Student Medical Information (For Faculty)

From a student’s record, any authorized user can click Medical to view specific medical information. Medical alerts also appear throughout Blackbaud Education Management products for authorized viewers.

Please review the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA) which include details about how your school should handle medical information/patient privacy and educational records. Most schools are only required to comply with HIPAA if the school charges for medical treatment. If you don't charge for treatment, but you still have medical data about students, you may not be required to comply with HIPAA.

Parents determine which school employees (in addition to the nurse) are authorized to view medical information. Parents also determine what specific details each person can view. If the nurse thinks a parent has authorized inappropriate viewers, the nurse can restrict the information further. Parents are informed of the additional privacy. The nurse cannot authorize additional viewers.

Parents can use Medical to inform the school about health concerns. To do so, the parent clicks + Add New or Edit from the appropriate health summary. The parent then enters additional details so that the school nurse and other staff can provide appropriate care for the situation. After the parent saves the changes, a notification appears in the Nurse's Office so the nurse can review the information.

Tip: Want to prompt parents to update student medical information? Use a Medical School Form.

The nurse can also update the student's medical record, such as to update notes about a student's recent visit to the nurse's office.

For each allergen, enter when the allergy became a concern, notes about the allergen, describe the signs of a reactions, what to do for minor and major reactions, who needs to know about the allergy, and whether the student takes medication for it.

For other medical conditions, enter the date of the diagnosis, notes about the condition, who need to know about the condition, and whether the student takes medication for it.

Note: Currently, when you associate medicine with a student, the dosage and other details are shared for all of that student's allergies and conditions. For example, a student might take 2 tablets of regular strength Tylenol (Acetaminophen 325mg) every 4-6 hours for headaches. If the student also takes regular strength Tylenol for muscular aches, then the dosage will also be 2 tablets, every 4-6 hours. If you change the dosage for one condition or allergy for the student, the other instances of the medication for that student are also updated. Other students, however, can still have different dosages of the medication.

Each time a student goes to the nurse for care, the nurse enters details about the when the visit occurred, what issue was addressed, what treatment was provided, the outcome, any additional comments, and which classes the student missed. The nurse can also edit information about previous visits.

The nurse can use this to track qualitative observations about a student, discussions with a student, and discussions with a parent.

If the school performs screening (such as for vision or scoliosis), the nurse enters the results here.

If a sport requires a physical each year, the school can track whether the student is allowed to play.

When a coach is authorized to view this medical information, it also appears on the team roster.

These may include medications which:

  • the student carries on his person, such as an Epi-pen or asthma inhaler.

  • the nurse distributes on a regular basis for a chronic medical condition, such as allergy medication.

  • the nurse distributes as needed for acute conditions, such as painkillers.

The nurse can also add, edit, delete medication information.

Note: Currently, when you associate medicine with a student, the dosage and other details are shared for all of that student's allergies and conditions. For example, a student might take 2 tablets of regular strength Tylenol (Acetaminophen 325mg) every 4-6 hours for headaches. If the student also takes regular strength Tylenol for muscular aches, then the dosage will also be 2 tablets, every 4-6 hours. If you change the dosage for one condition or allergy for the student, the other instances of the medication for that student are also updated. Other students, however, can still have different dosages of the medication.

Add information about relevant events in the student's medical history, such as accidents, illnesses, or surgeries. For each event, enter a date, description of the event, and additional comments about how it may affect the student's care. The nurse can also edit or delete historical information.

For each immunization, the nurse indicates which have been completed and when. To change the date, click the current date or Missing, then select the date.

This shows basic information about student's medical providers, preferences, and insurance.

  • To update physician or insurance information, parents or guardians click Edit.

  • The school nurse can also Edit the summary to indicate whether a copy of the medical form and insurance card are on file, whether the student wants school insurance, and when the parents or guardians granted the school permission to treat the student.

When you add some types of medical information (such as an allergy or condition) you can also select a file from your local computer to upload. The file is immediately encrypted for security purposes. Consider uploading a copy of a note from the student's doctors or other health care providers for future reference.

If a nurse, parent, or guardian needs an option that doesn't appear in a dropdown menu, the nurse can Add it. When a type of medical information is no longer relevant to any students, the nurse can mark it Inactive. If an option has never been used, the nurse can Delete it.

From the Nurse’s Office, click Medical Settings. The nurse configures options for:

  • Admissions immunization requirements

  • Allergies

  • Athletic clearance requirements

  • Conditions

  • History categories

  • Injuries

    Injuries are tied to students through Visits.

  • Locations

  • Medications

    Note: Currently, when you associate medicine with a student, the dosage and other details are shared for all of that student's allergies and conditions. For example, a student might take 2 tablets of regular strength Tylenol (Acetaminophen 325mg) every 4-6 hours for headaches. If the student also takes regular strength Tylenol for muscular aches, then the dosage will also be 2 tablets, every 4-6 hours. If you change the dosage for one condition or allergy for the student, the other instances of the medication for that student are also updated. Other students, however, can still have different dosages of the medication.

  • Note types

    Notes are internal, and can only be viewed by the nurse.

  • Reason for visits

  • Visit outcomes

By default, the medical task is disabled for parents, but your school may want parents to view or enter medical information online. When you enable it, a parent can view and update the child's information. For information about how to enable medical for parents, refer to Get Started with Medical.

  1. Click Print medical contact card

    1. The button is located near the top of the page, beneath the name of the user’s medical profile

  2. Press CTRL + P on your keyboard (or CMD + P for an Apple device).