > Filter Group Definition) Group by School groups the exclusion order letters created by school. HLT216 Exclusion Order No Record report Path: Synergy SIS > Health > Reports > Individual > HLT216 Exclusion Order No Record. The HLT216 Exclusion Order No Record reports students who do not have vaccination records on file. 34
This report can be filtered using the following settings on the Options tab: Assessment Date The students series and overall status are calculated based on this date. Mailing Date The date that the exclusion orders will be mailed to the parents or guardians. Exclusion Date The date that the students will be excluded from school unless the records are updated. Enrollment Cut off Date Students who were enrolled after this date will not be included in the report. Exclude Concurrently enrolled Students does not include the records of students who are concurrently enrolled in the school running the report. Grade includes student records for the selected grades. If no selection is made, all grades are included. Parent/Guardian Selection Criteria identifies the parent or guardian to whom the exclusion order will be sent. If focused to the District level, two additional filters are available on the report interface. 35
Step 1 focus to district Step 2 select additional fields: Filter Group includes records of students who are members of the selected group. The groups are defined on the Filter Group Definition screen (Synergy SIS > OR > Setup > Filter Group Definition) Group by School groups the exclusion order letters created by school. 36
IV. Sample Immunization Data Below is sample immunization data on a certificate of immunization status for Oregon. The screen shot of the document continues on the next page. 37
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V. Useful Reports Below is a list of all Synergy Health reports and their purpose. Individual Reports Synergy SIS > Health > Reports > Individual HLT201 Student Health Profile HLT201 report is available for nurses and school staff to print student s vital health information. User has option to view all health condition history. Immunization information and compliance status can also be viewed on this report. HLT202 Student Immunization Profile HLT201 report is available for nurses and school staff to print student s vital health information. User has option to view all health condition history. Immunization information and compliance status can also be viewed on this report. HLT203 Student Accident/Incident Report HLT203 report prints a cumulative list of a student s accident/incident records. Report includes accident information including location and if parents were contacted. Medical information is also displayed with a detailed injury description. Parent may be given this report when a student has an accident/incident on school grounds. Additionally, principal and nurse can sign this form on provided signature lines. HLT206 Student Medication Summary HLT206 report prints student s prior and/or current medication information. HLT210 Student Accident/Incident Report HLT210 Student Accident/Incident Report prints an accident report by a selected student or students. HLT211 Health Screening Profile HLT211 report will show all data that exists in Health Screening view, based on parameters selected on report interface. List Reports 39
Synergy SIS > Health > Reports > List HLT209 Student Health Incident List HLT209 report prints a list of all students incident records. Health code and any notes staff person may have entered regarding incident display, along with date and time. There is an option to print report separately for each student rather than in a list format. HLT401 Student Health Conditions List HLT401 report prints students prior and/or current health conditions. Conditions can be filtered by code and/or comment. School staff and nurses may use this report to determine if a student will need special considerationswithin classroom, sports activities, cafeteria, etc. HLT403 Student Immunization Compliance List HLT403 report prints in a list form name of student along with number of compliant, exempt and non compliant vaccinations as of a certain date. A nurse may use this report to compile student s non compliant vaccination status. HLT404 Class Health Conditions List HLT404 report prints students prior and/or current health conditions sorted by section, course and teacher. Conditions can be filtered by code and/or comment. School staff and nurses may use this report to determine if a student will need special considerations within classroom, sports activities, cafeteria, etc. HLT405 Student Immunization Assessment HLT405 report is used by schools to identify if a child has had varicella (chicken pox). report also includes immunization exemptions. Report prints last dosage dates for vaccinations. HLT406 Health Incident List HLT406 report prints health incidents specific to a selected date range. Report displays incident sorted by date, school and student name. Report shows location and activity related to incident. list may be used by school or district personnel to view all health incidents reported for a date range. HLT407 Medication Task List HLT407 Medication Task List report prints a list of students with medication/and or service tasks to be completed for selected day. Information that displays on this report is similar to 40
information found in Medication and Service Monitor view. HLT801 Daily Health Log HLT801 is a detailed report that prints visits to school nurse by individuals other than students on a specific date. School personnel, visitors or bus drivers may be included on this report, which displays any type of health visit for a medical need. Summary Reports Synergy SIS > Health > Reports > Summary HLT601 Health Condition Totals HLT601 report prints total number of health conditions as of date selected. Report output displays health condition totals for both male, female and a cumulative total. HLT602 Class Incident Summary Report HLT602 report shows total visits to nurse regarding health incidents, specific to a selected date range. report is sorted by section and displays in alphabetical order by student name. List may be used by school or district personnel to view total number of visits to nurse reported for a date range. HLT603 Clinical Code Totals HLT603 report prints a total number for each clinical code/description reported within Synergy SIS for selected date range. Report will show all health office visits regardless if student is still active or inactive. HLT604 Kindergarten Immunization Report HLT604 Kindergarten Immunization Report displays immunization dosage information and valid exemptions on file and compares that total against number of students enrolled. Two totals should match once all of dosage and exemption calculations have been accounted for. Report gives a detailed summary of action required if a student requires additional dosages. Kindergarten Immunization Report is designed to be used at elementary schools. HLT605 School Grade Immunization Report HLT605 report displays immunization dosage information and valid exemptions on file and compares that total against number of students enrolled. Two totals should match once all of dosage and exemption calculations have been accounted for. Report gives a detailed summary 41
of action required if a student requires additional dosages. School grade immunization data report is designed to be used at secondary and/or high schools. HLT606 Health Incident Summary HLT606 report shows cumulative totals of accidents reported within a single school and/or multiple schools. Report shows totals broken down by gender, time, age, location, injury sustained; activity and equipment that caused injury. Along with a cumulative total, report also includes an ADA total. HLT607 Health Incident Comparison Report HLT607 report shows cumulative totals of incidents reported within a single school and/or multiple schools and compares totals using a bar graph. School with highest health incidents reported has number total highlighted. A school district may use this report to see which school within their district has highest number of health incidents reported in a specific date range. HLT609 6th Grade Immunization Report HLT609 6th Grade Immunization Report displays immunization dosage information and valid exemptions on file and compares that total against number of students enrolled. Two totals should match once all of dosage and exemption calculations have been accounted for. Report gives a detailed summary of action required if a student requires additional dosages. 6th Grade Immunization Report is designed to be used at elementary schools. HLT610 10th Grade Immunization Report HLT610 10th Grade Immunization Report displays immunization dosage information and valid exemptions on file and compares that total against number of students enrolled. Two totals should match once all of dosage and exemption calculations have been accounted for. Report gives a detailed summary of action required if a student requires additional dosages. 10th Grade Immunization Data report is designed to be used at secondary schools. HLT611 Student Medication Refill HLT611 report prints data pertaining to Date for last dosage for a student s medication. HLT612 Medication Disbursement Summary By Grade HLT612 report prints data pertaining to disbursement of medications to students. Data is automatically filtered by Grade. HLT613 Medication Disbursement Summary By Ethnic Code 42
HLT613 prints data pertaining to disbursement of medications to students. Data is automatically filtered by Ethnic Code. HLT614 Hearing Screening Program Report HLT614 report displays data for Hearing Screening. report can filter data based on screening status. HLT615 Vision Screening HLT615 report prints a blank vision screening document. 43