Using our simple forms, you are able to quickly record the key information of any illnesses that pupils have whilst on the premises. The system automatically populates the date, incident number and who is reporting the illness, leaving the user to input the important details of the illness using the tick box menus.
The illness management feature is a big part of MEDI-BOOK, it allows schools, nurseries and after-school clubs to record illnesses which occur for staff, pupils and visitors. You are able to specify specific information such as:
- Time the illness was reported
Even if you input the illness later in the day than it was reported you can still note down on the illness form the time it took place, this can be useful if medication had been issued for example.
- Illness type (even if unsure)
This can be very important, even if the person reporting the illness is unsure of what it is, as even a vague idea of an illness can be a positive.
- Illness symptoms
If the person reporting the illness isn’t sure of what it could be then this section is crucial, as adding symptoms that the person is showing can help to narrow down what the illness could be.
- Treatment given
This is any treatment carried out in the medical room if an ill child is sent there to get checked over for example or to take some medication.
- Recommended next steps
Depending on the seriousness of the illness/potential the first aider can recommend what should happen next for example, parent contacted and sent home or sent back to class.
- Illness notes
There is also an illness notes boxes for any extra information you have about the condition of the ill person.
This crucial information makes up the illness 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 a reported illness, 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 illness 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 illnesses, 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 illness or illness symptom 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 illness 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 illness report and the update the status of the illness records 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 illness reports. This enables users to share illness forms with other staff members and importantly the parents/guardians (primary emergency contact) of the person who has an illness.
The Email Queue is used to notify parents/guardians can be notified of a pupils’ illness 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 illness 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 illness 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 illnesses involving certain people, symptoms or if a particular student/staff member is having multiple illnesses reported, enabling you to detect potential issues specific to the person.
Using the reporting menu, you can produce unique reports, containing up to the second information about all your illnesses. 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 illnesses have been reported 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 what the illnesses are and if there may an outbreak or bug going round the site.
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.