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pupil web - youth health system

1. Contraception Post TOP cares Pregnancy Testing Data Synthesis Ltd Height weight recording Ice pack Left without treatment Letter home Natural remedy Non medical assistance Notification teaching staff Observations recordings OSH notification OTC meds Other Peakflow recording Prescription given Referral made Referral GC Referral SW Removal foreign body Rested In Clinic RICE Seen by visiting practitioner Self administered meds Sent Home Sling splint Smoking A B and C Smoking ASK Smoking BRIEF ADVICE Smoking CESSATION SUPPORT Steristrips Taken to GP Topical cream Transported Urinalysis Vision Screening Vital signs Water SOCIAL WORKER Assistance with documents www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Referred to categories Page 32 of 32 Self obtained swabs STI bloods STI swabs STI treatment STI urine Child Youth and Family Drugs and alcohol Guidance Counsellor Hearing Mental Health Nutrition W eight Oral health Other referrals Primary Health Care School Social Worker community Sexual Health Smoking Vision Data Synthesis Ltd Attend participate Case closure Complaints incident officer Documents posted Outcome sent to A and M Clinic Ambulance Back to class Local hospital Not entered Sent home Stayed in H C until end of day Transported home To Guidance Counsello
2. someone will be required to be designated the Administration Security Level only your Administration representative will have the admin button on their home page Select Admin from the top toolbar Pupil Web Compendium Privacy security About Pricing Contact us Welcome back Di Nicholson Search Event history Add student Appointments Reports Providers Show alerts Recent students The Administration page will provide access to the following tabs Details Event types Referred to Roll Classes and Users The following pages will outline each of those tabs in the order they appear on the Administration page from left to right NB Unless your school is displayed in the school field you will not be able to enter data If your school is not automatically displayed go to the home page and then back to admin screen If this is still not successful please logout and login again If you continue to have problems contact the Pupil Web System administrator LI pi We b Di Nicholson home account admin logout Administration Test school Test school Address 1 123 Main Road Fax 09 654 66554 Address 2 Papatoetoe Email WOT Wey ere tye CO mz Address 3 Auckland Phone 09 123 4456 Page 12 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 At the bottom of the Administratio
3. About Pupil Web About a brief overview of the journey of Healthy Community Schools AIMHI and the database within CMDHB Page 9 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Pu pi W eb Di Nicholson home account admin logout Home Compendium Privacy security About Contact us News Pricing Web version MS Access version Initial setup S300 Initial setup S150 Annual subscription S50 Annual subscription S250 Initial import of demographics S150 Wesel la Accesss XP 2007 Pricing current pricing Annual subscriptions include ongoing upgrades and email support You will be invoiced by CMDHB Training is extra please contact us for more information Pu pi i W eb Di Nicholson home account admin logout Home Compendium Privacy security About Pricing Contact us Latest updates to PupilWeb Latest NZ health news News a link to the latest updates to Pupil Web and links to the latest NZ health news Pu pi W eb Di Nicholson home account admin logout Compendium Privacy security About Pricing Contact us News Welcome back Di Nicholson ee A a ge g Search Event history Add student Appointments Reports Providers Show alerts Recent students Brick Burtie INGA 0210 54545 Add event Angelfish Angie 6B angie sddwd co nz 0211234567 Add event LIME Ese 6B Add event Add event Add event COURGETTE Chris
4. Et etna ID Sumame FirstName Gender DoB AKA Class Year ddressLingddressLinaddressLing Phone Ethnicity1 Ethnicity2 Ethnicity3 Contact The reporting data from your School Management System can be used to populate this template NOTE When the demographics file is imported 1 Existing people are updated matched on Student ID 2 New people are added That is where there is no matching Student ID Page 6 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 It is critical to have a unique Student ID number attached to each student otherwise duplicate files will be created for the same student In a situation where Joe Bloggs is in Pupil without a Student ID and a demographic file with Joe Bloggs is imported it will be added as a new record Field names for importing bold are compulsory ID Surname FirstName Gender DoB AKA Class Year AddressLine1 AddressLine2 AddressLine3 Phone Ethnicity Ethnicity2 Ethnicity3 Contact Allergies Medications GP Dentist e The ID field must be unique e Please make sure the column headings match this list e Files can be imported annually Page 7 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 LOG IN Using your User Name and Password enter details into the appropriate fields and click the Log In bu
5. Asthma Sexual Health Contraception Chronic condition Contraception Education Flu like symptoms Decision Making Relationships Hyperventilation Puberty Pain Sexual Abuse assault SOB Sexuality identity orientation URTI STI symptoms UPSI Social concerns Accommodation Financial Whanau Support Year 9 assessment BP recheck Drug and alcohol follow up General follow up Hearing follow up Initial assessment Mental health follow up Nutrition follow up Reweigh Sexual health follow up Vision follow up Page 30 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Treatments GENERAL SEXUAL HEALTH Page 31 of 32 ACC Claim Administer prescription medications Administer standing orders meds Advised to see GP Advocate Ambulance Analgesia Appointment time made Bandage strapping tubigrip Bathroom visit Blood glucose testing Bloods Breathing coaching Case management plan Communication email Communication phone Communication fax Communication other health provider Complaints Incident form Contacted Family CYFS notification Data entry only Debriefing Dental Discussed at pastoral care District Nurse Dressing Education discussion and advice Equipment lent Eyepad Eye irrigation Family Group Conference Feminine supplies Food Given Health HEADSS assessment Hearing Screen Heat treatment Antenatal cares
6. Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 PUPIL WEB YOUTH HEALTH SYSTEM Administrator Manual Pupil Web inh About Pricing Contact us News Welcome to Pupil Web This system allows you to manage clinical information for students and others that are cared for at your organisation Ifyou have not registered please do so using the Register button below You will then need to contact your administrator who will then add you as a member for your organisation version 5 03 Datasyn co nz home login Page 1 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Acknowledgement The AIMHI data base Pupil keeping an eye on youth health is a result of a Counties Manukau District Health Board initiative in partnership with the Auckland School Nurses Group ASNG and Data Synthesis Ltd We would like to acknowledge all those people who have contributed to this project by generously giving their time and expertise Key contribution has come from representatives from the ASNG in particular all the AIMHI nurses The writing committee consisted of Gilli Sinclair Craig Evans Debbie Greenwood Jude Woolston Karlynne Earp Diana Nicholson aka Verrall Philippa Bennetts and Dianne Dawson An external review was completed in 2006 by Professor Richard McKenzie to whom we extend our gratitude and ackno
7. age 5 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 CART TO DEMOGRAPHICS IN OTHER SYSTEMS The initial import of demographics is a service done by a Pupil Web support person e Demographics held in other systems can be imported into Pupil e The import file must be in CSV format comma separated values This format is compatible with soreadsheets and most other programs that allow data exports and imports e Select from Administration menu Administration ElDetails Event types g_gReferred to geRoll G Classes User Import data Demographic data can be imported from other systems This is a service we provide as requested You need to populate an Excel template with data from your system Click here ta download an Excel template Mote that sheet 2 has the list of ethnic groups Then send the populated file to support pupilweb co nz version 5 11 Datasyn co nz Privacy security Pricing home account admin logout File format for importing demographics 5 http www pupitweb co nz Public Pupil_ImportTemplate xls Microsoft Internet Explorer File Edit View Insert Format Tools Data GoTo Favorites Help gt x a A P Search 5 Favorites Ea ktil A 7 oe LJ rel 3 Address a http www pupilweb co nz Public Pupil_ImportTemplate xls Go Link Al f X amp ID a E Gender E mea cis E E a T Phone
8. alth System Version Pupil Web Administrator Manual Date January 2011 Creating Schedules Under Appointments on the Home page or by selecting Appointments on the Menu bar Compendium Privacy security About Pricing Contact us News Welcome back Di Nicholson J A fo search Event history Add studk Providers then Add Schedule Pu pi W eb Di Nicholson home account admin logout Home Search Event history Add Student Appointments Reports Providers Add scheduled appointments KG Test school v Saukta Follow up v Days the activity will be scheduled for v Mon Tue M vWed Thur M Fri Shut 10 00 a m O Duration minutes each appointment SEULE 16 Jan 2011 aa SE s Apr 2011 ES Every week Every other week pansin Dianne Create Events version 5 03 Datasyn co nz home account admin logout Once created you can work with the schedules using the Appointments main menu choice Page 19 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Referred To Referred to categories are set up as Global reporting values which can not be changed To customise your referrals to your setting you can add providers you refer to in the Values for your Organisation drop down section When setting up your providers consider how they will link with the Ministry of Health global referral valu
9. an edit the text eg spelling or changing the case If you alter the clinic name once there are events attached to this event type all the historical data attached to this event will be altered as well Administration Elbetais ERRBRRRE Referred to geRoll EkClasses Users import Manual Monday Tuesday Wednesday Thursday Friday Actwe t Queis r sossen Edit Questions Health Clinic wisi Edit Questions Follow up Edit Questions Opportunistic assessment Edit Questions Physio clinic Edit Questions Asthma clinic Edit Questions Sexual health clinic Edit Questions Gase note History Edit Questions Hearing screen Edit Questions SF Clinic Add new Event Type Add a Cluestion proampt z The Yr 9 Assessment event name should not be altered in any way as it links directly to the HEADSS questions and the Yr 9 Assessment Report Changing its name in any way will lose these links Page 16 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Each event type can have multiple questions loaded which can be used for gathering data or for use as prompts Questions linked to the Event type can be modified by selecting the Edit Questions link The existing questions relating to that event will then display You can then select further questions by clicking on the drop down box of pre loaded questions CUI IESUS SAn an YISI WHIBLE Edit Questions Follow
10. at for importing demographics ccceecceeeeeeeeseeeeeeeeeeeeees 6 v Field names for importing cccceecceececeeeceeeeeeeseeeseeeeeeeseeeseeeeeeeens 7 LOG oeeie a E E E EE 8 Home Administration Primary Menu Bar ccssscsssseeeseeeseeeeeees 9 s COMPCHONONN sere rs eedeeecuevaceresuwueesestuseeceeunde 9 Me PNAC SOCUIIY seas secuenctesdeanet sedset lt hdegueechdeaeus st sequcegeeecucseteee 9 Y FROUDE E E EE 9 Y PHCIDO soir E E 10 V NEWS ee E A E sap spaasarsaatanan 10 E E E E E E E EE E E E E EE 10 MY SUD DOU a E E 11 Main Administrator Screen cccccsssccsessesesseseneesenneesenseesenseesensesees 12 BEIG a eee eee E ee ee 13 v Event Types and Questions ccccccceeeceecaeeceeeeeeeeeseeecessaeeeesseaeeees 14 16 VY QUESTION Set Up oo eccccccccccccccccceeceeeeeeeseeessseeecececeeeeeeeceeeeeeeeeaaaaaaensnnes 17 Y Cedin SCNCCUICS serene 18 V TRCLEWCG TO aeaa casa nacaasnvaiaucncuseetanecncanuee cian E EE 19 Y ROIS errereen Er E EE EEEE EEEE 20 Y OCOS are eee rere ee ee 21 VY USEMS ooeccecccecccccccseseccecceeeecceeeaeeeeeeeceeseeeeeseeeeeceeseeeeeeeessaeeeeessaaeeeeessaeaees 22 V aG Uy OVENS e seve snecnevauss 22 Account Information ssasssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 23 v Changing Password cccceeeccceceeseeceeceeeeeeeeceseeceeeceaeeceeseaseeeeeseaeeees 23 Y PMOLKOYS eee 23 24 COGNO aeeaiei 25 C PESSE WIRY oE E 25 V TEMENO a E E E E 25 v Chron
11. d To change your password select the change button next to Password and the Change Password text field appears Enter details as appropriate and click Ok Hot Keys Pu pi W eb Di Nicholson home account admin logout Home Compendium Privacy security About Pricing Contact us News Hot Keys Hot Key Phrase Alt A Advised of confidentiality policy Alt B Delete Edit di Delete Add New ot Keys and assign commonly used phrases to them These can be used when entering Case Notes Given ECP under standing orders version 5 03 Datasyn co nz home account admin logout Used to speed data entry when entering Case Notes you can create a Hot Key for frequently used phrases Click the Add New button to create a new Hot Key Page 24 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Add Notes aa eee i E Source H O A CITT R Z U mx x j i E EE v j aA Advised of confidentialty policy When relevant phase is required select the appropriate HotKey in this eg Alt A when entering case notes and text will automatically appear Page 25 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 CODING Presented With Presented With categories are maintained by the Pupil Web System Administrat
12. es as this will be of use for your Ministry reporting See user manual referral section Select New add the provider in the Referred to field Administration ElDetails Event types gf ecRoll EEClasses Users import qPManual Referred to categories Global values cant be changed Values for your Organisation can be changed Referred to Referred to Child Youth and Farnily Drugs and alcohol External Primary Care External Secondary care General Govt organisation Guidance Counsellor Internal pastoral Mental Health Mag Onsite health Oral Services School statt Sexual Health Bet iets sere ah hina D Social Workers Lindefined C Save ance Visiting Heath Professional Page 20 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Rolls Roll is for the total number of yr 9 students This number will fall into the Year 9 Assessment report School Roll is for the total number of students on the school roll Elpetails Event types gagReferred to PeR EClasses Users Silmport Manual Roll Yr Roll School roll To add the information about the current roll select New Roll Yr Roll School roll Add the appropriate data in the fields available NB As number of yr 9 students in the school roll can fluctuate over the year it is recommended that the figure stated in the Roll
13. field is accurate and Edit as necessary prior to printing off quarterly reports as this can impact on the statistical output Save Cancel Page 21 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Classes Classes appear as drop down choices for data entry searching and filtering reports Enter class codes and save Tick the Active box if class is currently active Remove tick if not currently active If you select delete all the corresponding historical data will be lost Delete can only be used for classes that have no historical information lf you want to capture and report on data for others besides students eg staff visits you will need to create an appropriate class called staff Administration Elpetails Event types gggReferred ta amp Ro OU iimport Manual Classes Page 22 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Users All users for your provider area will be listed on the Users table If you have a user who leaves your service please contact the Pupil Web Service Administrator to have the user removed Administration ElDetails Event types gggReferred to geRoll classes Jalimport w ZManual People who have access Feit Collis Emma Edit Dawson Dianne Delete Edit Evans Craig Edit a
14. h health Presented with as at 7 Oct 2010 Burn Allergic conjunctivitis Contusion with intact ski Anaphylaxis Crush Injury amputation Eczema Dislocation Hayfever Foreign Body in eye Localised skin reaction Foreign Body in skin Systemic reaction Fracture lower limb Fracture neck and trunk Fracture upper limb Fracture skull Minor Head Injury Miscellaneous Open wound of head neck trunk Open wound of lower limb Open wound of upper limb Sprain Strain Cardiac Cardiac symptoms Care and Child young person risk Cyanosis Protection Non accidental injury to child Hypertension Hypotension Rheumatic Fever Page 27 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Drugs and Alcohol Gastroenterology Gynaecology Page 28 of 32 Broken tooth Loss of teeth due to accident Orthodontic pain Routine Check Up Toothache Drunk Hangover Overdose Stoned Suspicion of use Abdominal pain Constipation Diarrhoea Indigestion Nausea Vomiting Dysmenorrhoea Genitourinary symptoms Menstrual Data Synthesis Ltd Dermatology Endocrinology Growth and development Health Promotion www datasyn co nz Abrasion Acne Blister Boils Burn C o rash Contusion Infection skin Insect Bites Laceration Miscellaneous Nail infection ingrown injury Removal of sutures Sunburn Tattoos piercings Wart verruca Diabe
15. ic Conditions cc eee c cc eeeecceceeeeeeceeseeecaeeeeteeseceeeeecetseeeeesaneeees 25 ataje 1010D R ME E E A E E E E A E E E E 26 Page 3 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Overview This guide accompanies the Pupil Web User guide and is intended for the administrator of the system Before the Pupil Web System is used the various configurations and settings within the system should be reviewed and updated where necessary Platform Requirements e Web based system This can be used by any PC laptop with an internet connection and uses the web browser to access the system No other software is required Pupil Web Manuals Administrator and User Manuals are also available via the Manual button located on the Administration screen Administration Elpetails Gevent types gyjReferredto Rol Egclasses Users Silrport yManual p Page 4 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 GETTING STARTED Open preferred web browser eg Internet Explorer or Firefox Type htto Avww pupilweb co nz into the address which will bring up the Pupil Web home page Pupil Web aka About Pricing Contact us News Welcome to Pupil Web This system allows you to manage clinical information for students and others that are cared for at your organisation If
16. n under the school details section is the ability to change the year level of the students on your database There are 2 options First remove all the school leavers ie previous year 13 Current students by selecting the Change current year 13 to students status to Left school You can then change the year level of the current students by one year by selecting the Increment current student by one button Referral report note Please fax this referral to KidzFirst Centre for Youth Health Fax 279 5111 Orakau Rd District Health Nursing Fax 270 4733 Audiology Superclinic Fax 277 1634 KidzFirst Public Heath Nursing HowicksPakuranga Ph 270 4703 Fax 270 4712 Mangere Ph 255 0606 Fax 255 0607 Manurewa including Hearing and Vision Ph 267 7676 Fax 267 7776 Otara Papatoetoe Ph 270 9060 Fax 270 9061 Papakura Ph 295 1260 Fax 295 1277 Hearing referral note Please fax this referral to Audiology Superclinic Fax 277 1634 KidzFirst Public Heath Nursing Howick Pakuranga Ph 270 4703 Fax 270 4712 Mangere Ph 255 0606 Fax 255 0607 Manurewa Cincluding Hearing and Vision Ph 267 7676 Fax 267 7776 Otara Papatoetoe Ph 270 9060 Fax 270 9061 Papakura Ph 295 1260 Fax 295 1277 Edit Delete New beginning of the year bulk update Change current year 13 students status to Left school Increment current students year by ane version 5 12 Datasyn co nz Privacy security Pricing home accoun
17. o nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 HOME Administration Primary Menu Bar Pupil W eb Di Nicholson home account admin logout Compendium Privacy security About Pricing Contact us News Welcome back b a Ss 8 Search Event history Add student Appointments Reports Providers Show Recent students ome me 0210 54545 Add event Angelfish Angie 6b so angie sddwd co nz 0211234567 Add event LIME Ese 6B Add event The home page will display the students with the most recently created events and the following tabs Pu pi W eb Di Nicholson home account admin logout Compendium Privacy security About Pricing Contact us News el Compendium contains a range of resources useful for a School Based Health Centre These documents were created by CMDHB and are intended as a guide only eg Service Specs Database information Policies Job Description Training Supervision Best Practice Guidelines and Resources Pu pi W eb Di Nicholson home account admin logout Home Compendium About Pricing Contact us News Privacy confidentiality and security Privacy Confidentiality Security Terms of use Privacy security in depth information about the Privacy Confidentiality Security and Terms of Use for Pupil Web Pu pi W eb Di Nicholson home account admin logout Home Compendium Privacy security Pricing Contact us News
18. ors for consistency of data entry and reporting see Appendix for current Presented with and Treatment codes Master copy attached as Appendix Treatment Categories Treatment Categories are maintained by the Pupil Web System Administrators to maintain consistency of data entry and reporting Master copy attached as Appendix Chronic Conditions Home Search Event history Add Student Providers Reports Appointments Chain Daisy Q Details WHistory Planned dd Event Sprint gt Female 14 yrs 12 Jan 97 Recent events Asthma clinic Health Clinic Visit Follow up tert Chain lel MHIOOOO sie Git li m Daisy Sei Current H Student AICEA Female Nees 11987 219 9 12 Jan 97 Stites Niuean SFH OX Year 9 UTH 276 KRK GGA 6 Flower Pot Lane The Semen Manukau Yr9 assessment Yrg assessment Chronic conditions No chrottie eonditions Consents meds ets Tere LEH Imigran Health check WACA Crayfish poncirinnN Migraine i Save Cancel OGAH Migraine Meds held onsite There is the ability to document chronic conditions on the students front sheet using the drop down box see user manual lf there is a chronic condition you would like included in the list please contact the Pupil Web System Administrator Page 26 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 APPENDIX Pupil Keeping an eye on yout
19. philip Edit Nicholson Di Edit Training 1 Edit Training 2 Edit Training 3 Add person Security Levels There are four different Security levels available e Admin can access all functionality for your provider area Recommended only 1 person within each setting has this allocation e Data entry can enter and update data No administration screen e Scheduling only has access to the clinic appointments e Read only Can read screens and print reports For security Pupil Web automatically logs you out of the system if the computer appears to be unattended or unused for a period of 20 minutes If you have case notes open but there has been a time delay in typing up notes it is recommended you refresh the screen by clicking on the event history button or the students name to ensure that you are currently logged on If you type into the case notes and you have been logged out your notes will not be saved The system will automatically take you to the Login Home page if you have been timed out you will need to Log back into Pupil Web Page 23 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 ACCOUNT INFORMATION The Account page allows any user to change their password on a regular basis and to create their own unique set of Hot Keys This page is available by selecting the account tab Changing Password Change Passwor
20. r To Deans To Senior Management To outside appointment www datasyn co nz
21. t admin logout Page 13 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Details This page allows you to customise your address and contact details so that information is transferred to other documents eg for referrals etc The edit button at the left lower corner of the screen not seen in this shot will allow you access to edit the details as appropriate Administration Event types SReferred to gpeRoll B Classes Users import Manual YE he P me cwo Abie 123 Main Road 09 654 66554 Address 2 Papatoetoe jer wafwewe wetwe co nz AEBS ees Auckland ene 09 123 4456 System for importing demographics MUSAC Reterral Report Mote Please fax this referral to KidzFirst Centre for Youth Health Fax 279 5111 Orakau Rd District Health Nursing Fax 270 4733 hudiology Superclinic Fax 277 1634 Hearing Reterral Mote Please fax this referral ta hudiology Superclinic Fax 277 1634 KideFirst Public Health Nursing Howick Pakuranga Ph 270 4703 Fax 270 4712 Ensure you click the Update button once you have customised your details to your provider setting Page 14 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Event Types and Questions While there are default Event types built into Pupil Web you can set up as many Event
22. tes mellitus monitoring Hyperglycaemia Hypoglycaemia Hypoglycaemic coma Child Adolescent Adult Alcohol education Breast feeding education Drugs education Health education National campaign Nutrition education Parenting education Routine immunisation Self cares education Smoking education Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Mental Health Musculoskeletal Non Specific Page 29 of 32 Assault Fight ADHD ADD Behavioural concern Emotional concern Self Harm Stress related concern Suicidal ideation Backpain Chronic condition Muscle pain Skeletal pain Stiff neck Lethargy Antenatal care Postnatal care Post TOP care Pregnancy Advice options TOP referral Data Synthesis Ltd Infectious Diseases Miscellaneous Neurology Ophthalmology www datasyn co nz Childhood illness Glandular fever TB Bereavement Head lice Non medical Post op cares Updating health info query Collapse Dizziness felt faint Epilepsy Headache Seizure Tingling numbness Eating Disorders Food fluids Weight control discussion support Eye infection Eye symptoms Visual Testing Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 ORL Earache Chronic conditions Head cold Urinary Symptoms Hearing screen Hearing symptoms Mouth infection Mouth injury Nasal symptoms Nose Bleed Sore Throat Respiratory
23. tton you cannot use the enter key NB Your login to Pupil Web is used as your electronic signature and will be recorded in each of your case notes For example if you type your login in lower case eg di nicholson this be recorded as the electronic signature likewise if the login is Di Nicholson then that will be recorded as the electronic signature Pu pi l W eb Di Nicholson home account admin logout Home Compendium Privacy security About Pricing Contact us News Member Login User Name Di Nicholson Password C Remember me Lost password Note after 5 failed attempts you will be locked out Contact us to have your account unlocked version 5 03 Datasyn co nz home account admin logout 4 2 Once you have successfully logged in Pupil Web will automatically go to the home page Pupil Web Di Nicholson home account admin logout Compendium Privacy security About Pricing Contact us News Welcome back Di Nicholson oa 8 Search Event history Add student Appointments Reports Providers Show alerts Recent students Brick Burtie INGA 0210 54545 Add event Angelfish Angie 6B angie sddwd co nz 021123 4567 Add event LIME Ese 6B Add event Add event IMH Add event is zdfg Add event WOODS Thomas POS Add event Crustacean Chris 6A Add event Add event Add event version 5 03 Datasyn co nz home account admin logout Page 8 of 32 Data Synthesis Ltd www datasyn c
24. types as required It is useful to consider what type of Events Clinics you wish to provide or measure in your service and create these at the initial set up By clicking the Add new Event Type button below the Event Type list you can create a new Event Type Monday Tuesday Wednesday Thursday Friday Active Edit Questions r 3 assessment Edit Questions Heath Clinic visit Edit Questions Follow up Edit Questions Opportunistic assessment Edit Questions Physio clinic Edit Questions Asthma clinic Edit Questions Sexual health clinic Edit Questions Gase note History Edit Questions Hearing screen Edit Questions SF Clinic Event Type Monday LJ Tuesday Wednesday L oe d Mo guestions prompts LLE p oe Pen fee ei Remember to click S Pups Existing Default Event types Health Clinic Visit initial visit for any concern Y Follow Up subsequent visit for any concern already documented and not a new issue v Case Note History used for phone calls emails letters etc relating to a student but not requiring the student s presence v Opportunistic Assessment any assessment or part of that is not a year 9 health assessment v Callout use when called away from your clinic to attend to a student or staff member Page 15 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 When the appropriate event type is selected as above you c
25. up Delete Edit Questions Opportunistic assessment Delete Edit Questions Physio clinic Delete Edit QUe shiiat SiC Delete Edit Questions tee Tore History Delete Edit Questions Hearing screen Delete Edit Questions SF Clinic Delete 12 Add new Event Type Sexual health clinic Section Question prompt Eqit 4 5 Sexuality 4 5 1 Are you in a relationship Delete Eqit 4 5 Sexuality 4 5 2 What does sate sex mean to your Delete Eqit 4 5 Sexuality 4 5 3 Who vould you talk to about sex Delete 2 Healthcare Access 2 2 Who is your family doctor on Page 17 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Question set up Under Event Types select the appropriate Event Click on the Questions link to display any pre loaded questions Referred to geRoll GEClasses Users import Manual Add new Event Type Health Clinic Visit Section Quecticy pumpi 3 2 1 1 Do you have diabetes Edit 3 2 Stud rtheath 3 2 1 2 Do you have heart disease Eit 3 2 Student health i Preloaded questions contain one or more of the following response options e Yes No data enterer must select Y or N e Free text data enterer can type in anything e Number data enterer must enter a number Drop down choices use this to allow the data enterer to select from a limited list Page 18 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth He
26. wledge his wisdom and valuable contribution In 2009 a web based version of the access Pupil was developed and trialled in 5 school based health centres within CMDHB Feedback from these schools has lead to further enhancement of this system Pupil Web has the advantage of being able to log on to your designated school from any secure computer ie you have the option of accessing your school records from home Another advantage is that case notes are more secure they can not be altered once saved and an electronic signature is created with each saved event SS DISTRICT data AAAA LUCU S y fl t h j S A Community Partnership For further details please contact Craig Evans craig datasyn co nz Dianne Dawson dianne dawson middlemore co nz Diana Nicholson diana nicholson middlemore co nz Gilli Sinclair GZSinclair cmdhb org nz Page 2 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Pupil Administrator Guide Content Page OvervieW ieee se oases ew teehee cree tee ee new eeeedeeeene dea swoseaheeeeanceeeenestins 4 PIANOI sepeccecsts sete a a 4 IAG Siete E E E E E E E E E 4 Getting URIS Os oesstosrss satan a seca see esos sane sereneeeencu ees eases 5 v Registering with Pupil Web cccccceeeccccseeeeeceeeeeeseeeeesseeeessaaeees 5 Linking to demographics in other systems ccccccseeeeeeeees 6 v File form
27. you have not registered please do so using the Register button below You will then need to contact your administrator who will then add you as a member for your organisation Resistor frog version 5 03 Datasyn co nz home login Register with Pupil Web To register with for pupil web as a new user click on the Register button on the Pupil Web Home page The Member Signup page will appear this enables you to register for user rights to Pupil Web Complete all the fields and then click the Signup button A Pupil Web System representative will send your login code to the email address you provide NB your User Name and Password will be used to login once you have successfully registered These must be unique to each user and logon details should not be shared Please remember you User Name eg have you used your full name initials etc and password and keep both secure Please only register once If you are having difficulties in registering please contact Craig Evans craig datasyn co nz Pupil Web ia He Home About Pricing Contact us News Member Signup Email Address Po Confirm Password ee Password Question What is your favorite pet s name Please note You will NOT be able to use the system until your registration is approved by your school administrator Ifyou do not know who your administrator is please see here for their names version 5 03 Datasyn co nz home login P
28. zdfg Add event WOODS Thomas POS Add event Crustacean Chris 64 Add event Clanger Brian Add event Sheep Dolly Add event erc7on 5 03 Datasyn co nz home account admin logout Click on the Whats new link will provide information on the latest updates and changes Page 10 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 Pupil Web home login About Pricing Contact us Welcome to Pupil Web News This system allows you to manage clinical information for students and others that are cared for at your organisation Ifyou have not registered please do so using the Register button below You will then need to contact your administrator who will then add you as a member for your rgqanisation version 5 03 Datasyn co nz Support home login To log a helpdesk call click on the support button to the left of any screen Page 11 of 32 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Administrator Manual Date January 2011 MAIN ADMINISTRATOR SCREEN To ensure optimal consistency in the Pupil Web database the system provider has global control of the default settings Each school or provider site will have one designated Administration representative who has authorisation to alter the flexible settings To manage any changes or updates to the Pupil Web system to your individual setting

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