7.0 Quick Guide. Contents

Transcription

1 7.0 Quick Guide Contents How do I use the scheduler to create appointments/plan visits?... 2 How do I document a visit?... 3 What do I use a Sticky Note for?... 4 How do I set up a new medication in a student s chart?... 4 How do I set up a recurring medication in a student s chart?... 5 How do I administer a PRN medication?... 6 How do I administer a medication through Daily Meds?... 7 How do I track my medication inventory?... 8 How do I export reports to save/print/ ?... 8 What is the dashboard? How does it work?... 9 What do my notifications mean?...10 How do I send messages within CareFlow and to parents?...10 How do I set up a Follow Up?...12 How do I enter immunization dates?...13 What is the Health Form Verification page used for?...14 What do the four main icons on the synopsis mean?...15 How do I set up reminders?...15 What is Site Administration used for?...16 How do I create new users?...17 How do I manage chief complaints or set up check in options for the student check in screen?...17 How do I set up the reasons students select for check-ins?...18 How do I use the filter on the census?

2 How do I use the scheduler to create appointments/plan visits? Go to Menu, then to Scheduler. Use the buttons at the top of the calendar to set the view you would like to use. Click on the calendar the time you would like to schedule a visit, it will turn blue, then right click to display your options for the appointment. You can choose the time allotted for the appointment, and then click New Appointment. *Fun Fact: You can also click and drag down the schedule to set a time limit. Try it! Enter the information for the appointment as needed. While creating the appointment, you can set a reminder to as the appointment approaches. 2

3 How do I document a visit? Select the Add Visit icon from the top menu On the Add New Visit page, type in the students name, chief complaint, and make sure your Resource and Visit Start Time are correct. The student will now show on the census under the Active Visits tab. To add documentation on the student, first select the student so they are highlighted in yellow, then use the row of icons in the middle of the page. To end a visit, click the Red Dot next to the student. **Note: The student will not drop off the census unless a note has been created for the visit. 3

4 What do I use a Sticky Note for? A sticky note can be used to add a non-visit note for a student. Examples of this would be parent communication, or other non-medical related items. Select the Sticky Note icon from the top menu, and add in your details on the Add Quick Note page. How do I set up a new medication in a student s chart? Load the student s chart for whom you would like to set up the medication. Under Student Info tab, scroll down to the Student Medications section, click on the Pencil Icon the Add a New Medication button in the top right corner. Use 4

5 Add in the details as necessary for your new medication in the Edit Medication Record window. How do I set up a recurring medication in a student s chart? Load the student s chart for whom you would like to set up the medication. Under Student Info tab, scroll down to the Student Medications section, click on the Pencil Icon the Add a New Medication button in the top right corner. Use Make sure to check the box next to Is Recurring which will open up fields to add in details. **HINT: If you want to add this med to the Daily Meds chart, select a Frequency, and add in dose times. This will arrange the med on the Daily Meds chart for you to administer. If you do not add in dose times, the medication will not show on the Daily Meds chart, and it will only appear in the synopsis. (This is useful for documenting medications taken at home, but not administered in school.) 5

6 How do I administer a PRN medication? Load the student s chart for whom you would like to set up the medication. Under Student Info tab, scroll down to the Student Medications section, click on the Pencil Icon in the top right corner. Click the green pill icon next to the medication you want to administer. 6

7 If you would like to document the quantities witnessed, and packaged, you can do so, or leave them blank. Click Administer. If the student is absent, you can check was missed and enter notes. If you give the student the medication to take later or tomorrow, you can select a date under Administer Through. How do I administer a medication through Daily Meds? Select Daily Meds icon from the top menu When the chart loads, find the student whose medication you would like to administer. Click the green button on the left side of the chart to bring you to the Administer Medication window. 7

8 Fill in the Quantity Witnessed, and the Quantity Packaged (if applicable) then click Administer. It will bring you back to the Daily Meds log. **Helpful Hint: If you want to go on to the next medication in the list for the same student, hit Administer & Next How do I track my medication inventory? Are you tracking the Pill Quantity for Student Meds? There is a button on the Daily Meds screen that has a report when you click Supply Tracking. How do I export reports to save/print/ ? After selecting the report you want, there is a small button that will export the report from CareFlow and into another program so you can save, print or it. 8

9 To get to reports: go to Menu, then select Reports. Choose which Report you would like to use from the drop down menu. Select parameters for the report, and click View Report. Chose the program you would like to export (transfer) the report to, and then click Export. We recommend Excel or PDF versions for the best formatting. What is the dashboard? How does it work? In Menu, select Dashboard. This is a live graph that represents everything done in the parent portal. Clicking on any bar will bring up that report (make sure to unblock pop ups). There is more information for the dashboard on our help page. The video is called Reviewing Health Forms will show this. These reports can be exported to save/print/ . 9

10 What do my notifications mean? In Menu, go to Notifications Here you will be able to see any messages from CareFlow about software updates! CareFlow will send notifications for: Bug fixes Software information updates New releases/features New support information- videos, tech tips or blogs If we will be visiting your area How do I send messages within CareFlow and to parents? Four ways: 1. To message any other user of the program (internal communication) click the envelope button in the top menu. A new window will appear with your messages box. Click the button for New Message, and you will be brought to another window where you can compose your message. 2. From the Active Visits screen: click on Blue Envelope from the census next to the students name. This will allow you to compose a message to another user or the student contacts. 10

11 3. From Athletic Trainer: Click on the Blue Envelope next to student name on the list 4. From a Quick Note: Check the Send box before you save the note. This will bring you to a new window that allows you to enter in who the message is going to. This will automatically load the contacts connected to the student, as well as give you a place to type in any additional address you would like to the quick note to be sent. 11

12 How do I set up a Follow Up? Go to the Active Visits tab, and select the student, then click the Follow Ups icon. Select Follow Up from the type drop down menu Select urgency Enter notes then Save Orders. To see Follow Up notes, select the Follow Ups Icon from the icons menu. Here you can go through your list of Follow Ups. Select the student, and when you re finished, check Follow Up is Complete then Save. 12

13 How do I enter immunization dates? There are a few different ways to enter immunization dates into the CareFlow database. Under the Student Info tab, scroll to the Student Immunizations section, click on the Pencil Icon the top right corner. in Click on the Small Pencil Icon to the left of the name of Vaccine which you would like to enter data for. Use the drop down menu for Vaccine and Dose, then enter the Date Received as MM/DD/YYYY. Use Save Immunization Icon (small floppy disk to left of Immz Name) to add to the student s immunization record grid. Another way to do this is through Menu, go to Insert Immunization *This is helpful when entering full immunization records. Search for the student in the first grid under Student Name, then a second grid will load that is the Patient Immunization List. Use the icons on the bottom of the grid to add, edit, and save immunizations. 13

14 What is the Health Form Verification page used for? The Health Form Verification page is One Stop Shop for student compliance during the enrollment period. Here you can: Filter Students Use the Filter Students box to select a group of charts you would like to work with. You can filter by Status, School Level, Class Year, or Sport. For status, you can use All, Ready to Verify, Verified, or Not Verified. *Ready to Verify filter is used for health forms that are complete, and have not been verified yet. Check the Students to Verify On the left hand side, there will be a box with a list of students who have begun the health form process and are ready for Nurse s approval. You can search by last name to find specific student. See Online Health Form Progress What online forms are complete, and if the parent has electronically signed. Enter Last Physical Date There is a box to enter last physical date, then approve. You can also edit the date if a parent entered it incorrectly, or if last year s date is still there. Upload Physician Forms You can Upload forms here, as well as Download, Replace, Delete, Reject, and View All forms that have been uploaded. Track Student Immunization List View the immunization dates that have been entered into the system In the Physician Forms box, you can Download, Replace, Delete, Reject or View All. Download the form to view it Replace can delete the existing form and replace it with a new one Delete the form if needed Reject the form if you do not want to delete it, but it is not acceptable View All forms that have been uploaded 14

15 Each box has buttons where you can select Approved: Yes/No and also enter any notes regarding compliance status. Rejecting Scans: You can reject any scan that is illegible, in wrong chart, or out of date. To do this: 1. In the Physicians Form box, click Reject next to the form that is not acceptable. 2. Under Student Info tab, select the Uploads tab. A grid will load of all uploaded forms. The Reject button is located all the way to the right of the grid. By clicking this Reject button, the form will be archived in the students chart, show as Is Rejected, and an will be sent to the parent informing them of the rejection, and why. What do the four main icons on the synopsis mean? In the right hand corner of CareFlow, there are four important icons. These icons correlate with the loaded chart. How do I set up reminders? Go to Menu, then to Site Administration, hover over Health Form in top left then under Message Config, select Schedule 15

16 Template Name: Internal description of to be sent Template Subject: Actual subject of Body: body of the Frequency: how often within the start and end date that will send Start Date: first day will send End Date: last day will send Schooling Status: status of students that will be sent to CC if entered, this will be copied on every single that the program sends out (not suggested to use unless small amount of s are expected to be sent) Send By Physical Date: this will send s not based on incomplete health forms, but based on Date of Last Physical in student charts. It will go to all past due and any expiring in the next 30 days. Do not select Include Incomplete Pages if this is checked. Active: the will not be sent unless it is marked active Add: save button What is Site Administration used for? Site Administration is where you can go to edit the important information that is used in your site. Move Notes from chart to chart Configure Immunization Names Edit School Information Add Medical History Groups 16

17 Compress or Delete Scans Manage Site Users and User Access Add SHR Users, Assign SHR Students, and Set SHR Visibility Manage Chief Complaints How do I create new users? You have a new nurse in the health center, and you need to set them up as a CareFlow user! Go to Menu, then Site Administration. Under the Manage Site Users tab, use the Add New User button. Then fill in the appropriate information for your new user How do I manage chief complaints or set up check in options for the student check in screen? Go to Menu, and Site Administration window. Select the Chart tab (far right) and go to the Chief Complaints section. Click edit, if the item is marked as Check In option it will show on the check in, if not, it will not show. 17

18 Click Update to save. Here is where you can also set up your Chief Complaints. To add a new complaint, select New on the left side of the chart. Click Update to save. How do I set up the reasons students select for check-ins? This is set up under Site Administration, hover over Health Form, and in the bottom right corner you will see Update CheckIn Reason. By clicking the edit button on the left hand side, you will be able to add and edit reasons for check-ins. How do I use the filter on the census? Click the small magnifying glass icon. Hit the Plus button to add a Filter Rule Then you can add a rule regarding how you would like to filter the census, based census , name, reason, or start time. 18

19 19