Using our simple forms, you are able to quickly record the key information of any accidents that take place on or off the premises. The system automatically populates the date, incident number and who is reporting the accident, leaving the user to input the important details of the accident using the drop-down menus.
The accident management feature is a big part of MEDI-BOOK, it allows schools, nurseries and after-school clubs to record accidents which occur for staff, pupils and visitors. You are able to specify incident specific information such as:
- Time the incident took place
Even if you input the incident later in the day than it took place you can still note down on the incident form the time it took place; this can be useful if medication had been issued or a wound cleaned for example.
- The location where it occurred
This can be very important to know as if it becomes a recurring theme that accidents keep happening in one location then it may become a safety risk.
- Injured area on the person
This is an important part of the form as it is crucial to know where the injury is on the person in order to be able to treat them accordingly.
This is also very important as this part details what the injury actually is, for example a cut or a dislocation.
- How the accident occurred
This part of the accident form is where the user specifies how the accident happened for example, a fall/trip or hit by an object.
- Treatment given at accident location
This is for any immediate treatment that is needed after an accident such as cleaning up a wound.
- Treatment given in medical room
This is any treatment carried out in the medical room if a child is sent there to get a plaster for example or have their cut properly cleaned up.
- Recommended next steps
Depending on the seriousness of the accident/injury the first aider can recommend what should happen next for example, simply return to their class or parent contacted and sent home.
- Accident notes
There is also an accident notes boxes for any extra information you have about the incident.
This crucial information makes up the accident form and the information inputted into this is what is stored on the extensive unlimited storage MEDI-BOOK database.
The included Medical Room module enables you to record additional information relating to an incident, you can add additional interactions and treatments given, build up a history of all actions performed to help the student, staff member or visitor. Each Medical Room interaction is appended to the main incident report, enabling a full history and audit of what has occurred.
The Medical Room also allows the user to search for a specific person’s name and look through their history of accidents, in order to find a certain record or to check over their recent history to see if there is anything untoward as a member of staff has raised a concern for that person.
The user can also filter each record by the date or time it happened and adjust the way the records are listed from latest to earliest. They can also search through a particular history of records by typing in a type of injury or accident location into the individual records search bar for example.
Also, within the Medical Room the user can view extra interactions that have been added to an existing accident record at a later date, perhaps after the person has visited the treatment room. These enable multiple staff members to keep up to date with an accident and the update the status of the accident by adding their own interactions.
One of the main uses for the Medical Room feature for MEDI-BOOK users is the ability to print and email accident reports. This enables users to share accident forms with other staff members and importantly the parents/guardians (primary emergency contact) of the person who has had the accident.
The Email Queue is used to notify parents/guardians can be notified of a pupils’ incident whilst at school, incident reports can be sent by email either straight away or scheduled to be sent at the end of the day by the Batch option.
Once an incident record is sent to the Email Queue, it will be visible in the queue and set as a Batch by default, the incident record will then be automatically emailed to the pupil’s primary contact at the end of the day via our specialist scheduler. If the incident is a serious one and the pupil’s primary contact needs to know straight away, the user can simply remove the Batch from outgoing email in the Email Queue, and then choose the Send Now option which will then immediately send the report to the primary contact.
The emailing of incident reports is customisable, the school can create their own unique care messages that are appended to each email sent out, ensuring that no one is panicked by receiving an accident report. When the report is emailed out to the primary contact, it is sent by a password protected PDF document so that if something does get sent to the wrong person then no personal/private information can be viewed freely. Even if someone were to guess the correct password, part of the affected person’s name is blanked out, along with the first aider’s name and any extra details.
Within MEDI-BOOK you can produce quick and effective reports at the click of the button, highlighting accidents involving certain people, locations or if a particular student/staff member is having multiple accidents, enabling you to detect potential issues specific to the person or location.
Using the reporting menu, you can produce unique reports, containing up to the second information about all your accidents, illnesses and issued medication. Within each reporting area there is a dynamic table search meaning that the user can customise the date ranges to produce completely unique reports, allowing them to see the records across user specified time periods that wouldn’t normally be accessible as in most cases it is simply by month, term or year. So now, with MEDI-BOOK you can find out exactly how many accidents have taken place in the last two and a half weeks and then to make it even better, you can take that information and drill down even further to learn where the accidents have taken place and if there are any common occurrences.
Also included in the reporting module is, individual pupil and employee reporting, these reports allow the user to see a full in-depth history of all incidents that individual has had during their time at the school. This is perfect if a concern is raised about a particular pupil, as you will be able to find out whether there are any patterns to the incidents that are occurring and if there is any need for safeguarding measures to be put in place.