HERE - Auckland School Nurses Group
Contents
1. Select link to access the Details page see page 13 or add event and go straight to the clinical record see page 18 Planned events Pu pi W eb Di Micholson home account admin logout Event history Add Student Appointments Add Schedule Reports Providers icu ua Year Class Provider Select O4 Feb 11 10 00 a m JONES Joan BB Nicholson Di Select 04 Feb 11 11 00 a m GREEN Jane Sexual health clinic 7B Micholzon Di Select 10 Feb 11 Sexual health clinic S00 aim Jellyfish Jim Aathma clinic Nicholson Di Select 10 Feb 11 S30 ain Maharaj Swashna Asthma clinic J F13 Nicholson Di Select 10 Feb 11 10 00 a m Octopus Oliver Asthma clinic g ers Nicholson Di Select 10 Feb 11 S00 am ONION Agnes SP Clinic 6B collis Emma Select 10 Feb 11 g 00 a m Seasnake Sally GP Clinic 3 Collis Emma Select 10 Feb 11 S30 a m Johnson Greg GF Clinic 11 BAON Collis Emma Select 10 Feb 11 10 00 a m Turtle Terry SP Clinic BB Collis Emma Select 10 Feb 11 10 30 a m Wiliams Shyam GP Clinic J Collis Emma By selecting the Planned Events link and then appropriate date filter in the drop down box you can obtain a list of all the current appointments in the various clinics Page 9 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 NB there may be multiple pages of planned events The default list also sorts by the event type in ascending alphab2. Aeyou nE m involved in iN Church etc EE Be a re ee LL ferincwtn mymstes S iL Ed influence Se ee a a do your friends have over your Page 34 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 DRUGS HEADSS Assessment C Healthcare Access Student health Education Drug amp Alcohol Suicide amp mood O Family health O Home O Activities Sexuality Question Y N Number Free text Referral Category Follow up Ongoing Completion Date years Wants to quit w Do you drink y se pases Bamnereecent most weekends Drugs and alcoh Drug and alcohol w OoOo maa P jsi A O o r i i Uncle often visits hore z Social Workers School social worker totally drunk amp is violent reese TL a BE S SEXUALITY HEADSS Assessment C Healthcare Access Student health Education O Drug amp Alcohol Suicide amp mood O Family health O Home Activities Sexuality Eth Y N Number Free text Referral Category Follow up Ongoing Completion Date ee o E sexually active 4 partners no Family Planning Planning Sexual health n d preg or STI a A health centre on a list of Update responses Page 35 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 SUICIDALITY HEADSS Assessment C Healthcare Access C Student health Education O Drug amp Alcohol Su
3. Assessment Report alongside the year 9 roll and the number of completed assessments Complete the consent date and completed date fields Hearing and Vision Conduct the Hearing and Vision screens and record the results in the appropriate fields NB In order to capture accurate records of your work if completing Y9 assessments over 2 sessions or more ensure you enter the information in 2 separate events Choose a new Health Clinic Visit event for the Physical Assessment or set up a new event type eg Yr 9 Physical as this will make the information easier to locate Document the recordings in the case notes only otherwise you will double up on your Yr 9 assessment statistics in your Yr 9 Assessment Report Choose the Yr 9 Assessment event when completing the HEADSS assessment as this will have the majority of the data attached to the event and transpose any recordings documented in the previous casenotes lf you do the physical assessment separately and then overwrite the date and provider you will lose the original event and it is not best practice regards record keeping and documentation of notes Page 24 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 HEADSS Assessment The questions are grouped by section and can be filtered by clicking on the relevant section The questions are formatted to accept yes no or number responses to provide accurate
4. Datasyn co nz home account admin logout Each time Pupil Web is updated with new features your provider area will automatically get access to them Click regularly on the link found on the home page to establish What s new in Pupil Web Pupil Web bed Mi 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 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 srgqanisation version 5 03 Datasyn co nz home login To log a helpdesk call click on the support button to the left of any screen Page 4 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 GETTING STARTED This document is for users of Pupil Web who will be entering data into the system and running reports It assumes that you are a registered user of the programme This manual is to be used in conjunction with the Pupil Web Administrator Manual which explains how to register and set up the Pupil Web system Log in Using your User Name and Password enter details into the appropriate fields and click the Log In button you cannot use the enter key NB Your login to Pupil Web is used as electronic signature and will be recorded in each of your case notes For ex
5. Low mood depressive disorder K K E Caregivers Each week gets to spend enough time with at hel School failure e g academic failure least one parent or persons acting as a father absenteeism behaviour parent Home ph 276 SAAK Wort ph SOF COCC Cell 021 NNN Pitat ti Substance abusesalcohal Other family members care a lot about therm Non hetrosexual orientation Feel sate at school Petal mother Home ph 276 KAAK Wonk ph 579 COCC Cell 021 BBR ANHAW d Sexual abuse Feel part of school Sexually active Feel teachers are fair Fet anxious Sexually sate Friends amily who have suicided Feel that adults at school care about them Witnessing or exposed to family violence Feel sate in their neighbourhood Parent with a mental illness or in prison Feel hopes tor the future Subjected to physical abuse Involvement in dominant culture OOO ROCCO ORs O ME Co Ce me Unable to identify parent or significant adult Involvement in Sport Church youth group that cares a lot Update Risk and Resiliency _ 6 LI d C 0 q EJ 5 EJ o E o 5 T C o Do you teel confident saying no Pa Vat Resiliency Page 26 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 APPOINTMENTS Select Appointments from the menu bar Filter from the drop down box the appropriate date range Last 12 months Last 6 months Last m
6. ASNG in particular all 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 acknowledge his wisdom and valuable contribution 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 SS data GA synthesis HEALTH BOARD A Community Partnership Page 2 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 PUPIL Youth Health System CONTENTS PAGE WAA S NOW coinne eE EN EEE E secu EEEE E EN aE AENEA 4 UDI ONE h to a MAE E A sane E E E E E E E E E 4 Getting Started issisieinienininin aei aiii iiaa 5 lt LogIn seee a eer ee ee ee eee ee eee eee 4 VY Security levels eee cccccceeeeccceceeeeeeeeceeeeeeeeeeeseeeeeseeeeeeeesseeeeeeesseeeeeessaaeees 4 v ACCOUNT Information 02 2 eee cece ecceceececeeceeeecececuececuecucaecueaecueaeeueaeseeaeeeeaeeas 6 Main Menu Bar nsnannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnn 7 VY Administration 22 2 eee eee ccc ecc ec cceceececeeceeeecueaecuececuececaeceeaeceeaesueaecueaeeneaeeas 7 ae a ors
7. added or a search has been completed the Students Information sheet demographics is displayed This page can be accessed at any time by clicking the Details button Details Home Search Event history Add Student Providers Reports Appointments Details WHistory ElPlanned Add Event Print gt Recent events Family name G a TENEU Daisy EEA Current AKA Jd student Chronic conditions Gender g D number HAH HHEH 12 Jan 97 Add chronic cond Ethnicity Niuean Mobile ATE ARAR Chain Daisy Female 14 yrs 12 Jan 97 Consents meds Health check Med condition Migraine lf you need to edit any of the main demographic information click the Edit button and adjust the appropriate information Page 13 of 44 Data Synthesis Ltd www datasyn co nz User Manual Pupil Youth Health System Version Pupil Web User Manual Date January 2011 Chronic Conditions There is the ability to document chronic condition on the students front sheet using the drop down box Enter one or more from the drop down list Providers Reports Appointments Home Search Event history Add Student Chain Daisy Q Details History Planned Add Event 44print Female 14 yrs 12 Jan 97 Recent events Family name Chain Cle MHIOQOO0 Health Clinic visit First name Daisy Status Current AKA WA Student HbA Female ID number 1987 Wr Dob 1 22 Jan 97 assessment Stites Niuean Jan Yra CRA 2760X aeee Leh
8. cleaned and removed grit and debris applied crystacide and covered with adaptic and telfa fixed with 7em crepe bandage Details 19 Jan 11 Follow up Evans Craig whisper test repeated pass Details 16 Jan 11 Yr 9 assessment Micholson Di referral ta CADE appt for smoking cessation created for next week Yr 9 health assessment referral for vision and hearing completed Another way to access the student s History is to use the Recent Events option on the Student s Information Sheet Pu pi W eb Di Nicholson home account admin logout Home Search Event history Add Student Providers Reports Appointments Cetacean Christine to Details History Planned Add Event Sprint gt Female 14 yrs 12 Oct 96 toe Bajame els Cetacean AENEA Christine AEH Current ee Beamer oA lst Student Cict Routine BSL HA Female ID number FEES BER Cor Health Clinic eH 12 Oct 96 CS card visi SUUNA NZ European AECA MH Year A ug Health Clinic Mobile Email _ ie Geh 10 Ocean view Suburb city assessment Marineland veg Consents meds ities ca Panadol EF Epilum azzessment Asthma clinic There are 3 pages of historical notes for this Health check Allergies stu d e nt i Med condition Meds held onsite Page 15 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Planned This shows upcoming events for the person See the section on Clinic Appointme
9. ideation Musculoskeletal Backpain Neurology Collapse Chronic condition Dizziness felt faint Muscle pain Epilepsy Tingling numbness Non Specific Eating Disorders Food fluids Weight control discussion support Antenatal care Ophthalmology Eye infection Postnatal care Eye symptoms Post TOP care Visual Testing Pregnancy Advice options TOP referral Skeletal pain Headache Stiff neck Seizure Lethargy Page 39 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web 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 Asthma Sexual Health Contraception Chronic condition Contraception Education Flu like symptoms Decision Making Relationships Hyperventilation Puberty Sexual Abuse assault Pain Sexuality identity orientation SOB STI symptoms URTI UPSI Year 9 assessment BP recheck Social concerns Accommodation Drug and alcohol follow up Financial General follow up Whanau Support Hearing follow up Initial assessment Mental health follow up Nutrition follow up Reweigh Sexual health follow up Vision follow up Page 40 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web User Manual Date January 2011 User Manual Treatments GENERAL Page 41 of 44 ACC Claim Administer prescription medicati
10. reports together with free text and referrals Some have a drop down list of choices Chain Daisy event details grdssessment PBB gpRisk resiliency Sprint gt Female 14 yrs 12 Jan 97 Consent to participate Consent date 49 jan 14 Completed date 49 Jan 44 Test resultFollow up Follow Referral Glasses Funding Glasses required up required application rec d Migraine Medications Imigran Allergies Crayfish rash rec d Caregivers Vision screening Faj v a O O O Mel a father Hearing iPass O oO F Update Home ph 276 XXXX screening Work ph 897 CCCC Cell 021 NNN MMMM HEADSS Assessment Healthcare Access Student health Education Drug amp Alcohol Suicide amp mood sige Family health Home O Activities Sexuality Home ph 276 XXXX Work ph 579 CCCC Cell 021 BBB NNNN Y N Number Free text Referral Follow up Ongoing Completion Date ra a r j j ee E u i eee same Nv eA g 7 wll a oy ibe last visit to v v v Are there any barriersto y sometimes itis hard to getto A v v v accessing health care If dr with pare nts wo rking y yes what are they Do you see a dentist If U wv only to school clinic v v v yes when was last Y visit Do you have any illness Yv v v v you see a doctor L L NL i O m iif Any referrals must be made against the approp
11. us News Account Information rats Di Nicholson Sur PG EN Diana Nicholson middlemore co nz change are change raat Add Edit version 5 11 Datasyn co nz Privacy security Pricing home account admin logout 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 Click Ok Hot Keys Pupil Web Di Nicholson home account admin logout Home Compendium Privacy security About Pricing Contact us Hot Keys Hot Key Phrase Alt A Advised of confidentiality policy Alt B Delete Delete Given ECP under standing orders P d i t m Add New z t Keys and assign commonly used phrases to them These can be used when entering Case Notes 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 6 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 MAIN MENU BAR Administration Administrator Security Level There are two primary menu bars The admin link will only be displayed to the person allocated administration rights within your provider site Information and screen shots about administration rights are in the Pupil Web Administration Manual
12. Angie 0921 az Y 6B Evans Craig Select Atest Sjune Health Clinic Visit 1153 Micholzon Di Select COURGETTE Chris Hearing screen 1154 Not entered ag i zdig Micholson Di Opportunistic assessment i A Select Flinstone Fred Physio clinic 1314 Not entered ay M Evans Craig Select Flinstone Fred 1218 Not entered aa f Evans Craig Select Angelfish Angie Sexual health clinic 1000 1500 A and M Clinic at RE Training 1 Select Angelfish Angie smoking Cessation 1000 Back to class ag fl 6B Nicholson Di Yr9 assessment Select Crustacean Chris ice 1045 Not entered aj Y BA Nicholson Di Select Angelfish Angie 13 Oct10 Opportunistic assessment 1051 Not entered aa fl 6B Evans Craig Select Cetacean Christine OF Oct10 Opportunistic assessment 1121 Back to class ay Y TE Evans Craig Select Clanger Brian OF Oct iO Call Gut 1146 Local hospital ag r 10 Dawson Dianne Select Cetacean Christine OF Oct10 Routine BGL 1228 Not entered aj Y ie Dawson Dianne Select Sheep Dolly OF Oct 10 Heath Clinic Visit 1232 Back to class ag y 12 Dawson Dianne Maelan Tvari Timna AT Me UaaHl Mliman 4 ti 12 Daak ta alana Laia hl Tenmimirm ea 4 Page 11 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 ADD STUDENT To import demographics from other systems please refer to the documentation in the Pupil Web Administrator s Manual To manually add a person select Add Student from the menu bar
13. E E ee ee ee 7 VY LINKS oo eee e ccc eececcececceceececaecucaecuececueceeaecueaecueaecueaecueaecaeaeeaeseeaeceeaesueaesueaesueaneas 7 SR ese ecce deen cee cee ete cece ee cndene seeuee we tenmacioedacwarceceaeaeoncseneecedecedenececuac 8 v To search for a student 0 0 cece ccc eceececeececeeceececuececaeceeaecueaecueaesueaeseeaneas 8 v Planned events 20 cece cececceccececcececceceececeeceececueaecueaecueceeaeceeaeceeaecueaecueaeeueaeeas 9 V 1 6 a er ee ee 10 VENUE MISIOTV seseeenccecpaeseaeceseesacen tees secneracdsunse meee E a 11 Ba oi 0 0 8 Reem mee em er oe tS et re ee ee ee 12 Student Information Sheet c ccceececeececeeceeeeceeeeceececeseueeseuseeeuseesaseeeaseeeeseees 13 v Details ree 13 v Chronic Condition 2 cece eee ee cece ccc ecceceececcecceceecuecueceeaecuecueceesesaecuecueseeaeeaeens 14 YM OA OVES eccaicien ai ceazge atch arenates ceueatetasqecice E 14 v Medical contact 2 2 2 0 cc cecceceececcececceceeceeeeceececueaecueaecececaeceeaeceeaeeueaesueaeeeeaeees 14 TSO cesses evs E E E 15 v Planned 000 eee ec eececceceececceceececeececeececaecueaecueaecueaecuesecaeceeaeceeaeseeaesueaecueaesueaeees 16 Ae Xe o M AYI 0 re 17 Y OAO NOS ee ee eee eee 18 19 v Presented with amp Treatment Categories cccccccsseeeceeeseeeeeeeseeeeeeeseaeeees 20 v Referrals wvessssnscevcsensveveseuayssexiseeeunseveuveveexeueuenssbussennteewenseeyeveseskesuexisteeeceevest 21 v Add Alert are 22 Year 9 Health Assessment ou ccc cececee
14. E Flower Pot Lane The Follow up mee Manukau Medications migran Allergies Crayfish Consents meds Health check Med condition Migraine Meds held onsite otes father Yes a76 XXNX 897 ClEnilepsy Delete mather Yes 276 xKKK s79 c eadaches Delete Hearing loss Mental health Migraine NoMemmecontacts ss s CCC d ther Rheumatic Fever Rheumatoid Caregivers amp Medical contact Click on the Add Caregiver and Add Medical contact links to complete those fields Remember to click the __ Save button Data Synthesis Ltd www datasyn co nz Page 14 of 44 Pupil Youth Health System Version Pupil Web Date January 2011 History Over time a person may have many events Clicking on the History link will create a chronological list of all events for the student Clicking on the Details link will then allow you to go to that single event Home Search Event history Add Student Providers Reports Appointments ie Q boast Ga Ferre Jadd Event Sprint gt a ee Chain Daisy Female 14 yrs 12 Jan 97 Event history Event type Provider Notes Details 19 Jan 11 Health Clinic visit Nicholson Di ACC claim SS 2222 SDAD She amp MEON Advised ta keep wound dry for 24hre For review and COD dressing tomorrow deep abrasion to KJ knee after falling on tennis court during PE approx 7Ox55mm multiple grit and dry grass irrigated
15. Microsoft Internet Explorer File Edit View Favorites Tools Help sack x a A p Search Ip Favorites CR ki amp rel SS Address 2 http fiv pupilweb co nz Reports Report viewer aspx Jack Id 4 1 42 p p Test school Term report From 03 Oct 10 To 26 Jan 11 Pupil web 1 Number of Assessments Roll Assessments Consented Refused Remaining Completed Term 5 5 0 YTO 359 g g O lt is advised to save each report individually in a specially designated folder for the appropriate report eg 2011 Quarterly Report_Term 1 doc Once you have saved all the files they can then be added to end of your narrative or attached to an email Page 30 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Print The opportunity to print a variety of templates is available by selecting the appropriate link within a number of screens The options available are Referral v Accident notification v GP letter v y lt Letter to caregiver Create mail merge file Home Search Event history Add Student Providers Reports Appointments Chain Oaicy AER s accocsment ws DR en Emma gt Female 14 yrs 12 Jan 97 Referral i i Srautas 18 Jan 2011 Stat 1315 Z Accident notification TETY igraine ini p ment Medications Imigran ie ae i oa ie 1415 GP letter Delete lec z eure Nicholson Di rivate m sal Allergies Crayfish
16. Providers Reports Appointments Chain Daisy event details gyAssessment gyRisk resiliency Adprint gt Female 14 yrs 12 Jan 97 PESI 19 Jan 2011 Stat 1320 Presented with e SA Health Clinic visit Finish 1350 Dermatology Abrasion Delete Peau acl der I a AA Allergies Crayfish rash aiun Nicholson Di Private 41996 add Presented with eee E aila Hack ta class dlre givers Mel Edit Delete Home ph 276 AANA Case notes Treatment wok ph 897 CCEC Cell 021 NNN Wihihihi deep abrasion to F knee after falling on tennis court during General Dressing Delete PE e eteme D DG approx 7055mm multiple grit and dry grass add Treatment k Home ph 276 Kaaa irrigated cleaned and removed grit and debris Work ph 579 CECE na A BEB NNHNH applied crystacide and covered with adaptic and telfa fixed with Tem crepe bandage No Referral data Add Referral 18 Jan 11 13 50 Di Nicholson Q Advised to keep wound dry for 24hrs For review and COD dressing tomorrow You can also click on the drop down boxes for the Presented with Treatment and Referred to fields and select the appropriate code multiple entries can be made if required Presented With and Treatment categories are maintained by the Pupil Web System Administrators for consistency of data entry and reporting See Appendix Remember that the information recorded in the Presented With Treatment and Referral categories will fall into your statistics r
17. Pu pi W eb Di Nicholson home acccunt admin lo jout Compendium Privacy security About Pricing Contact us News Welcome back Di Nicholson 4 ee A G gt a i a g Search Event history Add student Appointments Reports Providers Show alerts Recent students Clinical Data Entry Security Level The second primary menu bar now referred to as the menu bar is for clinical use and will be the focus for this manual Pu pi l W eb Di Nicholson home account admin logout Event history Add Student Appointments Add Schedule Reports Providers Links selecting any of the icons below will automatically link you to the appropriate main page eg Search Event history Add student the Appointment schedule Reports and the Providers It also allows to you to select any alerts that have been created see page 22 Pupil Web Di Nicholson home account admin logout Compendium Privacy security About Pricing Contact us News Welcome_be Ji Nicholson a 2 E 22 Search Event history Add student Appointments Reports Providers ew alerts Recent stude Brick Burtie INGA 0210 54545 Add event Angelfish Angie 6B angie sddwd co nz 0211234567 Add event LIME Ese 6B Add event Jellyfish Jim Add event Donut Dinkum SMH Add event Page 7 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 SEARCH The Search field allows you to search for Students Planned ev
18. Pupil Youth Health System Version Pupil Web Date January 2011 PUPIL WEB YOUTH HEALTH SYSTEM User Manual Pupil Web Pu 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 Datazyn co nz home login Page 1 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Introduction The PUPIL system is a tool to help school nurse s record health data about young people lt provides a repository of clinical data which can be used to record trends and identify problems Demographics School student Event data pon administration optional Demographics system Daily reports S lt ___ Stats report Healthcare provider Clinic schedules 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
19. ample 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 Pupil Web Home Compendium Privacy security About Pricing Contact us Member Login User Name Di Nicholson Password CI Remember me Lost password Note after 5 failed attempts you will be locked out Contact us to have your account unlocked home account admin logout Once you have successfully logged in Pupil Web will automatically go to the home page Security You will have been allocated on of the four different security levels available by the administrator within your setting 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 Page 5 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 ACCOUNT INFORMATION The Account page allows you to change your password on a regular basis and to create your own unique set of Hot Keys This page is available by selecting the account tab Changing Password Pupil W eb Di Nicholson home accoint admin loquut Home Compendium About Contact
20. ch Event history Add Student Appointments Add Schedule Reports Providers Add new event Finish Female 14 yrs 12 Jan 97 Te a EF Tenrs L a Dawson Dianne Migraine lad Event Note E Source bd _ 2 Aa amp GREE Medications Imigran 2 1 e TA F A ae eee Allergies Crayfish rash sue jis Style Format Caregivers 7 Mel Me 3 an father Home ph 276 XXXX Work ph 897 CCCC Cell 021 NNN MMMM Type text here ell 021 BBB NNNN Gate Orne gt Yat Save cancel The system will automatically enter the date and start time of the event Use the drop down boxes to select Event type Provider and outcome Enter the Finish time and Outcome when appropriate You can either type directly into the case note field as indicated in the screen shot above or you can click the save button which will create a field to type up case notes Use Hotkey buttons if appropriate Where it is considered important that other database users do not have access to the information recorded at a visit there is the option of marking an event Private simply click on the Private button on the event screen student Sidebar Information from front sheet is transferred to this panel to ensure easy access to medical conditions and contacts Any Alerts will also be displayed Page 18 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health Sy
21. e 37 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web User Manual Date January 2011 User Manual Drugs and Alcohol Gastroenterology Gynaecology Page 38 of 44 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 www datasyn co nz Dermatology Endocrinology Growth and development Health Promotion 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 Diabetes 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 Date January 2011 Assault Infectious Childhood illness Fight Diseases Glandular fever TB Mental Health ADHD ADD Miscellaneous Bereavement Behavioural concern Head lice Emotional concern Non medical Self Harm Post op cares Stress related concern Updating health info query Suicidal
22. eeeecececeeeeeeeesecueueaeeueeeeseeueaseueueeeesueaeenaees 23 Y year 9 TaD erra A ee ee 24 MTHS ANIC and VSO nesan gece naeenee se snes eoeenee setae eect 24 v HEADSS Assessment cccececcececceceeceeeeceececuececuecucaeceeaeceeaecueaesueaeeeeaeeas 25 Y Risk and RESER TaD oein ee nceeeeeecaeneeenoeeeeeteaeee 26 PROD OIFUIINOIN ciceciece ste E E E E E E E 27 v Geng ao Cedu seere nire 28 OFS sce cree ale ci see cine mie ne lee EE EE E SEE 29 v Daily 00 ee 29 s TSIGUISIICS RODOS seere 29 D eTe e sesesicacacedictcadtasne cavecanecahvs ceandivaveseee lt asecaneasunseseasaneaseueuecadecestaeehssceandecans 30 PINUNO aaro tent ene teu suenisteusu ono eueuecetienieuane gent uouateuebensvenaueuenes 30 PRD CII acrcecse cette saweseee sone E EAEE 31 Page 3 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 What s new Pu pi Web Di Nicholson home account admin logout Compendium Privacy security About Pricing Contact us News Welcome back Di Nicholson l ka 3 2a a 2 Search Event history Add student Appointments Reports Providers Show alerts Recent students Brick Burtie INGA 0210 54545 Add event 65 angie sddwd co nz 021 123 4567 Add event 65 Add event Add event Donut Dinkum SMH Add event COURGETTE Chris zdfg Add event WOODS Thomas POS Add event Crustacean Chris BA Add event Clanger Brian Add event Sheep Dolly Add event ver cian 5 03
23. een 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 You can use hot keys to add commonly used phrases to the notes See page 6 to create your own unique set The date time and your electronic signature will be captured each time you click save Page 19 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Chain Daisy Y Details MARR E Planned dd Event Sprint Female 14 yrs 12 Jan 97 Event history Event type Provider Details 19 Jan 11 Health Clinic visit Micholzon Di ACC claim WXX 2222 SDBO01 Mid amp MEON Advised to keep wound dry for 24hrs For review and COD dressing tomorrow deep abrasion ta R knee after falling on tennis court during PE approx FOxSSmm multiple grit and dry grass irrigated cleaned and removed grit and debris applied crystacide and covered with adaptic and telfa fixed with Fem crepe bandage Details 19 Jan 11 Follow up Evans Craig whisper test repeated Mit aide 145 Jan 14 Wr O seer Any deletion or changes to notes will be recorded and will remain in the Event History Presented with Treatment and Referred to Home Search Fvent history Add Student
24. elete Delete 25 Jan 11 Smoking Cessation Person Status Notes Convert to Event 7 00 a m 8 00 a m Edit Planned Convert to Event 8 00 a m 9 00 a m Edit Planned Convert to Event 9 00 a m 41000 a dit Planned Go to Event i Convert to Event 12 00 p m 1 00 p m Edit Planned Convert to Event 1 00p m 2 00 p m Edit Planned Convert to Event 2 00 p m 3 00 p m Edit Planned Convert to Event 3 00 p m 4 00 p m Edit Planned Convert to Event 4 00 p m 5 00 p m Edit Planned Convert to Event 5 00 p m 6 00 p m Edit Planned Add appointment Once the event has been completed the status will change to Attended Page 27 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web 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 H A search Event history Add studh Reports Providers then Add Schedule Pupil Web Di Nicholson home accou Home Search Event history Add Student Appointments Reports Providers Add scheduled appointments HL Test school v SAU Follow up v Days the activity will be scheduled for Mon Y Tue M wed Thur V Fri Slee ud 9 00 a m O GRU 40 00 a m Duration minutes each appointment SRA 16 Jan 2011 sl SUI 15 Apr 2011 E Every week Every other week Provid
25. empber to Page 22 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 YR 9 HEALTH ASSESSMENT This event type allows you to enter the clinical data captured during the Yr 9 Health Assessment It provides a space to record consent height weight blood pressure waist circumference hearing and vision screening results and referrals along with the responses to the questions associated with the HEADSS assessment The ability to record a student s risks and resiliencies is also available These tabs are only available when you select Yr Assessment as an Event Type Home Search Event history Add Student Providers Reports Appointments Daisy gils gyAssessment r9 tisk resilier cy Print gt Chain Female 14 yrs 12 Jan 97 Fee Stat 1315 ecalEanete Imigran Jaa Allergies Crayfish rash tie Private 41824 Caregivers The Assessment link allows the opportunity to record height weight waist circumference and Blood Pressure The system will automatically calculate the BMI Body Mass Index Home Search Event history Add Student Providers Reports Appointments Chain Daisy Female 14 yrs 12 Jan 97 Yo apRisk resiliency Sprint Height metres Blood pressure i Medications Imigran ee ee aoe He Allergies Crayfish rash The system will also identify BP s that fall outside the parameters of 130 90 and these
26. ent Class header P u pi l W e b Di Nicholson home account admin logout Home Search Event history Add Student Providers Reports Appointments Chain Daisy OB History Planned l dd Event Sprint Female 14 yrs 12 Jan4 Recent events Family name Chain lle MHIQOO0 19 Jan 11 Health Clinic amt Daisy Status Current vizit WLA Student 19 Jan 11 Follow up ID number WEIR 19 Jan 11 rg Students who already have an alert loaded can be identified by the large red exclamation mark on the Student Information Sheet Clicking on this icon will display the alert in full see page 22 to create an alert Page 10 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 EVENT HISTORY The Event history tab shows events that have been logged against students There are warnings in yellow where Case Notes and or Outcome have not been filled out for that Event NB You can filter your event history either by Time Last week Last month Last 3 months Last 6 months Last 12 months or show all or by Event by selecting any of the dropdown categories in your Event type schedule PupIT Wek E EE Home Search Add Student Appointments Add Schedule Reports Providers Event history Filter by Last 12 months Show all Person Start End Outcome Notes Class Year Provider Private Select Brick Burtie 1515 1530 Sent home ma INGA 10 Nicholson Di Select Angelfish
27. ents Alerts and Medical contacts Click on the Search link on the home page Pu pi W eb Di Nicholson home account admin logout Compendium Privacy security About Pricing Contact us News Welcome back Di Nicholson a 2 a g Event history Add student Appointments Reports Providers ro eee TS Recent students Brick Burtie INGA O210 54545 Add event Angelfish Angie 6B so angiet eddwd co nz 021 123 4567 Add event To search for a student Pu pi Web Di Nicholson home account admin logout Event history Add Student Appointments Add Schedule Reports Providers Search Test school v ie SHERI anned events alerts Medical contacts Search students Cau p C Ocun Left school Transferred C Pre enrolment version 5 03 Datasyn co nz home account admin logout Students are categorised by their appropriate status eg Current Left school Transferred or Pre enrolment Select the appropriate button and the system will display all the students in the selected category You can search for students by entering any of the following Surname AKA ID class or year in the Search students for field Where possible to select an individual student it is recommended you enter the student s unique ID number student ID enrolment number usually associated with their student ID card This will prevent inadvertently adding a student record if you are not able to find
28. eport so ensure that you are collecting good relevant information Page 20 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Referrals Referred to categories are set up as Global reporting values which can not be changed these link to the MOH Reporting Requirements The individual health providers used in your setting will have been created by the person with administrator rights in your setting Administration ElDetails lEvent types Oaol Ebclasses Users Eilmport Manual Referred to categories Global values cant be changed Values for your Organisation can be changed Referred to Referred to Child oth and Family Drugs and alcohol External Primary Care External Secondary care General Govt organization Guidance Counsellor Internal pastoral Mental Health Meo Onsite health Oral services School statt Sexual Health Social Workers Undefined visting Heath Protessional Referrals that are recorded on the screen will fall into your Statistics Report If the referrals are being made as part of a Year 9 Assessment the referral must be made against the appropriate response in the HEADSS section to fall into the Yr 9 Assessment Report For each referral you will be required to choose both a Category MOH Global and a Provider local You should 1 choose the most appropriate category that relates to the students primary prese
29. er BASEN DANTE n Son Dianne d Create Events home account admin logout version 5 03 Datasyn co nz Once created you can work with the schedules using the Appointments main menu choice Page 28 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 REPORTS Reports are available from the Main Menu or via the Print buttons on the home page Select the time frame and desired report option lest school Lg TELL ECCE Formatted reports Ad hoc reports expor to Excel There are various reports available under each report type Daily reports Daily report lists Event types by provider NB Confidentiality maybe compromised eg list students under Sexual health clinic Daily summary lists names of those seen in clinic in chronological order and the outcome This list is preferable if you are required to submit a list to the school staff Planned events lists any booked appointments Timeline creates a line graph of events by time of day day of week and day month to visualise trends Statistics reports By Provider Summary Summary Charts Page 29 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Year 9 Term report select the dates then the Year 9 Report option to display your current report You can choose to print or export to an Excel PDF or Word document A Report
30. etical order You can re sort the list by clicking on the column header link which will sort the list by that header eg clicking on the Planned date header will give an ascending chronological list click again to obtain a descending list Pu pi W eb Di Nicholson home account admin logout Event history Add Student Appointments Add Schedule Reports Providers Search Test school v OO Students Planned events EMEN edical contacts Mia Alerts Alert date Message Gender DoB Current Year Current Class Consent health check ID Select GARLIC 0G May 10 ghigihgjiuAghicq Female 26 Apr False 45 azmine 59 Ti 12 Mov 08 Waiting for urgent CT scan head injury 18 Oct 08 still Male Of Mar 12 BACH False 47644 apona experiencing frequent severe headaches oF Select SALT 1 Nov D Severe allergy to Peanuts Action plan for anaphalaxis in file Male Of Mar 12 BAGN False 47644 Kapono oF Select 4ngelfish 01 Mow OG Do this and that Female 20 Oct 6B False 7635 Angie oF Select Clanger Brian 15 0ct10 resutts of sti swabs due Male 12 Dec 10 False 7654 Alerts can be set up to notify the system users of any important information pertaining to the individual student The alert system can also be used as a call up appointment schedule NB there may be multiple pages of alerts The default list also sorts by date order You can re sort the list by clicking on any column header link which will sort the list by that header eg clicking on the Curr
31. farnily E i have diabetes in your farnily i 3 have heart disease in your farnily B p have weight problems oe D in your family B have TH o Emm z in your tarmily B have Meningococcal disease ae a D in your family B have Epilepsy an E n in your tarmily B have Rheumatic fever in your family i j have asthma GENERAL Student health HEADSS Assessment C Healthcare Access Student health Education O Drug amp Alcohol Suicide amp mood O Home Activities O Sexuality Family health Question Y N Number Free text Referral Category Follow up on Do you have JE E ae ee weight problems i panei a A m oL O A ee ee C La o ge ay E m E ah Y has hx of Rh fever no appt A External Primary Primary health care Rheumatic fever vE F Y Y L as moved into area Ref ON Do you have Meningococcal disease Do you have Epilepsy ashma o Y E E B retera O Y interested in Kids in Action School staf v Nutrition weight YI i TA interested in Kids in Action School staf MutritionAweight F programme to reduce Bhill w Blood pressure referral 7 YE BP elevated on 3 consecutive A Primary health care E hgt dates probleme weith B skin concerns oroblema with B Page 32 of 44 Data Synthesis Ltd www datasyn co nz Ongoing Completion Date Ongoing Completion Date Pu
32. icholson event Cessation Di Appointments Edit 27 Jan 11 Appointments Edit 28 Jan 11 Appointments Edit 31 Jan 11 Smoking Nicholson Cessation Di Smoking Nicholson to Event Convert 1000 11 00 Jellyfish Jim a m Edit Planned for quit card Delete JONES Joan LIME Ese Cassation Di Convert 11 00 12 00 Maharaj Swashna Edit Planned Delete Smoking Nicholson to Cessation Di Event M am pm Oaariki Darius Oaariki Darius 14 OM ANN Oe bbe kinla ee r e3 Mian aal oo EE 9 Allocate students to a time by selecting on the student field and then click on the Update The student Status will then read Planned You can select Convert to Event at this time and a new event will be appear for that student Home Search Event history Add Student Add Schedule Reports Providers Clinic appointments View Weekly Filter by Next week v for Test school Planned date Event type Provider Appointments Edit 25 Jan 11 Appointments Edit 25 Jan 11 Appointments Edit 26 Jan 11 Appointments Edit 27 Jan 11 Appointments Edit 28 Jan 11 Appointments Edit 31 Jan 11 Appointments Edit 01 Feb 11 Add Clinic Follow up Dawson Dianne Smoking Cessation Nicholson Di Smoking Cessation Nicholson Di Smoking Cessation Nicholson Di Smoking Cessation Nicholson Di Smoking Cessation Nicholson Di Smoking Cessation Nicholson Di J Delete Delete Delete Delete Delete D
33. icide amp mood Family health O Home O Activities Sexuality Question Number Free text Referral Category Follow up Ongoing Completion Date ce ee ss going for you describe yourself talk about the ng things that WOY YOu thought af B harming yourself Have you yey has a plan to harm self see Mental Health Mental health v a recently notes we thought of harming yourself rave you ever y wi _ sametimes cuts o f attempted to E S hurt yourself your family disorder wt have a mental disorder a 3 O thought that B you might have a mental disorder Haz anyone all I a a hs T A Page 36 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Pupil Keeping an eye on youth 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 Pag
34. nting concern s then 2 the service or provider you are referring to See appendix for examples Referrals that relate to the Year 9 Assessment should not be recorded on this page Page 21 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Add Alert To add an alert click the link on the students front page Pu pi W eb Di Nicholson home account admin logout Home Search Event history Add Student Providers Reports Appointments Recent events 07 Jan 11 Health Clinic Visit 2f oep 10 Yra assessment Brings up the following page Pu pi l Web Di Nicholson home account admin logout Home Search Event history Add Student Providers Reports Appointments Brick Burtie Male 16 yrs 05 Apr 94 Alerts Active alerts Actioned alerts u Details WHistory Planned dd Event Sprint gt Click on the Add Alert link Pu pi Web Di Nicholson home account admin logout Home Search Event history Add Student Providers Reports Appointments Brick Burtie Z Details History Planned A dd Event Sprint gt Male 16 yrs 05 Apr 94 Alerts Active alerts Actioned alerts m Follow up date mmm le Vance er version 5 03 Datasyn co nz home account admin logout Click on the calendar icon to create a date and then enter appropriate text in the message field mem
35. nts page 29 for another way to view this data In this screen if you click on the Convert to Event link a new event will automatically be created allowing you enter the actual event details Di Nicholson home account admin logout Pupil Web Home Search Event history Add Student Providers Reports Appointments z A I ae GREEN Jane E Details wHistory E Ete Add Event Sprint gt Female 20 yrs 25 Feb 90 a Planned events Provider Event type Planned Stat Finish Status Notes Convert to Event Migholson Di Sexual health clinic 04 Feb 11 11 00 a m 11 30 a m Planned home account admin lagout fersion 5 03 Datasyn co nz Page 16 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Add Event There are multiple ways to create a new event for a student The most common are below Event history Add Student Appointments Add Schedule Reports Providers Search Search students for pP Family name First name AKA Status Type Gender DoB Class Year ID number Alerts Meds Health check ain Daisy Current 25 Student Female 12 Jan 37 SK 9 11987 1 version 5 11 Datasyn co nz Privacy security Pricing home account admin logout 1 Search for students and then click on the Add Event link A new record will be created Compendium About Contact us News Welcome back Di Nicholson 2a ae a search Event history Add student Appointmen
36. numbers alongside any subsequent referrals recorded against the BP weight referral will fall into your Yr 9 Assessment Report Follow up Ongoing Completion Date pee wM F rd ee k aaiae te LaL a a ae ome J i yo swe BO e aa e n ARE eE E yaf e External Primary Primary health care EL as moved into area Ref 2 DN Do you have asthma f OM z weight eferral Blood pressure eferral skin concerns Do you havasciy SE in a yo Page 23 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Year 9 Tab Home Search Event history Add Student Providers Reports Appointments Chain Daisy event details gyAssessmen Wisk resiliency Print gt Female 14 yrs 12 Jan 97 att Consent to participate onsent date 49 Jan 11 Completed date 49 Jan 14 Conn iran Test result Follow i Follow Referral tie dbase irs Allergies Crayfish rash require on required application rec Caregivers Vision screening F3j O g F O Mel i father Hearing Pass O F Update Home ph 276 XXXX screening Work ph 897 CCCC Cell 024 NNN MMMM HEADSS Assessment Healthcare Access Student health Education Drug amp Alcohol Suicide amp mood incon Family health Home Activities Sexuality lt is important to tick the Consent to participate box as this will be collated in the Yr 9
37. on Post TOP cares Assistance with documents Pregnancy Testing Attend participate Self obtained swabs Case closure STI bloods Complaints incident officer STI swabs D ocuments posted STI treatment p STI urine Referred to Child Youth and Family Outcome sent to Drugs and alcohol categories Guidance Counsellor Pae ae Ambulance Mental Health Back to class iti Local hospital Nutrition Weight Oral health Not entered Sent home Stayed in H C until end of day Transported home To Guidance Counsellor To Deans To Senior Management To outside appointment Hearing Other referrals Primary Health Care School Social Worker community Sexual Health Smoking Vision Referral categories should not be adjusted as they represent the reporting requirements as requested by the Ministry of Health You should 1 choose the category that relates to the students primary presenting concern s then 2 the service or provider you are referring to Page 42 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Presented with Presented with add Presented with fadd Presented with Treatment Treatment General Ambulance Delete General Advised to see GP Delete General Observations Jrecordings Delete add Treatment w iadd Treatment Mo Referral data Add Referral AEA Widdlomoare hd Category S health J Sexual hea k the Othe
38. ons 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 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 www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 SEXUAL HEALTH Antenatal cares SOCIAL WORKER Contracepti
39. onth Today Next week Next month Next 3 months or Next 6 months Home Search Event history Add Student Add Schedule Reports Providers Clinic appointments View Weekly Filter by Next week i for Test school v Planned date Event type Provider Smoking Cessation Nicholson Di Delete Smoking Cessation Nicholson Di Delete Appointments Edit 26 Jan 11 Smoking Cessation Nicholson Di Delete Appointments Edit 27 Jan 11 Smoking Cessation Nicholson Di Delete Appoint ments Edit 28 Jan 11 Smoking Cessation Nicholson Di Delete Appointments Edit 31 Jan 11 Smoking Cessation Nicholson Di Delete Select on the Appointment row to show scheduled and available times for the clinic on the right hand side of the screen Click on Edit to produce the drop down box with student names Cetacean Christine BI Home Search Event history Add Student Chain Daisy Providers _ Chaudhari Parthkurmar Clinic appointments View Weekly Christie Rose l l 24 Jan 11 Smoking qClanger Brian Filter by Next week for COURGETTE Chris Crustacean Chris 3 Status Notes Convert 7 00 8 00 Cuttlefish Chris Edit Planned Delete to am am Donut Dinkum Event Flint Fred Planned date Event type Provider Convert 800 9 00 GARLIC Jasmine Edit Planned Delete Appointments Edit 24 Jan 11 Smoking Nicholson to am am GINGER Riaz F Cessation Di Event GREEN Jane I LAA Cessation Di to a m fn Appointments Edit 26 Jan 11 Smoking N
40. or on the appropriate link on the home page Home Search Event history Appointments Add Schedule Reports Providers Add new student Compulsory fields Gender C Male Female Nink tenor ID Number Verma pp From date Student ka Student Staff Youth Pre school s isitor Class Year NHI number Remember to click the __ Save button A page with multiple fields will allow you to enter an individual student into the Pupil Web demographic file You are required to complete all the compulsory fields and it is recommended the optional fields are also completed Keep scrolling down the page until all fields are complete and then click the Save button The ID Number field should be used for linking to the student s unique ID number in the School Management System SMS It is critical to have a unique Student ID number attached to each student otherwise duplicate files will be created for the same student lf adding others eg staff you may want to create your own ID numbers eg based on Surname First Name combination or their designated school teacher code Use the drop down choice box to select appropriate option The NHI field is for the NZ National Health Index number It has a check on it to only allow valid numbers Page 12 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 STUDENT INFORMATION SHEET Once a person has been
41. pil Youth Health System Version Pupil Web Date January 2011 HOME HEADSS Assessment C Healthcare Access C Student health O Education 2 Drug amp Alcohol C Suicide amp mood C Family health Home activities Sexuality Question Y N Number Free text Referral Category Follow up Ongoing Completion Date he __ farmily parents gran m oe Ms siblings amp cousins v with ae y Whocan y ___ sran but she is ofen unwen m you count and in hospital bullied at B L home How do dontlike it at home and Z Social Workers School social worker r want to leave Update responses Page 33 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 EDUCATION HEADSS Assessment C Healthcare Access Student health Education Drug amp Alcohol Suicide amp mood O Family health O Home Activities Sexuality Referral Category Follow up Ongoing Completion Date A schol Eo A ka a 7 Pe oo 3 grandma living athome and Social Workers Workers School social worker a i a T often caring for her Update responses ACTIVITIES HEADSS Assessment C Healthcare Access Student health Education Drug amp Alcohol Suicide amp mood O Family health Home Activities C Sexuality Question Y N Number Free text Referral Follow up Ongoing Completion Date Tit C in chool n based activities 7
42. r referrals a Ongoing ig Ongoing L Completion date Oooo Completion date oo O Link to Referral person Link to Referral person Page 43 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Presented with Presented with Incidents Assault Delete Cardiac Hypertension add Presented with w add Presented with Treatment Treatment General lce pack Delete General Observations recordings Delete add Treatment add Treatment Mo Referral data VIEL Guidance Counsellor v Visiting Health Professions CHOU Guidance counsellors y Haud Primary health care v Ongoing C Ongoing C Completion date OoOo Completion date Ooo Link to Referral person Link to Referral person Save Cancel Save Cancel Guidance Counsellor Social Worker and Child Youth amp Family may all end up with the category and the referral provider the same Page 44 of 44 Data Synthesis Ltd www datasyn co nz
43. rash 41824 Avettertocaregver Y ee E eM Back to class R p reate mail merge file Mel Edit Delete father Home ph 276 XXXX Case notes Treatment Work ph 897 CCCC Cell 021 NNN Mi i i i Yr 9 health assessment General Health HEADSS assessment Delete The main body of the case notes will be transferred to the relevant print template The information is then transferred to an Untitled web page By using the Export icon to select an Excel PDF or Word document Selecting Excel or Word will allow you to edit your document A Untitled Page Microsoft Internet Explorer File Edit view Favorites Tools Help sack QJ x a A S Search Sie Favorites 2 e eS az ren 33 Address EI http fwww pupilweb co nz System Reports Reportviewer_docs aspx x Jack m Test school 123 Main Road Auckland Papatoetoe Date 12 Nov 08 To Dr David Addis Fax 631 5058 Balmoral Doctors 655 Dominion Road Mount Eden Auckland 1041 9 gt a a ao LL ww iL mememper to ga p f a N g E FTO RY EJ Page 31 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 GENERAL Family health HEADSS Assessment C Healthcare Access Student health Education Drug amp Alcohol Suicide amp mood Home O Activities Sexuality Family health Question Y N Number Free text Referral Category Follow up in your
44. riate response in the HEADSS section to fall into the Yr 9 Assessment Report Providers will have been added by your site administrator For each referral you will be required to choose both a Category MOH Global and a Provider local You should 1 choose the most appropriate category that relates to the students primary presenting concern s then 2 the service or provider you are referring to See appendix for examples Page 25 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Risk and Resiliency Tab Tick the appropriate responses and click the Update Risk and Resiliency button for the risk and resiliency score to be generated The scores attributed to each risk and resiliency within the database has been developed in consultation with Dr Richard MacKenzie Society Adolescent Specialists in America and should not be adjusted Home Search Event history Add Student Providers Reports Appointments ovr 9 SEE Bernt gt a Chain Daisy Female 14 yrs 12 Jan 97 Event details gyAssessment Response Weighting Resiliency Response Weighting Have you been to more than three schools in the past 2 years At least one parent or significant other adult who cares a lot about them k Migraine Medications Imigran Allergies Crayfish rash Reside in under decile three area Close to at least one parent or significant other E gE
45. stem Version Pupil Web User Manual Date January 2011 Home Search Reports Add Student Event history Providers Appointments Chain Daisy Female 14 yrs 12 Jan 97 event details gyAssessment gyPRisk resiliency Print gt sn S Jan 201 4 Start 1320 Beil Health Clinic Visit Finish 1350 Settle Nicholson Di Private Presented with Dermatology Abrasion Delete Migraine Medications Imigran Allergies Crayfish rash 41076 add Presented with one tess Hack to class dregmers Mel Edit Delete homa pin Sra sams Case notes Treatment Work ph 897 CECE Cell 021 MHN Bahh hi deep abrasion to R knee after falling on tennis cour during FE fee approx FOxS5mm multiple grit and dry grass add Treatment a Home ph 276 KAAK irrigated cleaned and removed grit and debris Work ph 579 CECE ane Ha BBE NNNHN applied crystacide and covered with adaptie and telfa 18 Jan 11 12 50 Di Micholson Add Referral 9 Advised to keep wound dre for 24hrs For review and COD dressing tomorrow 18 Jan 11 13 50 Di Micholson ACC claim sA 2222 SD601 Ji amp MECON The case notes can be of unlimited length or you can enter case notes multiple times and build a series of notes in the one event If you wish to add a new entry on the event click on the Add a note link 18 Jan 11 13 51 Di Nicholson If you have case notes open but there has been a time delay in typing up notes it is recommended you refresh the scr
46. the student by searching on their name on occasion students change their name or spelling An alternate search method is to use the key to do a wildcard search this will give you all the students entered at your provider site Page 8 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 lf you do search by name you can enter the Family name First name or AKA in the Search for students field All recognised text in those fields will appear on the search list If your search by name does not illicit the student check their student ID on your school student management system and repeat the search If the student does not have a file you will need to create a new file see Add Student page 12 Pu pi l W eb Di Nicholson home account admin logout Event history Add Student Appointments Add Schedule Reports Providers Search search students for ehis O P Family name First name AKA Status Type Gender DoB Class Year ID number Alerts Meds Health check add event Christie Rose Rosey Current ay Student Female 12 Sep 95 NGA 9 11203 Select or add event COURGETTE Chris Current 23 Student Male 18 Jun 90 zdfg PEP S56 Select o Gadd event Qjustacean Chris Claw Current gt Student Male 12 Dec 9664 232523 Select or add event Cuttlefish Chris bMr Current az Student Male 09 Dec 8389 64 Once you have found the appropriate student record you can either click on the
47. ts Reports Providers Manual Show alerts Recent students Chain Daisy 276 HHHH 2 Click on the add event next to the students name in the Recent Students field on the Home page Home Search Event history Add Student Providers Reports Appointments ee ee Chain Daisy fL Details History E Planne Female 14 yrs 12 Jan 97 Recent events Family name Chain SEA MH IOOO0 19 Jan 14 Heath Clinic First name Daisy Status Current vizit AKA EJA Student 19 Jan 11 Follow up Gender Female ID number 11987 18 Jan 11 Yra 3 Click on the Add Event link on the Student Information Sheet The following default Event types have been preloaded and it is advised that they be used as follows v Health Clinic Visit initial visit for any concern v 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 17 of 44 Data Synthesis Ltd www datasyn co nz Pupil Youth Health System Version Pupil Web Date January 2011 Case Notes Once you have created an event by one of the methods above the following screen will be displayed A Hom Sear
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