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Health Records Reports

This article will explain the various reports available in the Health Records module, as well as how to generate them.

This article will cover:

Allergy/Alert Details

The Allergy/Alert Details report is used for reviewing a list of student allergies for a specific student or group of students. The report will show allergies, associated notes, and also optionally medical alerts.

To generate an Allergy/Alert Details report:

  1. Go to School Main > Health Records > Allergy/Alert Details
  2. Configure which Student(s) to display
  3. Set which Allergy Type(s) to display
  4. (Optional) Set if only allergies Viewable by Staff should be displayed
  5. (Optional) Configure Sort By and Options
    • Set if the report should Show medical alerts
  6. Click Generate Report

Immunization Details

The Immunization Details report gives a student by student breakdown of diseases and immunizations. This allows you to see what data each student has for the respective disease and immunization, such as immunization dosage dates or immunization/disease exemptions. The report is based on your disease list, so you can either list all diseases and immunizations or one disease and the associated immunization(s).

To generate the Immunization Details Report:

  1. Go to School Main > Health Records > Immunization Details
  2. Configure which Student(s) to display
  3. Set what Disease(s) to display
  4. (Optional) Configure Sort By and Options
    •  Set if the report should Show immunization types
  5. Click Generate Report

Immunization Status Details

The Immunization Status Details report is used to give a breakdown of the student's immunization status. This can be viewed by disease or by immunization type to verify if students are immune and meeting requirements. Additionally, if Health Records message templates are configured, you can print letters or send emails that contain the student status directly to students/contacts. If you do not have Health Records message templates, you can create them by going to School Main > Message Templates.

To generate the Immunization Status Details report:

  1. Go to School Main > Health Records > Immunization Status Details
  2. Configure which Student(s) to display
  3. Set if the report will View By Disease or Immunization
  4. Based on the previous selection, set which Diseases(s)/Immunization(s) to display
  5. (Optional) Filter on District Entry Date
    • This is based on the Entry Date Into District field on Student - Single View
  6. (Optional) Filter the report results based on if the student is Immune, if they meet Requirements, or if they have an Exemption
  7. Set Where Shown? to indicate the format of the report
  8. (Optional) Configure Sort By and Options
  9. Click Generate Report

Immunization Status Summary

The Immunization Status Summary report provides a chart with overall immunization information by disease. This allows you to determine how many students are or are not in compliance and protected. When generating the report as a web page, you can click the numbers on the report to review the students with that designation.

To run the Immunization Status Summary report:

  1. Go to School Main > Health Records > Immunization Status Summary
  2. Configure which Student(s) to display
  3. Set what Disease(s) to display
  4. (Optional) Filter on District Entry Date
    • This is based on the Entry Date Into District field on Student - Single View
  5. (Optional) Configure Options
  6. Click Generate Report

Recalculate Immunization Status

The Recalculate Immunization Status report allows admins to recalculate immunization status for all students after making changes to immunization setup. For more information on the recalculate immunization status report, please refer to the following article.

Clinic Visit Details

The Clinic Visit Details report is used for reviewing a list of clinic visits for a specific student or group of students. The report will show basic details of the visit, such as the date and time it took place along with any notes entered about the visit. The report offers a variety of filters so that clinic visits can be viewed within a specific time frame as well as by visit type and/or release type. 

To generate a Clinic Visit Details report:

  1. Go To School Main > Health Records > Clinic Visit Details
  2. Configure the Time Frame
  3. Configure which Student(s) to display
  4. (Optional) Set which Visit Type(s) to display
  5. (Optional) Set which Release Types(s) to display
  6. (Optional) Configure Sort By and Options
  7. Click Generate Report

Screening Details

The Screening Details report is used for reviewing screenings given to a specific student or groups of students. The report can also be used to review students who have not been screened or who need additional testing or management. The report can be generated in several formats, including a printable letter or an email, and offers a variety of filters so that screenings can be viewed within specific time frames. 

To generate a Screening Details report:

  1. Go to School Main > Health Records > Screening Details
  2. Configure the Timeframe
  3. Configure which Student(s) to display
  4. (Optional) Filter the report results based on the Screening Type or screening data fields
  5. Set Where Shown? to indicate the format of the report
  6. (Optional) Configure Sort By and Options
  7. Click Generate Report

Screening Summary

The Screening Summary report shows totals and subtotals of students who have or have not been screened or who need additional testing or management. The report offers a variety of filters so that screenings can be viewed within specific time frames or based on specific statuses. All totals and subtotals can be selected in order to view a detailed summary of the students that make up the number.  

To generate a Screening Summary report:

  1. Go to School Main > Health Records > Screening Details
  2. Configure the Timeframe
  3. Configure which Student(s) to display
  4. (Optional) Filter the report results based on the Screening Type or screening data fields
  5. (Optional) Configure Options
  6. Click Generate Report

Examination Summary

The Examination Summary report provides pivot tables that display totals and subtotals of student information, such as how many students have received a specific type of examination. This report can be used to generate the Illinois Web Application Security (IWAS) report for dental examinations as well as the Eye Exam Worksheet and the IDPA Vision Conservation Annual Report for eye examinations. Information can be entered directly into these reports. The reports can be configured as printable.  

To generate an Examination Summary report:

  1. Go To School Main > Health Records > Examination Summary 
  2. Configure which Examination Type to display
  3. Configure which Form Type to use
  4. Configure the Time Frame
  5. (View and Printable Form Type only) Configure student display settings 
  6. (IPDA Vision Conservation Annual Report only) Select who the report is Submitted By and enter Phone number
  7. Select Preview/Generate

Examination Details 

The Examination Details report is used for reviewing examinations received by or that are missing for a specific student or groups of students. The report will show student names, grade levels, the date that they received their examination, and can be viewed within specific time frames. 

To generate an Examination Details report:

  1. Go To School Main > Health Records > Examination Details 
  2. Select Examination Type 
  3. Set Students' Status for Completing Examination 
  4. Configure the Timeframe
  5. Configure which Student(s) to display
  6. (Sports only) Choose to filter on Approved for Participation
  7. (Optional) Configure Sort By and Options
  8. Click Generate

(IL Only) State Reports

State Reports provide pivot tables that display totals and subtotals of student information, such as how many students have received a specific type of examination. This report can be used to generate the Illinois Web Application Security (IWAS) report for dental examinations as well as the Eye Exam Worksheet and the IDPA Vision Conservation Annual Report for eye examinations. Information can be entered directly into these reports. 

To generate State Reports:

  1. Go To School Main > Health Records > State Reports
  2. Configure which Health Report Type to display
  3. Configure which Form Type to use
  4. Configure the Time Frame
  5. (Optional) Choose to Hide Inactive Students
  6. (IPDA Vision Conservation Annual Report only) Select who the report is Submitted By and enter Phone number
  7. Select Preview/Generate