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B4 School Check - Manaia Health PHO

1. cccccccssssseeceeceeseeeeeseeecceeeeeeaaeeseeceeeeeseaeeeseceeeeeessaaaseeeeeesessaaaaesss 104 Employments SOKO CN scii airida nana eE RRi ean ARTNA ARE aTa ARARE ERASE PHRA aK RRi srka RRA 105 B4 School Check User Manual v1 0 Page v Purpose This document provides user instructions for the Before School Information System Detailed user instructions are provided along with quick reference guides Appendix B History of this document In December 2008 the Ministry of Health released the last version of the user training manual for the B4SC programme and evolved it into this user manual from September 2009 Version Control Document aunor Benerption Joas Version 1 0 Karin Zentveld Reformat and Update Content for a April 2011 Marlti Chhiba Final User Manual Incorporating the updates released in September Content moved to different sections TOC Cross Referencing and Hyperlinks to Headings and text added Page vi B4 School Check User Manual v1 0 April 2011 1 B4 SCHOOL CHECK PROGRAMME 1 1 Purpose The purpose of this manual is to instruct B4 School Check Coordinators Providers and Administration on the use of the B4 School Check system in relation to capturing the results of the B4 School Check 1 2 B4 School Check B4SC For detailed information regarding the content of the B4SC please refer to the document B4 School Check A handbook for practitioners htto www moh govt nz moh nsf indexmh
2. i Some buttons links e g OI may not be accessible using the keyboard Use the mouse to L select these Note The o button does not have any functionality when clicked with the mouse This button provides information when the mouse hovers over it To move to the top of the screen press Tab repeatedly to scroll through the fields until the top of the screen is reached or Shift Tab to move backwards through the fields There is no keyboard combination that will directly select the top of the screen In many cases pressing Shift Tab or using the mouse will be the quickest method to select the top of the screen To scroll up and down through the screen tab to any item that is not a text field e g a link calendar icon or button Alternatively mouse click on any part of the browser screen other than a text field Use the Page Up Down or Up Down arrow keys to scroll up and down the screen If there is a horizontal scroll bar use the Left Right arrow keys to scroll left and right To return to the previous screen tab to any item that is not a text field e g a link calendar icon or button Alternatively mouse click on any part of the browser screen other than a text field Press the Backspace button to go back a screen a warning message may appear to say that data will be lost To move forward to a screen that has already been viewed press Shift Backspace These are the same as using the forward and back buttons on t
3. Completed Service provider declines Caregiver declines This is a drop down box as outlined on page 77 Users are encouraged to select the type that most closely relates to the referred service If none fit then other should be selected This field is activated if users select other under Referred to Users will need to enter the type of service the child has been referred to This is an optional field users can use to specify the service provider e g ABC medical practitioner etc This field dates when the referral was sent This field should be used to confirm the date an acknowledgement is received from a referral This must be completed to specify when the intervention started Users can complete this when the intervention has completed This is an optional field This is a free text field to specify the reason for the referral April 2011 Mandatory to Complete Check This is a non mandatory field users can choose to complete Date Referral This is the date when the referral page c leted can be closed The following fields must STRESS be completed before the referral can be closed 1 All mandatory fields are completed OR The service caregiver decline the referral and this has been entered into Referral Status 21 3 Table of referral types Under Referred to you will see the following items in the drop down list Community dietician General pract
4. Entered By Mam cnnpa Checked By Marlti Chhiba Date Completed 18 04 2011 Outcome Enrolled and referred Lift The Lip Referrals Add Referral oF Enrolment Referrals Referred To Public health In Progress Add Referral ch Figure 29 Dental Screen 4 Click Save when finished Page 44 B4 School Check User Manual v1 0 April 2011 Field Descriptions for Dental Check Additional The B4SC A Handbook for Practitioners Oral Health Screening and Resource Promotion section on Page 25 Progression of Grading 1 6 progression Good to Bad Decay Decay 6 must be referred This will prompt for a Referral screen Lift the Lip Notes Write notes relating to observations e g describe observed decay lf a child has no dental issues and simply needs to be enrolled you do not have to do a referral Therefore you will tick No in the Enrolled field and pick Enrolled as the Outcome The nurse needs to ensure they enrol the child but does not need to do a referral lf the child has issues and needs a referral the user should select e Enrolled and referred e if the child also isn t enrolled or e Referred if already enrolled see Outcome below Enrolment Notes If child is already enrolled with a dental service enter of dental service Entered by Name of the person who entered the details into the B4SC IS if different from the person who complet
5. L J Send referral Print records as required y Close child B4SC record Check completed Also Refer to Appendix B Quick reference Guides on Page 113 for each process Page 6 B4 School Check User Manual v1 0 April 2011 April 2011 USER LOGIN Production site http 10 247 236 25 WebPages Login aspx Training site http 10 247 236 20 WebPages Login aspx Open the link to the environment to use i e production or training The username and password prompt screen will be displayed UserName martic Enter a USername and Password Click Login Where a user is associated with multiple organisations the following screen will appear Select the Organisation that you wish to login to Organisation Waitemata DHE Waitemata DH Waiora PHO Waitemata Public Health 9 Note When using the training environment most users are set up with multiple organisation access to cover training for different roles Select the organisation to login to The B4SC Coordinator will be able to advise which to use Click OK Either the Allocation screen for Coordinator s or the Management screen for Provider s will appear depending on the organisation type selected These screens provide very similar search functionality B4 School Check User Manual v1 0 Page 7 4 SEARCH 4 1 Searching for a child in the user s DHB or area Current
6. 41 Click the Add Medication link 42 sca 4k This will open a section of the CHQ screen to add medication 2 Add details of the medication Medication Is fie chile currently on any gihar medicahon s Show Deals Mmdicaban list a Drag A Drug E Figure 28 Medication Screen 3 Either tab to the next question on the CHQ screen or click Save at the bottom of the CHQ screen The Overview screen will be displayed if the Save button is clicked 4 To delete the details new medication details window or to delete previously entered medication click the Delete icon X next to the entry to be deleted Page 42 B4 School Check User Manual v1 0 April 2011 Field Descriptions for Child Health Questionnaire CHQ To complete the CHQ Field Name Entered by Checked by the user must enter the following details Name of the person who entered the check results into the B4SC IS This appears once the CHQ screen is filled in and saved if different from the person who completed the check see below 0 Important Name of the person who performed the checks not the name of the data entry person The checked by person can be different for different components of the check e g nurse hearing and vision technician etc Enter a Checked by name manually or click the 2 icon to automatically input the name of the user logged into the system An exact name must be entered otherwise the following er
7. MINISTRY OF HEALTH B4 School Check Information System User MINISTRY OF HEALTH Before School Check User Manual Ministry of Health Wellington 29 04 2011 Table of Contents 1 B4 SCHOOL CHECK PROGRAMME 1 1 Purpose 1 1 2 Ba School Check B4SC 1 2 B4SC INFORMATION SYSTEM B4SC IS 2 2 1 B4SC IS Overview 2 The Objectives of the B4SC Information System are to 2 2 2 Privacy Obligations for Users of the B4SC IS 3 2 3 Users of the System and their Roles 4 System Administration User Types 5 2 4 B4SC Process Overview 5 2 5 Overview Diagram for the B4 School Check Process 6 3 USER LOGIN 7 4 SEARCH 8 4 1 Searching for a child in the user s DHB or area 8 4 2 Searching for a child in another DHB 9 4 3 Field Descriptions for Search Fields 11 Status Options 12 4 4 Use of wild card character when exact spelling is not known 13 4 5 Sorting search results 14 Sorting Tips 14 5 ADDING A CHILD 15 6 VIEWING AND EDITING CHILD INFORMATION 17 6 1 Additional Information about the Child Information Screen 19 Adding Editing a Primary Caregiver or Legal Guardian 19 Validate the NHI number 19 Deprivation scale 20 Quintiles range from 20 April 2011 7 ALLOCATING CHILDREN 21 7 1 Centralised versus Distributed Service Models 21 Centralised service model push model 21 Distributed service model pull model 21 7 2 B4SC Coordinator Assign child to a provider 21 Select Child or Children 21 To
8. The wild card character percent can be used in place of characters in names Refer to the Search section of this document for more details Use of wild card character when exact spelling not known subsection Page 24 B4 School Check User Manual v1 0 April 2011 7 3 April 2011 Reallocate child to another provider Search for the child from the Allocation screen Ensure the Status is set to Assigned Click the Search button if the expected results do not appear refine the search criteria Once the child being reassigned is visible click Bro reallocate the child to another provider The diagram below shows the wording Reallocate child when the mouse is hovered over this icon Results 1 child found Action Provider Surname First Name NHI DOB Gender Suburb City E Chhiba Marlti Dayal Zambi RVJ7909 31 01 2006 Male Wellington Reallocate child 1 Figure 12 Reallocate Child to another Provider D New functionality Coordinators can reallocate a returned child from another DHB This allows other DHB coordinator s to reallocate returned children to their providers transferring a child from one DHB to another Coordinator s can pull returned children from other DHBs If the child is already assigned to a Provider in the original DHB that Provider must return the child before the record can be reallocatd For further information also see Allocation history return child for reallocatio
9. Changes to a user s roles will only affect the users security rights after the user has logged off the system and then logged back on Figure 66 Employment Screen Provider Add a Start Date and if appropriate an End Date Select the appropriate Role from the Available list and press the e button to assign the role to the user For further information on Users of the System see Users of the System and their Roles on Page 4 and User types and roles on Page 88 B4 School Check User Manual v1 0 Page 99 12 Click the Save button LE Save in the menu bar at the top of the screen once changes have been made The Edit Employee Details screen will be displayed This will list all organisations the user is linked to Edit Employee Details Teri Smithy amp Name and Comms Employee s Organisations ul Employments Nelson Marlborough DHB y Security Matrix Previous Next 13 Click the Save bution save again This will display the Maintain Regional Coordination Centre Organisation Employees screen with the new user added to the Organisation Maintain Regional Coordination Centre NLM Nelson Marlborough DHB M Organisation Details Organisation Employees Contact Details l CR Anna Fixit Associate New Employee Qu ha Employees Jane Green Louise Kerr Lait Chhiba Mary Smith Maura Foley Nurse Friday Plunket Nurse raje dha Rajeswari Dharanendrappa Teri Smithy Previous Finish 14 New
10. Child or parent is unwilling uncooperative Check completed No issues and nothing outstanding Child is referred for further services Does not mean a confirmed appointment For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 Page 48 B4 School Check User Manual v1 0 April 2011 13 IMMUNISATION CHECK The B4SC provides a checklist for a child s immunisations This is also an opportunity to give or refer for any of the scheduled immunisations that the child has missed This is to establish overall immunisations not individual vaccinations National Immunisation Register NIR The immunisation check involves looking up the child s routine childhood vaccine schedule records on the NIR before performing this immunisation check The NIR contains data for children born after January 2005 Only practitioners with access to the NIR can confirm a child s immunisation status and determine whether the child requires immunisation as part of the immunisation check Ss N ER Click the B4School YYYY button Click on the Add New link 44 New SP to the right of the Immunisation heading Look up the child s routine childhood vaccine schedule records on the NIR Practitioners who do not have access to NIR can complete the immunisation status based on the caregiver s knowledge of the child s immunisation status 5 Enter the details for each Immunis
11. Contact Method Please add a contact method Add Contact Method os Figure 63 Employee Details Screen New 5 Enter the new user s User Name The User Name is the first character of their first name followed by their full surname Eg jsmith 6 Enter the new user s First Name and their Surname into the appropriate boxes April 2011 B4 School Check User Manual v1 0 Page 97 0 Important The username format is first name initial followed by full surname no spaces For example Jo Smith would have the username jsmith If there are multiple people with the same initial surname combinations add a sequential number to their user name For hyphenated surnames or surnames with a space remove the hyphen and or space e g Jo Smith Jones JSmithjones Fred St Joseph FStjoseph Username is not case sensitive Password is case sensitive 7 Click the Add Contact Method link 429 Contact Method oF to add contact details A contact phone number must be added Contact Method Please add a contact method Delete AC Usage Medium v Details Po E Preferred Edit Employee Details Name and Comms User Details User Name TSmithy Account Status M Disabled Locked Out Expired Password Status M Doesnt Expire TC Has Expired AD J Has Expired B4SC TC Must Change Primary Email Address Names Preferred Name Title First Name Middle Name Surname Other Names There are n
12. Figure 63 Figure 64 Figure 65 Figure 66 Figure 67 Figure 68 Figure 69 Figure 70 Figure 71 April 2011 PRS ab AY EE 78 Bro diel bee ct en ee ee en aea aiai 79 Closing amp Childs ROCOM BE 81 Check Displaying Close 82 Reopening a Childs Record nnnnoannnnnnennnnnonnnnnnosrnnnrnssnnrnersrnrerrssrnrrrosenrerrnrnrrrronnnrrensnnnerrnsnnnnee 82 Adding a Check TE El 83 Salle UP CHECKS SCC HOM EE 83 Seks uele AE Ee EE 84 User Details e TEE 91 Employments Employee s Organisation Gcreen 92 Single TE e 92 Organisation Details Zocreent e ESEEEENEESSREKENSENERRSEERERENEENEEREEEEEE E EeEESSGEEEE EENS coceessdenecdeveends 93 O70 gi eid B 1 2 ST ol EE 93 OY EE 94 Organisation Details Screen ccccccccccccseeseeeceeeeeecaeeeseeceeeeeeeeeeseeeceeeeessseeaseeeeeeeeessaaaeeeeeeeeesaaas 96 Employee Details Screen New 97 Employee Details Screen Completed cccccccseecccecceeeeeeeeceeeeceeeeeeeeeeeesaeeeeesessaaseeeeessaaeeeees 98 Employment Screen DH 99 Employment Screen Provider 99 Change Password Screen ccccsesseccccececeeeeseeeceeeeeeeaeeeeceeeeeeseeeaseeeeeeeesseeaaseeeeeeeesssaeeeseeeeeeseaas 101 Organisation Details Screen cccccccccccseseeeeeeeeeceaeeeeeceeeeessaeeeeseeeeeeesseaeeseeeeeeeesseaaeeeeeeeeeeesaas 102 Employee Search Screen cccccccccssseeccccceeeeeecesaeueceeecaeuseeeeesseaeceesssaaseeeessuaeeeeessaaneeeessaaeseeees 104 Employment Period Gcreen
13. Maintain My Organisation OO Ta MWU Midcentral DHB IT Organisation Details Organisation Details e palagi Details Official Name Midcentral DHB j CA come X Maori Name Whakamatauria To Reo Maori Organisation Code Mau URL Administrative Region Midcentral i Comments Figure 62 Organisation Details Screen 3 In the left hand panel click the Employees link ts iii ag for a list of current employees Page 96 B4 School Check User Manual v1 0 April 2011 Maintain My Organisation NLM Nelson Marlborough DHB V Organisation Details Organisation Employees Q Contact Details l Associate New Employee Anna Fixit Pages Jane Green Louise Kerr Hart Chhiba Mary Smith Maura Foley Nurse Friday Plunket Nurse raje dha Rajeswari Dharanendrappa Teri Smithy Previous Finish 4 f the user is not currently set up on the system for this organisation click New Employee link Employes Se at the right of the screen a blank Edit Employee Details screen will be displayed 2 Name and Comms User Details MB Employments User Name amp Security Matri Account Status Disabled Locked Out Expired Password Status J Doesn t Expire J Has Expired AD T Has Expired B4SC F Must Change Primary Email Address Names Preferred Name Title x First Name BE eege Middle Name Surname Other Names There are no other names Add Name g s
14. Nelson Marlborough v z Comments Figure 59 Organisation Details Screen 3 Add additional information by entering details into the appropriate fields 4 Click the Save button LH save in the menu bar at the top of the screen if any changes have been made 5 When finished click the Next button Next Cl at the bottom of the screen The following Contact Details screen will appear these are details to contact the user within the organisation not the switchboard contact details of the organisation Maintain My Organisation CT eT NLM Nelson Marlborough DHB VM Organisation Details Contact Method Contact Details Add Contact Method cs Delete X A Employees bi Phone 03 546 1072 Preferred Addresses Please add an address Add Address oj Figure 60 Contact Details Screen April 2011 B4 School Check User Manual v1 0 Page 93 To add Contact Method click the Add Contact Method P link To add Address click the Add Address P ink To view existing Contact or Address Details click t To hide existing Contact or Address Details click To remove Other Names if already added click Delete gt lt 6 Click the Save button LH Save in the menu bar at the top of the screen if any changes have been made 7 When finished click the Next button ext CJ at the bottom of the screen The following screen will appear showing employees associated with the organisation Click Finish button Maintain My Org
15. healthcare services childcare and early childhood education and primary and secondary schooling A small percentage of children and young people have behavioural difficulties that require more intensive and specialist support than can be provided by parents or teachers alone This Plan will improve the specialist support to those children and young people A Plan has been jointly developed by the Ministries of Social Development Health and Education with support from the Ministry of Justice It includes a framework for expanding and re designing some existing specialist behavioural services as well as measures to support better co ordinated services and evidence based decision making in the longer term www moh govt nz moh nsf indexmh interagency plan conduct disorder antisocial behaviour 2007 2012 O0pen In the B4SC IS the prosocial scale is scored so that an absence of prosocial behaviour scores low A child may still have difficulties but if they have a high prosocial score the outlook for intervention is better than if they have a low score Provider Refer Users of the system and their roles section of this document Strengths and Difficulties Questionnaire Refer Well Child T amariki Ora Framework Vision Hearing Technician Vision and Hearing Refer Users of the system and their roles section of this Technician document Well Child Tamariki Ora Support for families whanau to maximise their child s Framewo
16. left panel Click the Click here to upload document link Follow prompts to upload document Add comment as necessary Assigning provider access rights to specific child records rs search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Access Rights link left panel Select a provider employee to allow access to along with the type of access they can have read only or read write Click the Grant Permission link below the Access Type selection heading Close a child s check record A child s check record can only be closed when eS YS Si April 2011 e All checks including any follow up checks have been completed and e All referrals have been completed search for and select a child Click the B4School YYYY tab This will open the Overview screen Scroll to the bottom of the Overview screen Click the 2 check boxes immediately above the Save and Cancel buttons Note These check boxes will only be accessible once all the referrals are completed and all checks are either completed or declined Add any notes relating to the closure or any other aspect of the checks Click Save The status of the checks will show as Closed The System will remove the child from the Provider s allocated child list B4 School Check User Manual v1 0 Page 119
17. 14 1 Sample PEDS Screen PED Questionnaire RVJ7909 Zambi Dayal Overview Prowider Notes Events Referral Summary Documents KK OK we Access Rights Parental Evaluation of Developmental Status Download PEDS formt Question 1 FEDS 4 Global cognitive O Yes O No O A Little 9 e Question 2 PED 2 Expressive language and SS articulation O Yes O No O A Little _ a Question 3 FEDS 3 Receptive language O Yes O No A Little Comments Question 4 FEDS 4 fine motor O Yes O No A Little Comments Question 5 FEDS 5 gross motor O Yes O No O A Little comments Question 6 PEDS 6 behaviour O Yes O No O A Little comments Question T PEDS 7 Social emotional O Yes O No A Little comments Figure 32 PEDS Screen 1 of 2 The PEDs Questionnaire screen above is continued on the next page Page 52 B4 School Check User Manual v1 0 April 2011 The PEDs Questionnaire screen below is continued from the previous page Question 6 FEDS 6 Self help Ces O No O A Little comments Question 9 FEDS 9 School Yes O No C A Little comments Question 10 PEDS 10 Other concerns Shaded score Pod Wnshaded score fo O PEDS Pathway Type Checked By Date Completed fo a Outcome Figure 33 PEDS Screen 2 of 2 14 2 Printing PEDs 1 To printa PEDS Report Click the Child PEDS Report link Parental Evaluation of Developmental Status Download PEDS f
18. Event by click on the Add Event button dl Add Event found at the top of the relative check screen This will Add Event Details open the standard Add Event screen a Rm d i i Caller Marlti Chhiba v Or Click the Add Event link at the top of the relative Caregiver SMS Number Add Immunisation Ewent pa oi e utcome Appointment Made v check screen u This link will only ee be available if you have saved a check Comments 2 Add the event details Ensure all details of the event are correct as the event cannot be edited or deleted once saved Click Save when finished 18 2 Events history From the left navigation panel select Events circled below This provides a summary of any contact events during this child s B4SC process Campaign Events feel S RVJ7909 Zambi Dayal Ba Overview Events History e Provider Notes Event Date Contact Method Campaign Caller Outcome SMS Caregiver 18 04 2011 Phone B4School Mart Chhiba No Answer a eg 18 04 2011 Email B4School Marlti Chhiba 18 04 2011 Letter B4School Mart Chhiba Sent Communication b i Documents 18 04 2011 Phone B4School Marlti Chhiba Appointment Made 4 Access Rights Figure 38 Events Summary Screen Click a column heading to sort the results by that column Click the column heading repeatedly to sort in either ascending or descending order Important There is no indicator to show which column heading the records are sorted by
19. Field Descriptions for Vision Check 63 Additional Resources 63 Page ii B4 School Check User Manual v1 0 April 2011 22 USER ADMINISTRATION 87 22 1 Setting up access to the B4SC Information System 87 Prerequisites 87 Production and training environments 87 Create shortcuts to the B4SC IS 87 22 2 User types and roles 88 National Coordinator 88 B4SC Coordinator 88 Lead Provider 89 Local Administrator 89 Provider 90 Vision and Hearing Technician VHT 90 22 3 View Edit My user Details 91 22 4 View Edit My Organisation details 93 23 SYSTEM ADMINISTRATION 95 23 1 Create a new user 96 23 2 Assigning Existing user to multiple organisations 102 23 3 To remove an active association of an employee from an organisation 105 24 GLOSSARY 106 APPENDIX A 110 25 NAVIGATING THE SCREENS 110 26 QUICK REFERENCE GUIDES 113 User login 113 Search 113 Manually adding a child 113 Editing child details 113 Reporting and data exporting 114 Child Summary Report 114 To export data 114 Export a child record 114 Standard data extracts for downloading 114 Coordinator and lead provider function Allocate child to a provider 115 Coordinator and lead provider function Reassign child to a provider 115 Provider function Add caregiver information 115 Provider function Load consent details 116 Provider function Child Health Questionnaire CHQ 116 Provider function Dental check 116 Provider function Grow
20. Name Child Summary Report xls Type Microsoft Excel Worksheet 278 8 KB From 10 247 213 20 Open Save While files from the Intemet can be useful some files can potentially Q ham your computer f you do not trust the source do not open or save this file What s the risk a If choosing Save the dialog box below will be displayed EE Save in IS Desktop O ip CE My Recent Documents Desktop Gi My Documents pr My Computer My Documents d My Computer My Network Places ei My Network Places b Select a location to save the file and click Save 10 To refresh the report click the Refresh button LE 11 To print the report click the Print button E Si The child s check does not have to be completed before printing the Summary A summary cannot be printed for a child where the status Is declined April 2011 B4 School Check User Manual v1 0 Page 85 Standard data extracts for downloading Important Only coordinators can use this functionality The B4SC IS maintains unit level per child records that include demographic and clinical information to support the programme and the provision of services to eligible children Each night the B4SC database generates a series of exports representing unassigned returned assigned completed and closed records by DHB These files are available for download through the user interface Coordinators are able to download expo
21. Note consent for the VHT component if Consent has not already been noted by the overall provider e Perform the Hearing and Vision check and record the results into the B4SC system for the child checked For further information on Users of the System see User types and roles on Page 88 Page 4 B4 School Check User Manual v1 0 April 2011 System Administration User Types Ce rom Central Administrator Within the B4SC IS maintain details of system users nationwide Local Administrator Within the B4SC IS maintain details of system users at their DHB and provider organisations if required 2 4 B4SC Process Overview The B4SC process is supported by the B4SC IS and comprises three stages 1 Allocate children and schedule the checks e Child source data is entered quarterly into the B4SC IS before a child is four e Children are allocated to a DHB based on the child s address e DHB s Providers can then allocate to the respective provider to undertake the check 2 Providers conduct the checks e The providers gain consent from the child s caregiver for the B4SCs which are then conducted by the Provider or a representative of the Provider e Some components of the B4SC may be delivered by different providers to obtain a complete and holistic view of the child s health and well being e The vision and hearing component may be done by a Vision and Hearing Technician and the Strengths and Difficulties Questionn
22. Sea m8 Status Ethnicity Campaigh Year Suburbiciy Bes Par Pape Search Al DHBS Results The B4SC IS web application provides a navigation bar across the top of the work area below the B4 School Check logo The example above shows buttons for Allocation this may show Management My Organisation My Details Reports Log Out Once in a child information screen a second set of navigation buttons and links relating to information about the child appears on the left of the screen and along the top circled in the diagram below B4School Ministry of Health ALLOCATION MY ORGANISATION Hr DETAILS Child Information Ta Chid information Child Information A Abseatign Highey Hames Preferred Mame Tite First Mame Use the mouse to click to activate any screen object e g link button or to select a text field Page 110 B4 School Check User Manual v1 0 April 2011 25 2 Navigating using the keyboard Most buttons links and fields can be scrolled through using the Tab key To navigate backwards through the buttons links and fields hold down Shift while pressing the Tab key Once a buiton link or field is selected use one of the following keys to activate the button link Some practice may be required to get use to the activation methods Button or link Activation key s Tab to button Sometimes Enter will work Flat buttons or MANAGEMENT MY ORGANISATION Press keybo
23. This can only be determined by looking at the records displayed April 2011 B4 School Check User Manual v1 0 Page 65 Viewing an event 1 From the Events Summary screen click the Event Date link of the Event to View The Event Details screen will appear Events Details RVJ7909 Zambi Dayal Overview Event Details Provider Notes Event Type Contact Events Contact Method Phone Event Date f 8 04 2011 Referral Summary Outcome INo Answer Documents Caller Mag Chhiba Access Rights SMS Caregiver SMS Number eft message for mother to contact me regarding a new appointment Comments Figure 39 Events Details Screen 2 To exit the screen click the Events link in the left hand navigation panel 18 4 Edit Delete events x Important Events cannot be edited or deleted once they are saved Page 66 B4 School Check User Manual v1 0 April 2011 19 PROVIDER NOTES In some cases a Provider may want to create a note against a child record as a reminder to do something or log a concern to be followed up The Notes section enables the Provider to add notes against a child s record The notes are flagged in the Assigned Completed or Closed lists in the Allocation tab 19 1 2 April 2011 Adding Provider notes Click the B4School YYYY tab Click Provider Notes on the Left Panel Referral Sorry K Events k Dommens E Aprep buhza A Coordinator can o
24. User Marlti Chhiba E Canterbury Plunket B4 B4Sc hoo Last Login 15 04 2011 2 48 59 p m SCcg Ministry of Health MANAGEMENT MY ORGANISATION MY DETAILS LOG OUT Child Search NHI Number Age From M Age To First Name DOB From E Dos To Surname l Status Assigned Ethnicity esj Campaign B4School Suburb City ged Items Per Page 145 Provider Marlti Chhiba Search All DHBs Results 2 children found Surname FirstName DOB Ethnicity NHI Date Allocated Suburb City Deprivation Events Due E Aplin Aja Leigh 30 01 2002 New Zealand European Pakeha SAB0199 13 04 2011 Dannevirke 5 E Christie Caitlyn Rose 02 11 2004 New Zealand European Pakeha SAB1802 13 04 2011 Eketahuna 5 4 Click on the Management Tab or Allocation Tab For Providers the results displayed are children that have been Assigned to the provider Assigned is the default view For Co ordinators the results displayed are children who have been Returned Returned is the default view Changing the Status will show all children within their DHB for each status 2 Enter the known details of the child into the search fields For a detailed description of all Search Fields see Field Descriptions for Search Fields on Page 11 Also see Use of wild card character when exact spelling is not Known on Page 13 H A description of why the child s records has been Returned c
25. User Marlti Chhiba Canterbury Plunket Fier B4School 4 Ministry of Health MANAGEMENT Search for a Child NHI Number MY ORGANISATION MY DETAILS First Name Surname smith Results Provider Tozer Gaye Training5 TrainingS 5 User Training4 Training4 Training10 Training10 Training5 TrainingS Training5 TrainingS Training5 TrainingS Training5 TrainingS Training5 TrainingS Assign Provider Page 10 Surname Smith Smith Smith Smith Smith Smith Smith Smith Smith Smith Smith Figure 3 LOG OUT DOB Gender First Name Saskia Sasha Savanah Sophie Scout Danielle Sarah Alison Sativa Fred Samuel James Mary NHI SAB9773 SAB9765 SAB9790 R2ZZ2478 SAB9803 SAB9757 RVC 1643 SAB9781 ABC1235 SAB9722 SXK5475 Search Results B4 School Check User Manual v1 0 Last Login 15 04 2011 2 48 59 p m DOB 04 03 2006 02 03 2006 08 03 2006 25 07 2005 09 03 2006 01 03 2006 09 07 2004 06 03 2006 08 06 2007 27 02 2006 10 07 2006 Gender Male Male Male Female Female Male Female Female Male Female Female 11 children found Suburb City Auckland Upper Hutt Nelson Auckland Dannevirke Ormondville Wellington Dannevirke Lower Hutt Dannevirke Chatham Islands April 2011 4 3 Field Descriptions for Search Fields Search for children using the following search options in the Child Allocation area Returns a specific chil
26. assign one child 22 To assign multiple children 23 7 3 Reallocate child to another provider 25 7 4 View Assigned Children 26 7 5 Allocation history return child for reallocation 27 To return a child for reallocation 27 7 6 Locate allocate the National Health Index NHI number 29 Obtain a new NHI number 29 Obtain a new Payee ID number 29 7 7 Deceased Children 30 PROVIDER FUNCTION MANAGING B4 SCHOOL CHECKS 31 8 CHILD INFORMATION 31 8 1 Add caregiver information 31 Caregiver Information Screen 32 9 PRACTITIONER INFORMATION 33 9 1 Add practitioner information 33 10 CONSENT DETAILS 34 10 1 Adding Consent Details 34 10 2 View acompleted B4 School Check with outstanding referrals 37 ENTERING THE CHECK RESULTS 38 B4 School Check User Manual v1 0 Page i 17 MANAGING CHECKS 64 11 CHILD HEALTH QUESTIONNAIRE CHQ 38 18 EVENTS 65 Undertaking the Child Health 18 1 Add event 65 Questionnaire 38 18 2 Events history 65 Sample Child Health Questionnaire 39 18 3 Viewing an event 66 Add Sibling H 18 4 Edit Delete events 66 Add Pre conditions 42 Add Medication 42 Field Descriptions for Child Health TA PRONOEI MALES pr Questionnaire CHQ 43 19 1 Adding Provider notes 67 19 2 Viewing notes from the allocation screen 68 DENTAL CHECK AA Field Descriptions for Dental Check 45 20 DOCUMENTS UPLOAD DOWNLOAD AND EDIT 69 12 GROWTH HEIGHT AND WEIGHT 47 20 1 Upload document 69 Purpose of Height and Weight Monitoring 20 2 Document
27. b4 school check handbook mar2010 This handbook is a guide for the B4 School Check providers in the provision of the B4 School Check programme Additional information can be obtained online at e Ministry of Health s main B4 School Check page www moh govt nz b4schoolcheck e Local B4 School Checks Contacts e http Awww moh govt nz moh nsf indexmh childhealth b4schoolcheck contacts e Information for the health sector http www moh govt nz moh nsf indexmh childhealth b4schoolcheck healthsector e B4 School Check QuickPlace site http www2 moh govt nz b4schools A site for B4 School Check providers a user name and password is required April 2011 B4 School Check User Manual v1 0 Page 1 2 B4SC INFORMATION SYSTEM B4SC IS 2 1 B4SC IS Overview The B4SC Information System B4SC IS captures and stores data relating to the child permission checks growth hearing vision development and assessments and any issues identified and referrals made The overall purpose of the B4SC IS is to track improved health outcomes from the B4SC The system records any identified health developmental or behavioural issues that may adversely affect the child s ability to learn in the school environment and any referrals follow up required to improve child health and education outcomes and reduce inequalities The system s capture and storage of data relating to the child and the B4SC is a lawful purpose connected with Ministry DHB and
28. checked if a child passes at that level For more information see Field Descriptions for Hearing Check on Page 61 4 Click Save when finished Page 60 B4 School Check User Manual v1 0 April 2011 Field Descriptions for Hearing Check Entered by Name of the person who entered the details into the B4SC IS if different from the person who completed the check in Check By see below Checked by 20 Important Name of the person who performed the hearing check Enter a name manually or click the 2 icon This is the name of the person who performed the check and signed on the form and not the data entry person The checked by person can be different for different checks for the same child e g nurse ear and vision technician etc Date Completed Date the check was completed Pass Bilaterally Child has passed the Audiometry tests and Tympanometry tests where done No issues and nothing outstanding Referred Child is referred for further services Does not mean a confirmed appointment For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 Rescreen Check cannot be done Decline Check cannot be done Child or caregiver declined to undertake test Additional Resources The B4SC A Handbook for Practitioners Hearing Screening Pages 9 15 April 2011 B4 School Check User Manual v1 0 Page 61 16 3 Vision and Hearing Vision Check 1
29. child has had 6 Weeks 3 Months 5 Months 15 Months 4 Years MeN B Hehl B 1 MeN B 2 Hehl B3 Hospital Has the child spent time in hospital Yes O No Details Medication ls the child currently on any other medication s Dental Health Does the Caregiver have any concerns about the child s teeth Dental clinic the child is enrolled with Broke arm 2005 Ho medications found Add Medication P Yes O No Still has baby teeth Figure 24 Child Health Questionnaire Screen 1 of 2 The Child Health Questionnaire screen above is continued on the next page April 2011 B4 School Check User Manual v1 0 Page 39 Sample Child Health Questionnaire continued The Child Health Questionnaire screen below is continued from the previous page Eye Health Does the child wear glasses Ear Health Grommets Tubes inserted or planned Are there any other problems Comments Final Questions Is the Caregiver currently getting help from any services Which Services Is there anything else about the child that the Caregiver would like to talk about with the Registered Nurse or B4 School Check Team Comments Checked By Date Completed Outcome O Yes No Yes No D Yes No O Yes No Yes O Moa Has excema Marlti Chhiba 18 04 2011 Gd Completed Ve Figure 25 Child Health Questionnaire Screen 2 of 2 Page 40 B4 School Check User Manual v1 0 Ap
30. e g Internet Explorer Firefox Opera Safari etc 2 Access to the Information System requires a Health Network connection Refer to the MOH website www moh govt nz healthnetwork for information and an application form 3 A username and password for the B4SC IS set up by a Coordinator refer to Create a New User subsection later in this User and System Administration section Production and training environments The web addresses for the two environments are Production site http 10 247 236 25 WebPages Login aspx Training site http 10 247 236 20 WebPages Login aspx Create shortcuts to the B4SC IS To set up the B4SC system for ease of access 1 To Add to Favourites from the Explorer menu click Favourites then Add to Favourites 2 To Copy to Desktop Cirl drag with mouse from Favourites to the Desktop Notes The system session will time out after 15 minutes of non use Use the training environment to become familiar with the system and to test knowledge of the processes The environment is safe to perform any activities in and there is no issue if the test environment is broken as a result of user activities Usernames and passwords are the same in both environments Usernames and passwords are not to be recorded in any form where they may be discovered Rename shortcuts to include Production or Training for ease of site identification April 2011 B4 School Check U
31. into the information system consent must be noted in the system Caregivers information must be entered to allow consent to be entered 8 1 April 2011 CHILD INFORMATION Add caregiver information Click the child s name and then click the Child s Information tab Caregiver Information Screen is displayed on Page 32 Add caregiver details a All yellow boxes also marked with an asterisk are compulsory b The option to receive text messages can be recorded and may be useful for sending appointment reminders Click Save either from the top of the screen or save button at the bottom of the screen Note Only a Primary Caregiver or legal guardian can consent for a Check to be completed B4 School Check User Manual v1 0 Page 31 Caregiver Information Screen A Child Information amp Allocation History Caregiver Details Events Relationship Other Relationship Is Primary Caregiver Lives With Child Legal Guardian Names Preferred Name Title First Name Middle Name Surname Other Names There are no other names Add Name oa Addresses Residential Address Address 101 Woodburn Drive Address Line 2 Suburb Takapu Valley City Wellington Post Code 5028 Other Addresses There are no other addresses Add Address ae Phone Numbers Please add a phone number Add Phone Number om M
32. service model e View the status of B4SCs in their region e View achild s information in their region e Enter consent details B4SC results and referral confirmations into the system Page 88 B4 School Check User Manual v1 0 April 2011 B4SC Coordinators usually have Local Administrator access to the system to maintain details of system users at their DHB and provider organisations if required Local Administrator access allows a B4SC Coordinator to Maintain provider organisations for the DHB Add and maintain employees at their DHB and also the provider organisations if required Allocate roles and access rights for these employees Set reset passwords View a list of employees in their DHB region along with employee relationships with other organisations The above role can be put under the Coordinator Some of these functions are also applicable to the Lead Provider adding employees etc to the organisation Lead Provider May be responsible for coordinating the B4SCs for their organisation The Lead Provider also directly performs B4SCs They use the system to View children who have been allocated to them and who have turned four Search for children who have turned four years old nationwide and self allocate them in the case of a distributed service model Return children to the B4SC Coordinator that are not part of their organisation cohort Allocate children to providers within their organisation either alloca
33. service models subsection within the Coordinator and Lead Provider Function section of this document Early Childhood Education Lead Provider Refer Users of the system and their roles section of this document Lift the Lip A quick and easy technique for screening infants and toddlers teeth for dental caries tooth decay The technique can be learned quickly and easily by non oral health professionals including parents and caregivers so that infants and toddlers with early and active dental caries can be referred for management to oral health services i childhood Local Administrator Refer Users of the system and their roles section of this document National Coordinator Refer Users of the system and their roles section of this document An independent statutory committee established under Section 13 of the Public Health and Disability Act 2000 which reports to the Minister of Health on many health and disability issues National Health Committee The committee formulates advice on public health and public health matters in consultation with the public sector health service providers and the community It publishes an annual report to the Minister which is tabled in Parliament www nhc health govt nz moh nsf indexcm nhc aboutus home NHI number A unique identifier that is assigned to every person who uses health and disability support services in NZ NHI numbers are stored on t
34. tab Click Exports then the export file to be downloaded Follow prompts to open or save file If saving select a save location and click Save Open view file using Excel B4 School Check User Manual v1 0 April 2011 Coordinator and lead provider function Allocate child to a provider 1 Login as a Coordinator to view the Child Allocation search pane search for a child or group of children Select child or children to be allocated to a provider Assign a single child by clicking the Assign Provider link next to a child or Assign multiple children by clicking the check box next to all the children to be allocated or click the check box in the column heading to select deselect all children in the search results Click the Assign Provider link on any of the selected children Search for and select the provider to assign the child children to The child children is are now assigned Coordinator and lead provider function Reassign child to a provider oft a E Login as a Coordinator to view the Child Allocation search pane Search for a child set the Status criteria to Assigned Click the Reallocate Icon to the left of the child s name in the search results Search for and select the new provider to assign the child to The child is now reassigned Provider function Add caregiver information April 2011 a 2 PS Search for child Click child s name This will open
35. their agents functions of improving individual and population health The creation of a reliable source of B4SC information history for each child at a local and regional level across NZ available to authorised health professionals will assist in tracking improved health outcomes and reduced inequalities The Objectives of the B4SC Information System are to 4 Accurately record and retain all B4SC results 2 Provide B4SC information to assist with the recall and follow up of individuals by health providers at the local and district level 3 Provide information to providers that an individual has declined a B4SC and that follow up is not required Provide a readily available accurate history for each child to approved health providers Provide accurate local district and national B4SC coverage data by age ethnicity and deprivation level 6 Identify populations which are not accessing the B4SC so that services and resources can be targeted to assist those people to access the B4SC and thus improve coverage Provide accurate information so providers may evaluate audit their services and Provide an information base to improve programme policy and the delivery of services The benefit of the B4SC IS for a parent guardian is that information is portable Service providers consulted with throughout NZ about their child s health can access that child s information as appropriate B4SC services are delivered by a range of provider
36. users require their password to be set for first time usage Click the new user s name Page 100 B4 School Check User Manual v1 0 April 2011 15 16 17 18 19 April 2011 Click the Reset Password button at the top of the screen rz Reset Password The Reset Password screen will be displayed The username field will be automatically populated with the user s login id Change User Password User fTSmithy Admin Password leccccece New Password leccccece KR Confirm New Password jeccccces Figure 67 Change Password Screen Enter your password in the Admin Password field Enter the new password of PasswOrd upper case H and numeric zero in both the New Password and Confirm New Password fields Click the Finish button Finish Provide Username and Password to the user B4 School Check User Manual v1 0 Page 101 23 2 Assigning Existing user to multiple organisations Users may be employed by multiple organisations The B4SC IS allows representation of users employed by multiple organisations by way of association Do this by opening an organisation and associate a new user employee with it This needs to be done for each organisation the user is employed by 4 Log into the B4SC IS with a user ID that has administration rights for the organisation i e can add employees for their organisation 2 Click the My Organisation tab B4School Ministry of Health MY ORGANISATION M
37. 56 User Details Screen 00 Important Yellow fields also marked with an asterisk are compulsory Add additional information using the following To add Other Names click the Add Name link Add Name r To remove Other Names if already added click the Delete link Delete gt lt 1 To add Contact Method click the Add Contact Method link Add Contact Method r 1 Click the Save button LH save in the menu bar at the top of the screen if any changes have been made B4 School Check User Manual v1 0 Page 91 Page 92 Click the Next button ext at the bottom of the screen The following screen will appear showing the organisations the user is associated with Edit My Details Marlti Chhiba Name and Comms Employee s Organisations Employments Nelson Marlborough DHB Midcentral DHB Security Matrix Nelson B4SC Public Health Nelson Medical Centre Canterbury Plunket Canterbury Data Entry Waiheke Health Trust Waitemata DHB Bay of Plenty DHB Previous Next Figure 57 Employments Employee s Organisation Screen To View Edit the Users relationship with an organisation click the organisation listed A screen similar to the one below will appear Employment eee 822 B View organisation Employment Period Employee Mag Chhiba Organisation Nelson Marlborough DHB Start Date 14 08 2008 Eal EE End Date Gel User Roles Available Selected Alans Test Coordinator SS Local
38. ANAGEMENT MY DETAILS LOG OUT 3 The following Maintain My Organisation Organisation Details screen will be displayed Maintain My Organisation LO Save CT Se MWU Midcentral DHB HM Organisation Details Organisation Details ontact Details Official Name EE e Maori Name Whakamatauria To Reo Maori Organisation Code MWU URL Administrative Region Midcentral v Comments Figure 68 Organisation Details Screen 4 Inthe left hand panel click the Employees link ak PE for a list of current employees Maintain My Organisation NLM Nelson Marlborough DHB uw Organisation Details Organisation Employees e ES Anna Fixit Associate e2 New Employee Qa Employees Jane Green Louise Kerr Marlti Chhiba Mary Smith Maura Foley Nurse Friday Plunket Nurse raje dha Rajeswari Dharanendrappa Teri Smithy Previous Finish Page 102 B4 School Check User Manual v1 0 April 2011 5 Ifthe user is already setup on the system for another organisation Click the Associate link case Ga to link an existing user to an organisation MY DETAILS LOG OUT Organisation Employees John Malsher 6 This will open a search screen Employee Search Surname Smithy Organisation Official l Name Given Name Bauen 7 Search for the user to be associated with the organisation by entering search criteria Surname or Given Name and click Search button
39. Administrator WS Note Changes to a users roles will only affect the users security rights after the user has logged off the system and then logged back on Figure 58 Employment Screen 0 Important You are only able to change your access if you have local administration rights lf changes are made click the button from the menu bar or the button The Edit My Details screen will be redisplayed Click the Next button Mext O at the bottom of the screen A screen showing the security matrix associated with the user will appear The security matrix is a system administration screen The user does not need to access this screen Click the button to return to the My Details screen B4 School Check User Manual v1 0 April 2011 22 4 View Edit My Organisation details The Coordinator or the local administrator have the appropriate access to setup individual employees to the Before School Check Information System 1 Log into the B4SC IS 2 Click the My Organisation tab B4School Ministry of Health MANAGEMENT MY ORGANISATION Hr DETAILS Los OUT The following Maintain My Organisation screen will be displayed Maintain My Organisation NLM Nelson Marlborough DHB V Organisation Details Organisation Details Contact Details Official Name Nelson Marlborough DHB H Employees Maori Name Whakamatauria To Reo Maori Organisation Code INLM URL Administrative Region
40. By Date Completed Outcome T Figure 35 Strengths and Difficulties Questionnaire B4 School Check User Manual v1 0 Page 56 April 2011 Field Descriptions for SDQ Entered by Name of the person who entered the details into the B4SC IS if different from the person who completed the check in Check By see below Checked by Important Name of the person who performed the SDQ check Enter a name manually or click the 2 icon This is the name of the person who performed the check and signed on the form and not the data entry person The checked by person can be different for different checks for the same child e g nurse ear and vision technician etc Date Completed Date the check was completed Completed SDQ Form has been completed No issues and nothing outstanding Declined Check cannot be done Caregiver teacher declined to fill in SDQ form Referred Child is referred for further services Does not mean a confirmed appointment For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 Not Applicable Only appears on SDQ Teacher screen Use if the child does not have a Teacher Additional Resources The B4SC A Handbook for Practitioners Identifying Developmental and Behavioural Problems Page 27 Appendix 4 Strengths and Difficulties Questionnaire for Parent of Three or Four Year Old Page 60 Appendix 5 Strengths a
41. Child Screen MANAGEMENT Search for a Child MY ORGANISATION MY DETAILS NHI Number RvVJ7909 First Name Surname Figure 6 LOG OUT DOB Gender Adding a New Child Complete all the following fields on the New Child Screen MANAGEMENT Search for a Child MY ORGANISATION MY DETAILS NHI Number RvJ7909 First Name Zambi Surname Chhiba NHI First Name Surname Date of Birth Gender LOG OUT 31 01 2006 lf an NHI number is not Known follow the instructions on Page 29 Locate allocate the National Health Index NHI number B4 School Check User Manual v1 0 Page 15 5 Click the New Child button A child s record is created and the Child Information screen will be shown LI Child Information Child Information H Allocation History Names RI Events Preferred Name Title First Name Middle Name Surname Other Names There are no other names Add Name rn DOB Date of Death NHI Ethnicity 1 Ethnicity 2 Ethnicity 3 Gender Femal Unknown Freferred Language Deprivation Quintile Addresses Residential Address Address Address Line 2 suburb City Post Code Other Addresses There are no other addresses Add Address ds Practitioner Relationships No GP s found Save Cancel Add Practitioner G Figure 7 Child Information screen 6 Load all addi
42. Click B4School YYYY button to open the Overview screen The Vision and Vision Checks section is below the Questionnaire section page down to view Vision and Hearing Checks Vision and Hearing Technician Karin entveld ABC Provider Consent Implied Date Consent Implied Hearing There are no hearing checks Add New s Distance Vision There are no vision checks Add New a 2 Click the Add New link 44 New r to the right of the Distance Vision heading The following screen will appear Vision Check e L il inormation Export Gi Add Event RVJ7909 Zambi Dayal Ba Overview Vision Provider Notes Vision right eye score Events Vision left eye score Referral Summary Checked By Karin Zentveld Date Completed Documents Outcome Access Rights Figure 37 Vision Updated Screen 3 Record both vision scores from the drop down lists For more information see Field Descriptions for Vision Check on Page 63 4 Click Save when finished Page 62 B4 School Check User Manual v1 0 April 2011 Field Descriptions for Vision Check Entered by Name of the person who entered the details into the B4SC IS if different from the person who completed the check in Check By see below Checked by Important Name of the person who performed the vision check Enter a name manually or click the 2 icon This is the name of the person who performed the check an
43. Europaan Hot Further efnad SABSG20 Dannike 1 Figure 11 Assigning Multiple Children to Provider 2 Click the Assign Provider link 85181 Provider against any selected child For Providers The children will be assigned to you For Co ordinators A Find Provider search box will appear to assign a provider see next page April 2011 B4 School Check User Manual v1 0 Page 23 y Find Provider At Find Provider V Find Provider Search Search Code Code Ir Sie mg Organisation d Organisation Ir SSC Provider Provider ben Search Cancel Provider ebb Results Results Search Cancel Code Organisation Provider Code Organisation Laun en Results Alans Provider Alan Abery Waiora PHO Miriam Bennett Code Organisation Provider Alans Provider eileen Kirky Waitemata Public Health Miriam Bennett Waiora PHO Marlti Chibba Alans Provider Liz Johns AAA EILEEN KIRKVHT Alans Provider Robin Spencer AAA eileen kerr Alans Provider EILEEN Read only Shows all providers linked to the Shows names and provider organisation they are associated with provider organisation The screen on the right shows use of the wild card character i Search for a provider using one of the fields in the Find Provider search box ii Type the first letter of the provider organisation or first surname of the provider Click Search iii Click on the Provider name you want to allocate the children to Tip
44. I Undertaking the Growth Check 4 Click B4School YYYY button Click on the Add New link 49 New P to the right of the Growth Check heading Enter the relevant information Height Enter numbers only in cm Weight Enter numbers only in kg For further information also see Field Descriptions for Growth Check on Page 48 4 Click Save when finished Growth Check RVJ7909 Zambi Dayal Overview Growth Provider Notes Height cm Weight ka Checked By Events Referral Summary Date Completed Documents Outcome Access Rights Save Cancel Figure 30 Growth Screen April 2011 B4 School Check User Manual v1 0 Page 47 Field Descriptions for Growth Check Additional Resource Entered by Checked by The B4SC A Handbook for Practitioners Growth Measurement and Monitoring section on Page 42 Name of the person who entered the details into the B4SC IS if different from the person who completed the check in Check By see below Important Name of the person who performed the growth check Enter a name manually or click the 2 icon This is the name of the person who performed the check and signed on the form and not the data entry person The checked by person can be different for different checks for the same child e g nurse ear and vision technician etc Date Completed Date the check was completed Declined Completed Referred Check cannot be done
45. In and Undo Check In o to Check Out and Delete af ZS Hovering over the Comments icon will show the comment written when the latest document was uploaded April 2011 B4 School Check User Manual v1 0 Page 71 20 5 Allowing other providers access to a child s B4SC details An allocated provider can give other providers read and or write access to a child s B4SC details This is useful if part of the check is to be delivered by another provider e g in the case of Vision and Hearing Technicians 1 Click the B4School YYYY tab 2 Click Access Rights on the Left Panel This will open the Access Rights screen MANAGEMENT hi ORGANISATION MY DETAILS Lies OUT Access Rights ME Sen Asa Child nation Si DaGrboel 20 SABOO8S Abby Alexopger Ry Overview Access Alghts a Provider Late Emplimes Appese Type E Evas oep rpe Grant Permission E Referal Sure Decimals Ge Figure A3 Access Rights Screen 3 Select a Provider from the Employee drop list Select whether the provider can amend the child check record by selecting Read Write access or can only read the child by selecting Read access 5 Click the Grant Permission link Grant Permission An Access Rights section of the screen will be displayed below showing the permissions that have been granted EENET Access Rights Save l E Back ZS Child information L Ai School 2010 SAB0063 Abby Alexander W
46. MY DETAILS LOG OUT SAB8742 Paul Rankin amp Child information Child Information C Allocation History Names bal Events Preferred Name Title Master v ON First Name Paul 4 The Allocation History screen will be displayed Allocation Histo a BEE B Baseno 2011 eon E Aas on A Back SAB8742 Paul Rankin 2 Child Information Coordinator amp Allocation History Name Canterbury DHB bal Events Phone Email Allocation History 18 04 2011 Allocated To Marlti Chhiba Canterbury Plunket Allocated By Marlti Chhiba Return Child to Coordinator Campaign B4School vi Provider Contact Number 021 23456789 Return Date eason for returning child Child moving to Auckland Figure 15 Allocation History Return Child Screen April 2011 B4 School Check User Manual v1 0 Page 27 Page 28 Enter the reason in the Reason for returning child field Click on the Return arrow bottom right of screen The child is removed from the Providers management list and returned to the Coordinator itidcentral DHE Phone ke 31518 3681 Email Fusce sitametultricies ca Allocation History 3 06 2010 Allocated To Alan Abery 4 PROVIDER Allocated By Alan Abery Date Beturned 17 06 2070 Return Reason test 27 08 2008 Allocated To Emma Murray 4 PROVIDER Allocated By Alan Abery 27 08 2008 Allocated To Alan Abery A PROVIDER Allocated By Alan Ab
47. Medication SCION iccccccescccededccscceeescctececcesccensseccedeseeceencccecsscasescesecetessasedeesesecetassasedesessnesdeceneedes 42 Biwer E 44 EES E EE 47 IMMUNISATION SCrEEM niisiis i ienaiiino iaiia iiaia 49 PEDS OCEN TOTZ erden aaia e a E a A 52 PEU OCOC ELO r E E ee ee ee eee 53 PEDS Report Link Printing d RE 53 Strengths and Difficulties Questionnaire ccccceccsseseecceeeeeeeeeesseeceeeeeeeaeeesseceeeeeeeaeaaeeeeeeeeeeaas 56 Hearing Updated SCION see agecenteasantcceseannacdseasale tedenamonssnecciesaastmeaeasiath decexamedsseesiemencetaeesnceededaeexes 60 VISION Updated Screen ccccccsssccccccesssececcceeseeeeccaeseceeceeauseceeessausececesaauseeeeeseaaeeeesssegeeeesssaaaes 62 Events Summary Screen cccccccccsseeeeecceeeeecaeeeeeeeeeeeeesseeeeeceeeeeesaeeaeueceeeesssaeaaeeeeeeesssaaaaeeeeeeees 65 Events Details SCS EE 66 Provider INGLES SC CCI EE 67 Urgent Notes VS WHC E 68 Beete DO Umen ore EE 69 Access Rights COS Caries cats sect ce nettci sen gtsiesecceaseiemntacuety actepseaaaceuesgasameaneseeantbochensensesceuaaanncmsesaet 72 Access Rights Changing Permissions Gcreen 72 Referral Adding from Overview Gcreen 73 Referral Screen Updated Gcreen 74 Referral Screen Felde 75 B4 School Check User Manual v1 0 April 2011 Figure 48 Figure 49 Figure 50 Figure 51 Figure 52 Figure 53 Figure 54 Figure 55 Figure 56 Figure 57 Figure 58 Figure 59 Figure 60 Figure 61 Figure 62
48. Name DOB Ethnicity NHI Suburb City Deprivation Pe Notes Chiba Marti hana stacey 01 05 2005 European Not Further 8AD0220 Takapau 0 12 09 2008 E Chhiba Marlti Taiaroa Stacey 03 05 2005 NZ Maori SAD0238 Dannevirke 1 12 09 2008 A Chhiba Marlti Taiaroa Stefan 04 05 2005 NZ Maori SAD0254 Dannevirke 2 12 09 2008 E Chhiba Marlti Tahau Stacey 30 04 2005 NZ Maori SAD0211 Dannevirke 4 12 09 2009 amp Chhiba Marlti Taiaroa Stephanie 05 05 2005 NZ Maori SAD0262 Dannevirke 2 12 09 2008 Figure 41 Urgent Notes Viewing 2 children found ty Deprivation Assigned On Notes 1 03 08 2010 6l Urgent Motes aberya Thursday 14 August 2008 3 39 p m fdgdfgdf 4 OF 07 2008 hh Returned Reason test Note Urgent notes are displayed as a tool tip in the allocation search page This is also used to display the return reason Page 68 B4 School Check User Manual v1 0 April 2011 20 20 1 DOCUMENTS UPLOAD DOWNLOAD AND EDIT Upload document Documents relating to the child can be uploaded onto the B4SC IS 1 2 3 April 2011 Click the B4School YYYY tab Click Provider Notes on the Left Panel This will open the Documents screen d K E B E Er Browse to the document to upload enter a comment if wanted mark if the file is to be read only do this if the document is not to be changed and click the Upload link Upload oF The documents screen will reopen showing all
49. Upload icons 70 47 20 3 View or download document 71 Undertaking the Growth Check 47 20 4 Check out edit and check in upload Field Descriptions for Growth Check 48 document 71 20 5 Allowing other providers access to a child s 13 IMMUNISATION CHECK 49 B4SC details 72 National Immunisation Register NIR 49 Remove access for other providers to a Field Descriptions for Immunisation Check child s B4SC details 72 50 21 REFERRALS 73 14 PARENTAL EVALUATION OF 21 1 Adding a Referral 73 DEVELOPMENT STATUS PEDS 51 21 2 Referral Rules and Field Descriptions 75 14 1 Sample PEDS Screen 52 21 3 Table of referral types 77 14 2 Printing PEDs 53 21 4 To add additional referrals 78 Sample of Printed PEDS 53 21 5 Viewing the referral summary 78 Field Descriptions for PEDS 54 21 6 Closing off a referral 80 Additional Resources 54 CLOSE A CHILD S CHECK RECORD81 15 STRENGTHS AND DIFFICULTIES Close record 81 QUESTIONNAIRE SDQ 55 Re opening a check 82 15 1 Sample SDQ P 56 Add a check once a child s record is closed 83 Field Descriptions for SDQ 57 Additional Resources 57 REPORTING AND DATA EXPORTING84 Child Summary Report 84 16 VHT FUNCTION VISION AND Standard data extracts for downloading 86 HEARING SCREENING 58 16 1 Entering vision and hearing results prior to full consent 58 VHT process 58 16 2 Vision and Hearing Hearing Check 60 Field Descriptions for Hearing Check 61 Additional Resources 61 16 3 Vision and Hearing Vision Check 62
50. User Manual v1 0 Page 55 15 1 Sample SDQ P Strengths and Difficulties Questionnaire RVJ7909 Zambi Dayal Other comments Fa Overview Download Parent formt Farent a Provider Notes SE e Considerate ONotTue SomewhatTrue Certainly Tue tem Restless Not True SomewhatTrue Certainly True B Referral Summary Somatic Not True Somewhat True Certainly True E Documents Shares Not True SomewhatTrue Certainly True Temper Not True O SomewhatTrue Certainly True eee Solitary Not True Somewhat True O Certainly True Obedience Not True Somewhat True Certainly True Worries Not True SomewhatTrue Certainly True Helpful Not True O Somewhat True Certainly True Fidgets Not True SomewhatTrue Certainly True Friend Not True SomewhatTrue Certainly True Fights bullies Not True SomewhatTrue Certainly True Unhappy Not True Somewhat True Certainly True Liked Not True Somewhat True Certainly True Distracted Not True SomewhatTrue Certainly True Nervous clingy Not True Somewhat True Certainly True Kind Not True Somewhat True Certainly True Argumentative Not True Somewhat True Certainly True Picked on bullied Not True SomewhatTrue Certainly True Volunteers to help No
51. a Issue a new NHI number b Inform them of a change to a child s details against their NHI number For example a change of address or correction of the DOB Corrections to the DOB need to verified and cited from the child s birth certificate or passport by the provider c Report duplicates where people share an NHI number Important The NHI Call Centre require callers to give a PAYEE ID number so they can identify the caller as a provider Provider requests will be processed and the NHI register will be updated as applicable Obtain a new Payee ID number Providers who do not have a PAYEE ID number and will be responsible for issuing and updating NHI details on behalf of their organisation or DHB will need to apply for a PAYEE ID number To check eligibility for a PAYEE ID number or to apply for one contact Sector Services at the Ministry of Health on 0800 281 222 Select call options 4 and then 1 to go through to the Primary Care Team An application form will need to completed and returned to Sector Services April 2011 B4 School Check User Manual v1 0 Page 29 tl Deceased Children lf a date of death is entered into the system the System clearly shows when a child is deceased A rose will appear in the Action column when a search is performed and a rose will also appear by the NHI number and child s name in the Child Information Screen along with the word deceased A deceased child will no longer appear in ext
52. a Overview Access Rights D Provider totes Employee bi Events ss Type Grant Permission E Peien Summary SH Degumenta Existing Access Rights bi cosas Aights Employes Access Type Created By When Revoke Weer Res IO IDEII 95627 am w User 6 Read vine user SOo2010 9 52 52 am H 4 Figure 44 Access Rights Changing Permissions Screen Remove access for other providers to a child s B4SC details The provider can remove previously granted access to a child s B4SC IS records 4 Click the Revoke icon next to the provider name to remove access The Access Rights screen will be redisplayed with the user access permission removed Page 72 B4 School Check User Manual v1 0 April 2011 21 REFERRALS A Referral can be added from any of the Check screens Note B4SC consent form is only for checks and not for any referrals made A parent must give consent before making a referral Refer to details in the Informed Consent section of the handbook for practitioners The Coordinator must confirm with the respective clinic once the child is referred to ensure the referral service has assessed and accepted the referral and started providing services This must be recorded in the intervention started date field for that referral before the overall check can be closed 21 1 Adding a Referral 4 Click the B4School YYYY tab 2 A referral can be added by choosing a referral as the outcome of the ind
53. aire SDQ teacher questionnaire is to be completed by the child s pre school teacher if applicable e The rest of the B4SC is likely to be performed in one sitting e Results from the B4SC are entered into the B4SC IS e lf referrals are outstanding the Check can be completed but not Closed e f no referrals are required the child s B4SC record can be Completed and Closed 3 Management of referrals e Referrals are generated and processed where required e Referrals are followed up with the referred practitioner and if the treatment outcome is known this will be entered into the B4SC IS e Once all referrals are completed that child s record can be closed The following page provides an overview diagram of the B4 School Check process April 2011 B4 School Check User Manual v1 0 Page 5 2 5 Overview Diagram for the B4 School Check Process Log In amp select organisation Coordinator D Provider function function Search Search for child for child Return child to Coordinator Allocate child to a provider Load End caregiver information Load consent information Set status to oe _ declined Yes y Close check Undertake B4SC checks Child Health Dental Growth Immunisation PEDS SDQ SEHR Questionnaire Hearing
54. an now be seen as a tool tip in the allocation search page Page 8 B4 School Check User Manual v1 0 April 2011 4 2 Searching for a child in another DHB 4 The Search All DHBs button in the Management Tab or Allocation Tab enables searching for a child in all DHBs Using search criteria will define the search to help with finding a specific child For a detailed description of all Search Fields see Field Descriptions for Search Fields on Page 11 Also see Use of wild card character when exact spelling is not Known on Page 13 MANAGEMENT MY ORGANISATION MY DETAILS LOG OUT NHI Number Age From First Name DOB From Surname smith Status Assigned Ethnicity Campaign B4School SuburbiCity Items Per Page 15 Provider Hahn Chhiba TEE Search OT Search apps 1 D Figure 1 Search All DHB s ALLOCATION MY ORGANISATION MY DETAILS REPORTS LOG OUT Child Allocation AA NHI Number Age From Age To E C l EE E First Name Alex DOB From a DOB To f Surmame wils on Status Unassigned Ethnicity o Campaign Year 1 01 2011 3112 2011 SuburbiCity Tr Items Per Page 15 B Provider k Search AIDHBs Figure 2 Search Criteria Adding 2 Click the Search All DHBs button The search results will be displayed April 2011 B4 School Check User Manual v1 0 Page 9 Current
55. anisation MWU Midcentral DHB TI Organisation Details Organisation Employees Q Contact Details e b f ASS lew Employee Ce Adam Lancashire ociate ployee ZS BEE Agnes Kisteria Alan Abery Alie Greeve Angela Lawn Annie Bermingham Dean O Callaghan eileen kirk Eileen Kirkpatrick Eileen read all and dental eileen read only eileen read rite co eileen read write coord eileen readonly co Figure 61 Employees Screen Important Organisation code The organisation codes for Regional Coordination Centres are used to match a child s geo coded address with the regional coordination centre DHB Also the nightly CSV export writes to a folder based on the organisations code If the organisations code is changed then no children will be assigned to that DHB when the address is changed and the CSV export process stops The organisation code for regional coordination centres is now read only Page 94 B4 School Check User Manual v1 0 April 2011 23 SYSTEM ADMINISTRATION Important The appropriate access is required for creating new users Each user of the B4SC IS is recognised by a username and password combination These are unique to each user and provided on condition that usernames and passwords are not shared Only a user with administrator rights Local Administrator or Central Administrator can add a new user to the organisation to which the administrator user is employed To add a user to a different or
56. ard context menu button Open Open in New Window Save Target As Print Target Gut Topy Copy Shortcut Paste Add to Favorites to open the following menu D Press the Down Arrow key once to highlight the Open option and then Enter Tab to button Press Space Bar to activate 3D buttons Tab to the link and press Enter Agd Hame cila Dene or H Gbecaigp Hije J Tab to the field press Up or Down arrow to scroll through the items in the field si To expand the drop list to see all the items Tab to the field then press Alt Down arrow key to see the drop list items Items in a drop list Use the Page Up Page Down and Up Down arrow keys to select an entry Press Enter to input the highlighted drop list item or press Esc to escape Tab to the next field April 2011 B4 School Check User Manual v1 0 Page 111 Button or link Activation key s aj Select adate from the calendar icon Tab to the icon and press Enter or Space Bar Press the Up Down Left Right arrow keys to al select a date To select another month press the Up Down arrow keys repeatedly Press Enter to input the highlighted date or press Esc to escape Tab to the next field Tab to th Select an item from a group of ab to the group buttons Press Left Right arrow keys to highlight desired item T Fam Lal EC Une i D Female e ee Tab to the next field Notes and other keyboard options
57. ation cccccccecceesssseeceeeeeecaeeeseeceeeeeeeeeeenseeeeeeeeeaas 18 Assigning One Child to Provider EE 22 Pon el R V EE 23 Assigning Multiple Children to Provider 23 Reallocate Child to another Provider 25 Search Children Assigned to Provider 26 SE Ee o EE 26 Allocation History Return Child Screen ccccccccccseseeceeeeeeeceeeeeeeeseeeeesaeeeeeeeeeaaeseeeeesaaeeeeeesaaess 27 Allocation History Return Child Screen Display Order 28 Deceased Child in Result Screen ccccccseeeccccceesesececceeeseeeeeceeaeceeeeseeueceeeseaaaeeeeessaaseeeessaaaeeess 30 Deceased Child Child Information Screen cccccccccsseseeeeeeeeeeeeeeeeaeeeceeseaaaeeceeesaaaeeeeeessaaeeeees 30 Caregiver Information Screen cccccccccccesseseecceeeeeeeeeesseeceeeeseeeeeeeeeeeeeessesaeaeeeeeeeeessaaaseeseeeeeesaaas 32 Practitioner Information Gcreen anini a aaa Ainiai aaan 33 Consent Details Screen ii decieescdnnzenailanwendcdewecatatcndeadddeniceasdnavecddlavsentetententddesdaniadenteeddlantectsdentestes 34 Consent Details Screen Completed cccccseeecccceceeeeeeeeeceeeeeeeeeseeaeeeeesseeeeeeeessaseeeessaegeeeeeeeas 36 COVENVIEW SCICOM EE 37 Child Health Questionnaire Screen 1 Of 2 cc ceeeeeeesseeececeeeeceeeeeeeeeeeaeeeuseeeeeeeeeeeeeeeeeeessaeaaags 39 Child Health Questionnaire Screen 2 e EE 40 I INA CIS E 41 PreconNaltions CWS CU ests cian et geese stdin ceth atasace EAE aR EEEE GE Aai 42
58. ation For further information also see Field Descriptions for Immunisation Check on Page 50 6 Options for each immunisation are Bink Citas roteecieinnniton Paria omanesa pan orne mman EEN 7 Click Save when finished Immunisation Check RVJ7909 Zambi Dayal Overview Provider Notes Events Referral Summary Documents Access Rights April 2011 Immunisation 6 Weeks Completed 3 Months 5 Months 15 Months 4 Years Checked By Date Completed Outcome Completed Declined Partial Mariti Chhiba 19 04 2011 Immunised Figure 31 Immunisation Screen B4 School Check User Manual v1 0 Page 49 Field Descriptions for Immunisation Check Entered by Name of the person who entered the details into the B4SC IS if different from the person who completed the check in Check By see below Checked by Important Name of the person who performed the Immunisation check Enter a name manually or click the 2 icon This is the name of the person who performed the check and signed on the form and not the data entry person The checked by person can be different for different checks for the same child e g nurse ear and vision technician etc Date Completed Date the check was completed Completed Check completed All immunisations are up to date No issues and nothing outstanding Declined Check cannot be done Child or parent is unwilling unc
59. behaviour assessments and any issues identified and referrals made The overall purpose of the B4SC IS is to track improved health outcomes from the B4 School Check to improve child health and education outcomes and reduce inequalities B4SC B4 School Check B4SC Coordinator Refer Users of the system and their roles section of this document B4SC IS Refer B4 School Check Information System Central Administrator Centralised service model CHQ Deprivation Quintile DHB Page 106 A person who provides direct care as for children elderly people or the chronically ill Refer Users of the system and their roles section of this document Refer Centralised versus Distributed service models subsection within the Coordinator and Lead Provider Function section of this document Child Health Questionnaire Socio economic scale divided into fifths to divide areas according to some measure of deprivation 1 is the least deprived richer and 5 is the post deprived poorer The scale can be used to analyse variations in health between deprived and affluent sections of the population regardless of where they live Deprivation quintile within the child summary page is a read only field Only change of address can alter this field District Health Board B4 School Check User Manual v1 0 April 2011 Distributed service model Refer Centralised versus Distributed
60. ccess Rights SDQ 18 04 2011 General Practitioner Service provider declines Hearing 18 04 2011 Ear nurse In Progress Hearing 18 04 2011 18 04 2011 Community dietician Service provider declines Vision 18 04 2011 Eye clinic In Progress 1 Figure 48 Referral Summary Page 78 B4 School Check User Manual v1 0 April 2011 4 5 April 2011 Click the Select link against the Referral to view or edit Status of these will be In Progress RVJ7909 Zambi Dayal Bq Overview Referrals Events Referral Summary Documents ih ORK Arrasso Dinhte Provider Notes Referral Type Date Intervention Started Date Referral Sent Referred To Status 18 04 2011 Paediatrician In Progress 18 04 2011 Community dietician In Progress 18 04 2011 Public health In Progress 18 04 2011 Community dietician In Progress This will open the Referral screen as shown below Referral HR NN Child Information 2 Export ai Add Event D Save Back i SAD0211 Stacey Tahau Fa Overview Provider Notes Referral Events Referral Type Referral Summary Referral Status Documents Referred To Access Rights Date Referral Sent Date Referral Due Appointment Date Appointment Location Reason for Referral Add Referral Event oa Child Health hnugmnmg O A 17 10 2008 Ea 3 me Figure 49 Referral Screen Make amendments as necessary and click Save Click Overview i
61. d The five point deprivation scale is derived from the ten point deprivation scale The ten point scale is divided by 2 and rounded to the nearest whole number So 9 to 10 on the ten point scale equates to 5 on the five point scale etceteras A 0 deprivation means the deprivation is unknown Quintiles range from Deprivation depends on the area where child lives For the purposes of the B4SCs the deprivation quintiles have been grouped into three levels Level 1 Quintiles 1 and 2 for lowest deprivation Level 2 Quintiles 3 and 4 for medium deprivation Level 3 Quintiles 5 for greatest deprivation Deprivation quintile within the child summary page is a read only field Only change of address can alter this field Note When the address is unknown a 0 or Blank may show Page 20 B4 School Check User Manual v1 0 April 2011 D ALLOCATING CHILDREN 1 1 Centralised versus Distributed Service Models DHBs can choose a centralised or distributed allocation process for allocating children to providers For further information of the roles of the Coordinator and Lead Provider refer to Users of the System and their Roles on Page 4 Centralised service model push model The Coordinator allocates children to the Lead Providers or providers for each provider organisation The Lead Provider likely to be the nursing team leader then has the option to reallocate the children among the providers within their organisation includin
62. d Unassigned Figure 14 Status Options 2 Select Assigned or Completed 3 Click the Search button All assigned children will appear in the Results area Note The VHT functionality has not been changed the child will still be visible in the VHT s list until they are not longer the VHT in the VHT drop down in the Overview page or the childs B4SC status is set to closed The VHT will be able to filter out children that have the completed status like all other providers Page 26 B4 School Check User Manual v1 0 April 2011 7 5 Allocation history return child for reallocation Providers can reallocate or return a child to DHB coordinators under the following circumstances e When child moves to another region or when the Provider cannot deliver the service to this child for some reason e When a child looks to be in the wrong DHB cohort address details are out of date or incorrect e When the Provider can t locate find the child e When the child was incorrectly allocated incorrect provider To return a child for reallocation 1 If the child is to be returned for reallocation Login as a Provider The return for reallocation functionality can only be used by the Provider and not the Lead Provider or DHB 2 Click on Child s name to view their details or click the Child Information Tab ta if it is visible 3 From the left menu panel click the Allocation History link MANAGEMENT MY ORGANISATION
63. d signed on the form and not the data entry person The checked by person can be different for different checks for the same child e g nurse ear and vision technician etc Date Completed Date the check was completed Pass Bilaterally Child s passes the vision test Referred Child is referred for further services Does not mean a confirmed appointment For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 Rescreen Child s vision is 6 9 in one eye and 6 6 in the other Decline Check cannot be done Child or caregiver refused to undertake test Additional Resources The B4SC A Handbook for Practitioners Vision Screening Pages 18 23 April 2011 B4 School Check User Manual v1 0 Page 63 17 MANAGING CHECKS The left navigation panel provides access to additional information relating to the selected child From the Child Information screen you From the B4School 2011 screen you will see the following Left Panel see the following Left Panel Overview f Child Information Provider Notes amp Allocation History m Events Events Referral Summary Documents KK OK ge Access Rights Child Information screen links Allocation History Displays the Childs allocation history if the child has been reallocated to different providers and or DHB s Events provide a record of contacts with the provider relating to the child s B4SC
64. d with a known NHI number A complete NHI number must be entered Searches cannot be performed on partial NHI numbers Use First Name or Surname to return all children with those names Refer to Use of wild card character when exact spelling is not Known on Page 13 Returns all children of that ethnicity Suburb City Returns all children in that area Refer to the wild cards section below to search for names where the spelling is not known or may be misspelt Provider Allows Coordinator s only to search by a provider within their Organisation Used to filter by provider so coordinators can identify children assigned to a provider The coordinator can also allocate children in bulk by selecting the children using the check boxes and clicking the reallocate icon The providers that appear in the provider drop down are providers that currently have child allocations The organisation the provider works is displayed next to their name so the coordinator can identify the provider if they work for more than one organisation If the providers employment ends they will have the word Inactive next to their name Age Range Shows children in that age range To find 4 year olds select Age From 4 to Age To 5 Returns all children within the range of defined calendar dates Date of Birth Range To search for a year enter the four digit year only e g 2010 To search for a month and year combination enter a one or two digit
65. documents that have been uploaded Documents Fm ic eran D F Eroon Simpel BL Beck RVJ7909 Zambi Dayal Click here to upload document Overview Size Provider Notes Filename KB Version Uploaded On Checked On Comments Out Events en Beethovens_Symphony_No _9_ 600 ia 18 04 2011 Scherzo wma geg Lotusinstall_log 168 martic 18 04 2011 Sunset jpg 70 martic 18 04 2011 Vater ies o 82 martic 18 04 2011 Referral Summary Documents Access Rights Figure 42 Upload Document Screen B4 School Check User Manual v1 0 Page 69 20 2 Page 70 Document Upload icons The 1 column provides a link to check out edit an uploaded document S When a document is checked out the check out icon changes to a Check In icon Gei an Undo Checkout icon appears the Delete icon L disappears the user is recorded in the Checked Out column and the check out date recorded in the On column When a document is checked back in the Version Number will increment by 1 The 2 column contains an icon to undo checking out of a document L This can be used if the user has checked out a document to make changes then decided not to apply those changes The Check out needs to be undone so that someone else can check out the document if they wish to and users viewing the child record can see that the documents are not being worked on The 3 column contains a Delete icon KE that allows you to delete uploaded documen
66. e is similar to the Provider role except access to checks is limited to the vision and hearing sections The VHT can View children who have turned four years old that are assigned to them Search for children who have turned four years old nationwide Return children to the B4SC Coordinator that are not part of their organisation cohort View the status of B4SCs allocated to them View a child s information allocated to them Complete the Vision and Hearing checks for children allocated to them Enter Vision and Hearing referral confirmations into the system For further information see Users of the System and their Roles on Page 4 Page 90 B4 School Check User Manual v1 0 April 2011 22 3 View Edit My user Details This process allows a user to View or Edit their name and contact details 1 2 April 2011 Log into the B4SC IS Click the My Details tab B4School heck Ministry of Health MANAGEMENT Me ORGANI og i vetas gt LOG OUT The following screen will be displayed Edit My Details Marlti Chhiba LI Name and Comms User Details q WB Employments User Name Imartic Security Matrix Primary Email Address 101 Woodburn Drive Names Preferred Name Title First Name Middle Name Surname Other Names There are no other names Add Name g s Contact Method Add Contact Method g W Mobile Phone 64274498226 Business Preferred Delete X Next Q Figure
67. ed the check in Check By see below Checked by Important Name of the person who performed the dental check Enter a name manually or click the 2 icon This is the name of the person who performed the check and signed on the form and not the data entry person The checked by person can be different for different checks for the same child e g nurse ear and vision technician etc Date Completed Date the check was completed April 2011 B4 School Check User Manual v1 0 Page 45 Field Name Page 46 The Outcome for the dental check is different to the outcomes for other checks Declined Completed Enrolled Referred Enrolled amp Referred Check cannot be done Child or parent is unwilling uncooperative Check completed No issues and nothing outstanding Child does not need a referral but has been sent for enrolment with a dental clinic as previously was not enrolled This outcome completes the check Child is referred for further services Child sent for enrolment with a dental clinic and also needed to be referred For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 B4 School Check User Manual v1 0 April 2011 12 GROWTH HEIGHT AND WEIGHT Purpose of Height and Weight Monitoring A Child s growth is captured in the system by capturing a child s height and weight Providers use this to identify a child s BM
68. elect a child Click the B4School YYYY tab This will open the Overview screen Click the Add New link to the right of the Dental heading Complete the Dental Check screen Add events and referrals as necessary Select an outcome Click Save B4 School Check User Manual v1 0 April 2011 Provider function Growth check ni a re YS search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Add New link to the right of the Growth heading Complete the Growth Check screen Add events and referrals as necessary Select an outcome Click Save Provider function Immunisation check E E ANE GE E E e search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Add New link to the right of the Immunisation heading Complete the Immunisation Check screen Add events and referrals as necessary Select an outcome Click Save Provider function Parental Evaluation of Development Status PEDS 1 April 2011 search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Add New link to the right of the PEDS heading This will open the PED Questionnaire screen Click the Download PEDS form link to download the PED Questionnaire the form is also available from appendices in the handbook for practitioners Complete the paper questio
69. ent e g PDF of a scanned document signed by the caregiver Once a document is uploaded the above link changes to a download link Consent Type Ge Written Click here to download document The uploaded consent document can also be obtained from the Documents link in the left panel lf Verbal is chosen it is recommended that a provider note is entered to describe who gave the verbal permission when the permission was provided and any details of what was said by both the provider and the caregiver Enter the provider note after the Overview screen has been completed and saved with consent details To enter a Provider Note click the Provider Note link in the left panel 3 Referral Summary Ee Documenta m Access Rights Add a note and click Save For detailed information see Provider notes on Page 67 Click the Overview link to return to the Overview screen B4 School Check User Manual v1 0 Page 35 iii Given By select from the drop down list iv Date Enter the date that this consent was given 5 Click the Save Button The various checks will become available This is shown with Add New oF links against each of the checks RVJITS09 Zambi Dayal i Overview Prowider Notes Events Referral Bumm sr Documents Access Rights Note Overview TT L crits itormation D reocaerl Ewon asas Download Consent Foni B4 Scheel Checks Overview Allocated Provider Ma
70. er Provider ken wi 5 bbb SEN rovider Ss Search Cancel Results Results aser p Results Code Organisation Provider Code Organisation Provider Alans Provider Alan Abery Waiora PHO Miriam Bennett Code Organisation Provider Alans Provider eileen Kirky Waitemata Public Health Miriam Bennett Waiora PHO Marlti Chibba Alans Provider Liz Johns AAA EILEEN KIRKVHT Alans Provider Robin Spencer AAA eileen kerr Alans Provider EILEEN Read only Shows all providers linked to the Shows names and provider organisation they are associated with provider organisation The screen on the right shows use of the wild card character Figure 10 Assigning a Provider i Search for a provider using one of the fields in the Find Provider search box ii Type the first letter of the provider organisation or First Surname of the provider Click Search iii Click on the Provider name you want to allocate the child to To assign multiple children 4 Select each tick box beside the required children Or Select the tick box in the column header Wf I to check the tick boxes of all children in VIEW Hesubts a oniloven found CF Provider sumame First Mame DOB Ethnicity HHI SuburvCity Deprivation Assigned On Notes A 7 User Sigvetsen Samuel THOZSO06 Hew Zealand Eurapeamw Pakeha SABSGS2 Dannevirke 4 Pa Ai ean Assign Provider Smith SE UU 3 2006 Not Stated SABIG1T Ormancale 4 Assign Freet Siriyth SeS WOSAN06
71. ery 26 06 2006 Allocated To Alan Abery A PROVIDER Allocated By Alan Abery 26 08 7008 Allocated To Alan Abery A PROVIDER Allocated By Alan Abery Date Beturned 200g 2006 Heim Reason dude x 26 08 2008 Allocated To Alan Abery A PROVIDER Allocated By Alan Abery Date Returned 2G 0e2008 Hein Reason dude xo 26082008 Allocated To Alan Abery A PROVIDER Allocated By Alan Abery Date Beturned 2082008 Return Beason dude 2 2 07 2008 Allocated To Alan Abery A PROVIDER Allocated By Alan Abery Date Returned 26042008 Return Reason dude Figure 16 Allocation History Return Child Screen Display Order 9 Tip The Allocation History displays who returned the child and what the reason was The allocation history orders by date allocated B4 School Check User Manual v1 0 April 2011 7 6 Locate allocate the National Health Index NHI number A child s NHI number can be found in their Well Child book through their GP on the National Immunisation Register NIR system and the B4SC system search and view child details Obtain a new NHI number lf a child does not have an NHI number but is eligible for a B4SC request a new NHI number through the current DHB or provider organisation process Requirements for a new NHI number are a child s date of birth first name and surname A new NHI number will be issued by the NHI call centre on 0800 855 151 The NHI call centre should be contacted to
72. ether names DOB Date of Death MHI Ethnicity 1 Ethnicity 2 Ethnicity 3 Sender Prefered Language Deanaian Guinie Addresses Retidential address Addres 3 Address Lire 2 Suburb City Past Code Other Addresses Ther are no other addresses Careghers F HEE Poet de zs mm mme emm e e ee eee sm wm 1 Guy Street anieiike Hr Joe Bloggs Guardian Dannevirke Legal Guardian Practitioner Relationships imj S20 Type Fracttomer Mame Medical cantina namg Medical centre phone Medical contre address HPI hb Dr Who Save Cancel Figure 8 Child Information Screen Adding Information Page 18 B4 School Check User Manual v1 0 Add Haze le EK oF Add Caresiver Se Add Sractoocer g D se E Dese We April 2011 6 1 Additional Information about the Child Information Screen From the Child Information Screen a user can e Add or edit child names e Add or edit date of birth date of death ethnicity gender deprivation quintile and NHI number e Add or edit address details including additional addresses associated with the child caregiver or legal guardian e Access the fields to add amend caregiver details e Access the fields to add amend practitioner details e View Allocation History and return the child for reallocation to the Coordinator if already assigned to the provider e View Events history Adding Editing a Primary Caregiver or Legal Guardia
73. g to themselves Distributed service model pull model A provider can pull a child B4SC records from the returned and unassigned list of children 1 2 B4SC Coordinator Assign child to a provider Select Child or Children 1 From the Allocation tab the coordinator should search for unassigned children using one of three statuses Unassgined Assigned to VHT Provider Returned Child Child Allocation NHI Number Age From Age To First Name DOB From Ge DOB Ta Surname Status Returned w Ethnicity Campaign Year Assigned Assigned to VHT s Suburb City Items Per Page Closed Provider Completed Returned Search All DHBs Unassigned On A search may result in a large number of child records being displayed in the results area Refining the search using additional criteria fields will reduce the number of records presented and reduce the waiting time for the query to run April 2011 B4 School Check User Manual v1 0 Page 21 2 To allocate a single child or a number of children to a Provider a To select a single child click the tick box beside the child s name in the Results area b To select a number of children click the relevant tick boxes beside the children s names in the Results area c To select the whole page of children click the tick box column heading indicated below Hesulis 2 chil
74. ganisation request that organisation s administrator to add the new user Obtain a signed Authorised User Acceptance form AUA from the New User download from the QuickPlace site htip Wwww2 moh govt nz b4schools This is to be retained by the administrator as evidence that the new user has read and understood their obligations The form also provides information required to load the new user into the B4SC IS There is no need to submit the AUA to the Ministry of Health but it should be retained and presented if requested The following is the minimum information required to add a user e First Name e Surname e Telephone number e Role e Access Level April 2011 B4 School Check User Manual v1 0 Page 95 23 1 Create a new user This process is used when adding users who are not currently in the system 0 Important Before adding a new user check to see whether the user already has access for a different provider organisation See Assigning Existing user to multiple organisations on Page 102 follow steps 5 to 7 If the user does not have access follow the following steps 1 Log into the B4SC IS and log into the organisation the new user is to be added to Administrator rights are required to add a new user 2 Click the My Organisation tab B4School Ministry of Health MANAGEMENT MY ORGANISATION MY DETAILS Los OU The following Maintain My Organisation Organisation Details screen will be displayed
75. he B4SC system user types and their roles are summarised below Refer to the user and system administration section for further details of access to system functionality National Coordinator Has a national overview of the B4SC process and liases with various B4SC Coordinators to facilitate the B4SC process B4SC Coordinator Operate at a DHB regional level and facilitate the B4SC process deal directly with provider organisations within the DHB regions Coordinators are responsible for and able to Assign children to providers View all children who have turned four years old in their region and search for children nationwide View the status of B4SC in their region View demographic details in the Child s Information screen Enter consent details B4SC results and referral outcomes into the system Lead Provider May be responsible for coordinating the B4SCs for their organisation Providers can e Assign children to providers within their organisation e Return children to the B4SC Coordinator e View the status of B4SCs allocated to them e Perform the check and record the results of the B4SCs allocated to them Provider Performs the B4SCs in their provider organisation Providers can e Return children to the B4SC Coordinator e View the status of B4SCs allocated to them e Perform the check and record the results of the B4SCs allocated to them Vision and Hearing Vision and Hearing Providers Technician VHT VHT can e
76. he Child Search page B4 School Check User Manual v1 0 Page 59 16 2 Vision and Hearing Hearing Check 1 Click B4School YYYY button to open the Overview screen The Vision and Hearing Checks section is below the Questionnaire section page down to view Vision and Hearing Checks Vision and Hearing Technician Karin Zentveld ABC Provider Consent Implied Date Consent Implied Hearing There are no hearing checks Add New d Distance Vision There are no vision checks Add New ga 2 Click the Add New link 4 New 5P to the right of the Hearing heading The following screen will appear Hearing Check Lt mene Bc oman EE HEES RVJ7909 Zambi Dayal Bei Overview Hearing Provider Notes e Audiometry Right Ear Left Ear Referral Summary Tick if Passed Tick if Passed Documents 500Hz 3008 O 500Hz 3008 O 1000Hz 40dB 2008 1000Hz 40dB 204B CL 2000Hz 20dB 2000Hz 200B 4000Hz 20d0B 4000Hz 20d0B OPass OFail OPass OFail Access Rights Tympanometry Right Ear Left Ear Tympanogram v Tympanogram Physical Volume Physical Volume Tympanometry Outcome v Tympanometry Outcome Checked By Karin Zentveld Date Completed Outcome Figure 36 Hearing Updated Screen 3 Record all test results All results must be entered for both Audiometry and Tympanometry if done The tick boxes should only be
77. he National Health Index NHI along with demographic details The NHI and associated NHI numbers are used to help with the planning co ordination and provision of health and disability support services across NZ www nzhis govt nz moh nsf indexns nhi NIR NR National Immunisation Register Refer B4 School Check Information System PDF Portable Document Format A format for capturing and viewing information from almost any application on any computer system and share it with virtually anyone anywhere Enables the viewing of a document as if it was printed PDF documents can be created by installing a PDF printer driver PEDS Parental Evaluation of Developmental Status PHO Primary Health Organisation April 2011 B4 School Check User Manual v1 0 Page 107 Primary Health Provide essential primary health care services by bringing Organisation together doctors nurses and other health professionals Such as Maori health workers health promotion workers dieticians oharmacists physiotherapists psychologists and midwives in the community to serve the health needs of their enrolled populations PHOs vary widely in size and structure are not for profit and provide services either directly by employing statf or through provider members www moh govt nz moh nsf indexmh phcs pho Prosocial Government provides or funds a range of universal services to support pro social development including ante natal and infant
78. he administrator s normal work click the Management Allocation My Organisation My Details or Log Out tabs 23 3 To remove an active association of an employee from an organisation 1 Log into the organisation 2 Click the My Organisation tab 3 Click the Employees link bk PS Select the Employee and set their Account Status to disabled Edit Employee Details Teri Smithy LI Name and Comms User Details TE Employments User Name fi Smithy A Security Matrix Account Status Disabled Locked Out Expired Password Status M Doesnt Expire TC Has Expired AD Has Expired B4SC E Must Change 5 Click the Save button LE Save April 2011 B4 School Check User Manual v1 0 Page 105 24 GLOSSARY For a directory of health topics not only B4 School Check www moh govt nz healthtopics B4 School Check B4 School Check Information System A nationwide programme offering a free health and development check for four year olds Introduced during 2008 B4 School Check is part of the Well Child Tamariki Ora service www moh govt nz b4schoolcheck Also included is a handbook that guides clinicians through the standard protocols for each component of the B4 School Check www moh govt nz moh nst indexmh b4 school check handbook mar2010 See also Well Child Tamariki Ora Framework A national system that captures and stores data relating to the child permission checks height weight hearing vision development and
79. he browser To view the B4 School Check screen in full screen mode to view more information on screen at once press F11 To return to normal view mode press F11 again Page 112 B4 School Check User Manual v1 0 April 2011 APPENDIX B 26 QUICK REFERENCE GUIDES User login 1 Search Go to Web link http 10 247 236 25 WebPages Login aspx Production site http 10 247 236 20 WebPages Login aspx Training site Enter user name and password Select organisation B4SC Coordinator can advise which to use Click OK Enter search criteria can use wild card character Select Search to search within the organisation selected at login time or select Search All DHBs to search nationwide Click column headings repeatedly to sort results in ascending or descending order Manually adding a child 1 8 Yo e SS Editing Pe E a April 2011 Search for child to ensure he she is not already in the system Use to check for misspellings Obtain an NHI number NHI Call Centre 0800 855 151 Have your Provider ID ready To obtain a Provider ID call MOH Sector Services 0800 281 222 option 4 and 1 Click the Search All DHBs button Click the New Child button Enter child details yellow fields with asterisks are mandatory Click Save child details Search for the child Click the child s name in the search results Child Information screen will display Edit details as necessary Cl
80. he policy see htto www moh govt nz b4schoolcheck You have the right under the Privacy Act to make a complaint to the Privacy Commissioner in relation to the storage and use of the B4SC information system VHT process 1 Log into the B4SC IS 2 Locate a child to screen refer to the search section If the child has not been assigned to a provider click the Assign Provider link and assign the child to a VHT from the dropdown list of technicians this only allows VHT access to the vision and hearing checks Note The VHT will not show as the main provider for the child and the VHT does not need to reallocate the child back to the coordinator when finished The VHT filtering has not been changed the child will still be visible in the VHT s list until they are no longer the VHT or the childs B4SC status is set to closed The VHT will be able to filter out children that have the completed status like all other providers 3 Click the child s name to open the record and see the Child Information page 4 Click the B4School YYYY button This will display the Overview screen Page 58 B4 School Check User Manual v1 0 April 2011 5 April 2011 Scroll to the Vision and Hearing Checks section Vision and Hearing Checks Vision and Hearing Technician Consent Implied C Date Consent Implied Loo Pf Hearing There are no hearing checks Add New dia Distance Vision There are no vision checks Add New d
81. he user to choose what to do with the file 2 Click either View to Open the file or Save to save a copy of it Choose Cancel to stop the download operation and return to the Documents screen 3 To Save the document click Save and state a location to save the document to Click Save again 20 4 Check out edit and check in upload document The user can edit a document that has been uploaded into the B4SC IS Only one user can check out and edit a document at a time 4 Click the Check Out icon S next to the document to be edited A dialog box will open asking to Open or Save the document or Cancel the operation Click Save The Save As dialog box will appear Select a directory to save the file to and click Save A Download Complete dialog box will appear 4 Click Open to open the downloaded document Open Folder to view the folder that the file was downloaded to or click Cancel to close the dialog box 5 Edit the document and save it 6 To check the document back in click the Check In icon Hy This will open the Document Upload Check in window 7 Browse to the file to upload and enter a comment 8 Click the Upload link oa oF The Documents screen will reappear The Version number will increment by one the Uploaded column will reflect the name of the user uploading the document and the date in the Uploaded On column will change to the upload date The icons in the first three columns will change from Check
82. hool Check User Manual v1 0 Page 83 REPORTING AND DATA EXPORTING Child Summary Report 1 Search for the child to review If the child is not visible select Search All DHBs 2 Click the child s name The Child Information screen should be displayed 3 Click the B4School YYYY Y tab The overview screen will be displayed 4 Click the Child Summary link ild Summary Report in the top right corner of the screen This will open the B4 School Check Results report screen MANAGEMENT Mr ORGANISATION MY DETAILS LOG OUT YOUR CHILD S BA SCHOOL CHECK RESULTS Child Details Child s NHI Number SABOO8S Child s Name Abby Alexander DOB O8 Jan 2002 Figure 55 Chid Summary Report 5 To scroll down the page use the browser scroll bar The Page Up and Page Down keyboard buttons do not work on this screen 6 To view the next page use the number and press Enter 7 o zoom out on the page to view more details select an option from the zoom list 8 To export the report select the format from the list box and then click the export link Export Select a format Export XML file with report data CSV comma delimited TIFF file Acrobat PDF file Web archive Excel Page 84 B4 School Check User Manual v1 0 April 2011 9 Select Open or Save on the dialog box that appears In the example below Excel was chosen from the format list xi Do you want to open or save this file Bd
83. ia lf results are being entered on behalf of another VHT select them from the list of technicians If the technician is not listed ask the Coordinator to add the VHT as a user in the B4SC IS Note Only complete the next steps if consent has not been given for the Check as a whole Click the Consent Implied check box This indicates that the correct process has been followed to inform the caregiver that the check would be done and that the results will be stored in the information system Set the Date Consent Implied to the date the check was performed unless there is a specific known date when the consent was obtained from the caregiver Click Save either in the top right of the window or at the bottom Vision and Hearing Checks Vision and Hearing Technician Consent Implied Date Consent Implied 18 04 2011 fee Hearing There are no hearing checks Add New a Distance Vision There are no vision checks Add New oj Add results for the vision and hearing tests click the Add New links For further information also see Vision and Hearing Hearing Check on Page 60 Field Descriptions for Hearing Check on Page 61 Vision and Hearing Vision Check on Page 62 Field Descriptions for Vision Check on Page 63 D Tip Unless changes are made to the child s overview page there s no need to save again Simply click either the Management or Allocation tab in the top left of the screen to return to t
84. ick Save B4 School Check User Manual v1 0 Page 113 Reporting and data exporting Child Summary Report 1 2 3 4 Search for the child Click the child s name in the search results Child Information screen will display Click the B4School YYYY tab or Overview link left panel The overview screen will display Click the Child Summary link in top right corner of screen To export data 1 2 2S P Select an output option Click the Export link This will open a dialog box Click Save This will open another dialog box Select a location Click Save Export a child record 1 e o bk nh gt 10 11 Enter search criteria for records to be exported Click Search or Search All DHBs Click the Export button link top right corner of search criteria section Select export type partial child details or full details including assessments Click the Export button This will open a dialog box Click Save or Open to view resulting file and save at a later time This will open a dialog box select a save location Click Save File will be saved with an XML extension In explorer locate the downloaded file Right mouse click the file and select Open with Excel must be Excel 2003 or later Save As the file in XLS format Standard data extracts for downloading 1 e o bk nh Page 114 Login as acoordinator This will allow the Reports tab to be visible Click the Reports
85. ider Armstrong Kelsey RVM6631 07 07 2005 Female Wellington M 12345678910 bb Wl Figure 5 Sorting Search Results Sorting Tips Page 14 Click a column heading to sort the results by that column Click the column heading repeatedly to sort in either ascending or descending order Some columns cannot be used to sort records e g the Action column in the screen print above Columns that cannot be sorted by will be in black text Columns that can be sorted by will show an underline i e a link under the column heading when the mouse is hovered over them Columns that have never been sorted before show blue column heading text Columns that have been sorted on a previous occasion show as purple heading text B4 School Check User Manual v1 0 April 2011 5 ADDING A CHILD If the child is not currently in the B4SC IS the child must be manually loaded 1 2 April 2011 In the Management Screen Enter the Childs NHI Click Search All DHB s button MANAGEMENT NHI Number MY ORGANISATION MY DETAILS RVJ7909 First Name Surname Ethnicity Suburb City Provider Marlti Chhiba EE Search KU SearchAllDHBs S LOG OUT Age From DOB From Status Campaign Items Per Page Assigned B4School 15 If the child is not already entered into the B4SC IS you will be presented with the NEW
86. itioner Ministry of Education Special Education Mental health services Mobile immunisation April 2011 B4 School Check User Manual v1 0 Page 77 21 4 To add additional referrals 4 Open the check you want to create an additional referral for 2 Click the Add Referral link 914 Referral oP found at the bottom of the screen 3 Complete the referral screen For further information see Referral Rules and Field Descriptions on Page 75 4 Click the Save button 21 5 Viewing the referral summary This provides a summary of any referrals resulting from this child s check results It provides a list of the referrals their Status and who the child was referred to The Child will remain on the Allocation list until all referrals are closed or completed 4 Click the B4School vr 2 Click Referral Summary on the Left Panel Referral Summary RVJ7909 Zambi Dayal Ba Overview Referrals Provider Notes Referral Type Date Intervention Started Date Referral Sent Referred To Status vents Child Health 18 04 2011 Paediatrician In Progress GE terra summar Child Health 18 04 2011 Community dietician In Progress Dental Enrolment 18 04 2011 Public health In Progress Growth 18 04 2011 Community dietician In Progress Growth 18 04 2011 Community dietician In Progress Immunisation 18 04 2011 Public health In Progress PEDS 18 04 2011 Mental health services In Progress SDQ 18 04 2011 Specialist services In Progress 4 A
87. ividual checks Or Adding a referral later by Clicking the date that appears against the check you want to add a Referral for MANAGEMENT MY ORGANISATION MY DETAILS LOG OUT Overview RQE4395 Zachary Barnes Download Consent Form B4 School Checks Overview Child Summary Report Provider Notes Allocated Provider Mart Chhiba Date Allocated 18 04 2011 Status IN PROGRESS k Events Consent Given Yes ONo ONA gege Consent Type O Written Verbal Documents Given By Kylie Deam Mother v 4 Access Rights Date ES Child Health Questionnaire Create 18 04 2011 Status Completed Outcome Completed Add Follow Up db Dental Creaged 18 04 2011 tatus Completed Outcome Completed Add Follow Up db Growth Created 18 04 2011 Btatus Completed Outcome Completed Add Follow Up dja Immunisation Created 18 04 2011 tatus Completed Outcome Declined Add Follow Up db PEDS Crea fed 18 04 2011 Btatus Completed Outcome Completed Add Follow Up dh SDQ Parent Created 18 04 2011 JStatus Completed Outcome Completed Add Follow Up dh SDQ Teacher There Meng SDQ acher questionnaires Add New g s Vision and Hearing Checks Vision and Hearing Technician Karin Zentveld ABC Provider si Consent Implied Date Consent Implied 41 04 2011 Hearing Created 18 04 2011 Status Completed Outcome Pass Bilaterally Add Follow Up dh Distance Vision There are no vision checks Add New dja Figure 45 Referral Adding f
88. len found CR rer Sumame First Hame DOR Ethnicity HHI SuburhCity Deprivation Assigned On Notes A 7 Uses Sigvetsen Samuel TWO22006 Mew Zealand European Pakeha SAESES2 Dannevirke 4 28052070 E Sssign Provider Sieh 56 aa OWOS2006 Hot Stated SABIH Ornancalle 4 E Assign Provider Smclh sezi L 92006 Europaan Hot Further Definad SAB9870 Dapnngarke d 1 Tip The icon indicates the child has previously been allocated to a provider Clicking this icon allows the child to be reallocated to another provider To assign one child 4 To assign one child to a Provider click the Assign Provider link 53 99 Frovider next to the child to be assigned Resulis 2 onileven kaum MI Provider Sumame First Hame DOB Ethnicity HHI Suburi Giy Deprivation Assigned On Hobes A T Usei Sigvetsen Samuel 1WOAS006 Mew Zealand Eurapeam Pakeha SAESGS2 Danngsarke A SE E Smyth Sean O3 03 2006 Net Stated SAbPOSI Ormrancdalle 4 a Assign Provider Sinpth Seer 12003 2006 Europsan Mot Further Defined SARANI Dannevirke 2 1 Figure 9 Assigning One Child to Provider For Providers The child will be assigned to you For Co ordinators A Find Provider search box will appear to assign a provider see next page Page 22 B4 School Check User Manual v1 0 April 2011 y Find Provider At Find Provider SR Find Provider Search Search Search Code Code Code Organisation al Organisation d Organisation Provid
89. month a slash and four digit year e g 6 2010 or 06 2010 To search a full date enter the date in format d m yyyy e g 3 6 2010 or format dd mm yyyy e g 03 06 2010 To search for a specific date enter the required date in the DOB From field and the following day s date in the DOB To field Returns all children of the specified status see Status Options on Page 12 April 2011 B4 School Check User Manual v1 0 Page 11 Status Options Age From DOB From status Campaign Year i O OO Assigned to VHT s tems Per Page Closed Completed Returned Unassigned Figure 4 Status Options Displays only Checks assigned to a Provider Completed Displays only Checks Completed but process not Closed yet e g awaiting completion of referrals closed Displays only Entire B4SC process Completed and Closed off Requires assignment to a Provider Returned Displays Returned Records this is the default view for all coordinators Page 12 B4 School Check User Manual v1 0 April 2011 44 Use of wild card character when exact spelling is not known some text based search fields e g first name surname city allow for input of the first couple of characters to return all records starting with those characters e g entering sm in the surname field returns all surnames starting with em such as smith smyth smythe small smiggle A minimum of two characters must be entered for a
90. n 1 Click a caregiver s name or select the Add Caregiver link to the right of the Caregiver section e The person who gives consent must be either the child s caregiver or legal guardian If the child stays with someone who is neither of the above that person cannot give consent e Once acaregiver is loaded click the appropriate tick boxes Is Primary Caregiver Lives with Child Legal Guardian to allow permission Validate the NHI number This is done in cases where a child presents for a check but is not in the system database From the Child Information screen enter the child s details After entering the NHI the system automatically validates if the NHI number is valid an invalid NHI will show a red asterisk next to the field and an error message will be displayed if the Save button is clicked Once the NHI number is validated the child s details will be imported from the NHI database into the system database For further information also see Locate allocate the National Health Index NHI number on Page 29 April 2011 B4 School Check User Manual v1 0 Page 19 Deprivation scale Deprivation Quintile Social Economic Scale Deprivation quintile within the child summary page is a read only field Only change of address can alter this field Hover in the Deprivation scale box to see the following Tip Box We use the five point NZDEP deprivation scale 1 is the least deprived and 5 is the most deprive
91. n on Page 27 B4 School Check User Manual v1 0 Page 25 7 4 View Assigned Children Coordinator s and Lead Providers can view children that have been assigned to providers in their region by selecting the Provider name from the Provider drop down list Child Search NHI Number l Age From v Age To First Name l DOB From o E p08 To E z Surname Status Assigned Ethnicity Campaign B4School Suburb City S Items Per Page 15 Provider Search All DHBs 9 children found Surname FirstName DOB Ethnicity NHI Date Allocated Suburb City Deprivation Events Due Barnes Zachary 10 10 2004 NZ Maori RQE4395 18 04 2011 Taupo Bartlett Angus 06 04 2002 New Zealand European Pakeha SAB0610 18 04 2011 Pahiatua Dean Cole 23 02 2003 New Zealand European Pakeha SAB2493 18 04 2011 Pahiatua Rankin Paul 14 10 2005 New Zealand European Pakeha SAB6742 18 04 2011 Dannevirke Figure 13 Search Children Assigned to Provider A Provider can view their list of children by Assigned and Completed This means Providers can see which children need to have their records closed by filtering by completed Providers do not get the Provider filter option 4 On the Child Allocation Management screen criteria area click the Status dropdown Age From Age To DOB From E Status campaign Year Assigned to VHT S tems Per Page Closed Completed Returne
92. n Chhiba Date Allocated 18 04 2011 Status HOT STARTED Consent Given Yes No NA Consent Type Written Verbal Given By Mrs Maggie May Mother Date Child Health Questionnaire There are no child health questionnaires Add New D Dental There are no dental checks Add New D Growrth There are no growth checks Add New db Immunisation There are no immunisation checks Add New d PEDS There sre no FEDS guestionnaires Add New di S00 Parent There sre no SDQ Parent guestionnaires Add New d SDG Teacher There are no SDG Teacher questionnaires Add New cie Vision and Hearing Checks Vision and Hearing Technician Consent Implied Date Consent Implied 8 Hearing There are no hesring checks Add New oe Distance Vision There sre no vision checks Add New di All outcomes above must be either Pass Completed or Declined before completing this Child s Before School Checks record Checks Completed r Date First Completed AIL B45cheol checks completed and all referrals are completed before dosing the campaign Close Record r Date First Closed Audit Notes Audit Motes Figure 22 Consent Details Screen Completed A provider can only complete the Check if they are noted as the provider or are a coordinator Page 36 B4 School Check User Manual v1 0 April 2011 10 2 View a completed B4 School Check with outstanding referrals D Login as a Provider 2 Search for the child to review 3 Click the child
93. n the left panel to return to the Overview screen B4 School Check User Manual v1 0 Page 79 21 6 Closing off a referral This process should be used once confirmation that the referral service has been started 1 Change the Referral Status from In Progress to Completed 2 Enter the mandatory fields required to complete and close this Referral For detailed information see Referral Rules and Field Descriptions on Page 75 3 If changes are made click Save Notes The status of the referral on the Overview page will show as Completed If there are no other outstanding referrals the profile can now be closed Refer to the Close a child s check record section for further details Page 80 B4 School Check User Manual v1 0 April 2011 CLOSE A CHILD S CHECK RECORD There are two stages to closing a child s record A child s overall check can only be Completed when e All checks including any follow up checks have been completed e Referrals can still be in progress For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 A child s overall check can only be Closed when e All checks including any follow up checks have been completed and e All referrals have been completed Close record 1 Search for and select the child whose check record is to be closed 2 Click the B4School YYYY appear tab The Overview screen
94. nd Difficulties Questionnaire for Teacher of Three or Four Year Old Page 62 Appendix 6 Scoring the Informant Rated Strengths and Difficulties Questionnaire Page 64 April 2011 B4 School Check User Manual v1 0 Page 57 16 VHT FUNCTION VISION AND HEARING SCREENING A Vision and Hearing Technician VHT or user with VHT access can record vision and hearing screening results in the B4SC IS 16 1 Entering vision and hearing results prior to full consent Vision and hearing screening may be completed in isolation to the rest of the B4SC checks The vision and hearing results can be entered into the B4SC IS before the full consent is obtained Before VHTs can complete the screen caregivers must be sent a letter to explain that the screening is happening and that the results will be entered into the B4SC IS The specific wording for the caregiver letter must be Your child s name date of birth ethnicity and National Health Index NHI number will be recorded by the Vision and Hearing Technician and stored in the B4SC information system along with the results of the Check This information can only be used by authorised people working with your child and are co ordinating the B4SC or who are managing the system The results of the test will be given to your child s early childhood education centre kohanga reo and or school B4SC information system is held in accordance to B4SC information system privacy policy For more information on t
95. nd Hearing Technician s name Click the Consent Implied check box This indicates the correct process has been followed to inform the caregiver that the check would be done and that the results will be stored in the information system The Coordinator will have managed the process of getting the correct wording to each Early Childhood Education Centre to ensure this process is followed set the Date Consent Implied to the date the check was performed unless there is a specific known date when the consent was obtained from the caregiver Click Save Click the Add New link to the right of the Hearing heading Overview screen Complete the Hearing Check screen Add events and referrals as necessary select an outcome Click Save Click the Add New link to the right of the Vision heading Overview screen Complete the Vision Check screen Add events and referrals as necessary Select an outcome Click Save B4 School Check User Manual v1 0 April 2011 Add provider notes against a child record ee eS YS search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Provider Notes link left panel Add either a standard note or an urgent note different panels Click Save Uploading documents against a child record Ste YY search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Documents link
96. nly enter notes into the Notes and or Urgent Notes fields Once this is done click Save A Provider can enter details into all fields The Provider can also click the Acknowledged check box to acknowledge the note Once updates to the notes are completed click Save When the provider notes screen is viewed an additional New Notes section will appear circled below This is used to add additional notes Each time additional notes are added these are automatically moved to the Notes section after clicking Save Martic Monday 18 April 2011 2 50 p m This child has not made his last 3 appointments Martic Monday 18 April 2011 2 52 p m Have been advised thatthe child is leaving the country with father in December He will not be returning New Motes Urgent Notes Acknowledged a Martic Monday 16 April 2011 2 50 p m Urgent Notes Need to contact mother to arrange another time Martic Monday 18 April 2011 2 52 p m Child s is relocating to another country in December Figure 40 Provider Notes Screen B4 School Check User Manual v1 0 Page 67 19 2 Viewing notes from the allocation screen From the Allocation Screen click the Note icon in the Notes column NHI Number Age From x Age To y First Name DOB From FS DOB To Fr Surname Status Assigned DI Ethnicity Campaign Year 1 01 2008 31 1 2 2008 Suburbicity Search AIIDHBs Results o Provider Surname First
97. nnaire The B4SC A Handbook for Practitioners has appendices 7 8 amp 9 for assisting with this questionnaire Complete the PED Questionnaire screen transfer details from the paper questionnaire Add events and referrals as necessary Select an outcome Click Save B4 School Check User Manual v1 0 Page 117 Provider function Strengths and Difficulties Questionnaire SDQ Two questionnaires one for parent SDQ P caregiver SDQ T and one for child s teacher Questions on the two forms are the same 1 2 3 10 11 search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Add New link to the right of the SDQ Parent heading This will open the Strengths and Difficulties Questionnaire screen for parents caregivers Click the Download Parent form link to download the SDQ Parent Questionnaire Complete the paper parent questionnaire Complete the SDQ Parent Questionnaire screen transfer details from the paper questionnaire Click the Calculate Scores button to automatically fill in the six scores fields Add events and referrals as necessary Select an outcome Click Save Repeat the above steps for the SDQ Teacher questionnaire Provider function Vision and Hearing screening oe Page 118 search for and select a child Click the B4School YYYY tab This will open the Overview screen Add the Vision a
98. no growth checks There are no immunisation checks There are no PEDS questionnaires There are no SDQ Parent questionnaires There are no SDQ Teacher questionnaires DSS There are no hearing checks There are no vision checks All outcomes above must be either Pass Completed or Declined before completing this Child s Before School Checks record Checks Completed Date First Completed m All B4School checks completed and all referrals are completed before closing the campaign Close Record Date First Closed Audit Notes Audit Notes Save Cancel Figure 21 Consent Details Screen B4 School Check User Manual v1 0 April 2011 4 April 2011 Fill in the following details these can only be filled once the caregivers details are loaded on the Child Information screen a Consent Given Yes No or N A i ii lf Yes is chosen you can enter the checks details once the Save button is clicked If No is chosen no checks are available once the Save button is clicked iii If N A is chosen a notes field appears This must be filled in before clicking the Save button otherwise an error message appears asking for notes to be added After a note is added the checks will become available once the Save button is clicked b Consent Type select either Written or Verbal i ii If Written is chosen an upload link appears e Written Upload the consent docum
99. ntaining a space e g St Joseph Anne Marie Note Searching for a space only must contain a at each end as the space is not recognised as a character unless there is another character on each side of it All names containing a hyphen e g Billy Bob Smith Jones April 2011 B4 School Check User Manual v1 0 Page 13 4 5 Sorting search results Results matching the search criteria are presented in the Results area bottom half of screen Results 595 children found Action Provider Surname First Name NHI DOB Gender Suburb City Coveny Denise Chapman Juliet DSH4669 06 03 2014 Female Wanganui Ki cawston trina FXFO S 29 03 2006 Female Wanganui Assign Provider Takarangi Kahu HS70130 09 08 2005 Male Manukau training auckland Rihia John HS73996 01 10 2005 Male Manukau Assign Provider Pakai Meihana HTA6056 11 06 2005 Male Lower Hutt Assign Provider Campbell Mike HTA8 148 01 10 2005 Male Manukau Assign Provider Hayward Justin HTB0479 04 06 2005 Male Manukau Assign Provider Armstrong Neil HTB4199 09 11 2005 Male Manukau Assign Provider Salter Barry HTB6574 16 01 2006 Male Manukau Coveny Denise Atkinson Jess JES1234 16 02 2007 Male Hastings 1 Trainer Chapman Juliet MaQU2149 06 06 2009 Female Wanganui Assign Provider Paki Marcelus NSQ6277 30 01 2006 Female Tauranga Assign Provider Barnes Zachary RQE4395 10 10 2004 Male Taupo Assign Provider Mcconachie Lexie ROQS1936 04 11 2004 Female Taupo Assign Prov
100. o other names Add Name oj Contact Method Please add a contact method Add Contact Method oF Se Mobile Phone 02744123123 Business Preferred Delete X Usage Business Medium Mobile Phone Details 102744123123 Preferred Finish Figure 64 Employee Details Screen Completed Page 98 B4 School Check User Manual v1 0 April 2011 9 10 11 April 2011 Click the Finish Finish button at the bottom of the screen once all details are added The Employment screen will be displayed If you are logged in as a DHB you will see this screen below and are able to allocate as appropriate Employment H Seel View organisation Back Employment Period Employee fi eri Smithy Organisation Nelson Marlborough DHB Start Date 27 04 2011 Ge End Date Ge User Roles Available Coordinator Local Administrator Alans Test Add selected item Note Changes to a user s roles will only affect the users security rights after the user has logged off the system and then logged back on Figure 65 Employment Screen DHB If you are logged in under a provider organisation you will see the screen below and are able to allocate as appropriate Employment Period Employee Lon Shaw Organisation ABC Provider Start Date End Date User Roles Available Provider Local Administrator Lead Provider Vision and Hearing Technician Alans Test Note
101. obile Phone Numbers Please add a mobile phone number Add Mobile Phone Number oF Grant permission to receive SMS messages Email Addresses Please add an email address Add Email Address a Other Contact Methods Please add a contact method Add Contact Method oa Additional Information Preferred Language Comments Figure 19 Caregiver Information Screen Page 32 B4 School Check User Manual v1 0 April 2011 9 PRACTITIONER INFORMATION 9 1 Add practitioner information This section is used to add the name of the practitioners dentists GPs etc associated with the child Multiple practitioners of the same type can be added e g the child can be associated with multiple GPs 1 Click the child s name and the click the Child s Information tab This will open a new practitioner section on the Overview screen 3 Add practitioner details Practitioner Relationships Practilianer Mame Medical c nir nae Medical centre phom Medical cante address HPI Figure 20 Practitioner Information Screen Click Save this is the Save button for all details on the Overview screen The practitioner details will be shown in a rolled up section on the Overview screen Practitioner Relationships ty Medical Centre General Practtioner City Medical Centre ai C ae Joho Oriler Derost City Dental Clinic Click the button E to view edit the practitioner details Click the butt
102. on to roll up the practitioner details Click the Delete link Ss La to remove the practitioner details click Save when finished Note If only a medical centre is known no specific practitioner name copy the medical centre name into the Practitioner Name field If the Practitioner Name field is left blank the Medical centre name field will not be picked up in reporting April 2011 B4 School Check User Manual v1 0 Page 33 10 CONSENT DETAILS 10 1 Adding Consent Details To add consent use the following process q Click the Child Information 2 Ensure Caregivers Details have been entered 3 Click the B4School YYYY has been assigned to YOU as the provider or if you are a coordinator screen will appear 8 Overview Prowider Notes Events Referral Summary Documents Access Rights Page 34 Download Consent Form Allocated Provider Marlti Chhiba Consent Given Consent Type Given By Date Child Health Questionnaire Dental Growth Immunisation PEDS SDQ Parent SDO Teacher Vision and Hearing Checks Vision and Hearing Technician Consent Implied Date Consent Implied Hearing Distance Vision tab this will only appear if the child The following S B4 School Checks Overview Date Allocated 16 04 2014 Status CONSENT REQUIRED hwoge Verba There are no child health questionnaires There are no dental checks There are
103. ooperative Immunised Immunisation is undertaken at time of check if the provider is allowed to give them i e not referred to anyone Referred Four year old check has not been done Child is referred for further services Does not mean a confirmed appointment For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 Page 50 B4 School Check User Manual v1 0 April 2011 14 PARENTAL EVALUATION OF DEVELOPMENT STATUS PEDS PEDS is a questionnaire for parents caregivers relating to a child s development 4 Click B4School YYYY button Click on the Add New link New SP to the right of the PEDS heading Download the PEDS Form from the QuickPlace site http Awww2 moh govt nz b4schools For further information also see Field Descriptions for PEDS on Page 54 4 To complete the Shaded and Unshaded Score fields Complete the Score Form in Appendix 8 of the Handbook for Practitioners Parental Evaluation of Developmental Status Score Form Count the number of ticks for the shaded and unshaded boxes on the Score Form Enter these numbers into the respective fields on the B4SC IS screen 5 Practitioners will use Appendix 8 and 9 of the Handbook for Practitioners to identify the PEDS Pathway The pathway should be entered into the PEDS Pathway Type field 6 Click Save when finished April 2011 B4 School Check User Manual v1 0 Page 51
104. or hit Enter 9 Tip The wild card character can be used to help find the user Refer to the Use of wild card character when exact spelling not known subsection of the Search section earlier in this document In the following example User2 will be associated with the Waiora PHO organisation which is the organisation the administration user chose when they logged in Multiple user names are listed because the wild card character has been used and searches only require the first two or more characters for text fields The search results show the organisations the searched users are associated with 8 Ifthe user is not on the list ensure that you have spelt their name correctly if they still don t appear follow the instructions for Create a new user on Page 96 April 2011 B4 School Check User Manual v1 0 Page 103 9 Select the relevant user from the list provided by clicking the Select link Select next to the user s name Surname Organisation Official emm Name Given N i iven Name mm Results ployee Name Organisation Teri Hatcher Sunshine PHO 17 02 2011 Teri Smithy Nelson Marlborough DHB 27 04 2011 1 Figure 69 Employee Search Screen 10 This will open the Employment screen Employee and Organisation should already be populated for you Employment ee LR Saef MB view Organisation Back Employment Period Employee uc Teri Smithy Organisa
105. orm Question 1 PEDS 1 Global cognitive Comments Figure 34 PEDS Report Link Printing PEDS 2 Click the Print button above the PEDS Response Form Sample of Printed PEDS Current User Hari Chhiba 5 Cearsertury Plovhet B B4School Last Login 1804 3011 11 0438 am riick Ministry of Health MANAGEMENT MY ORGANISATION MY DETAILS LOG OUT H af ei gt bi Page Width Select a format SW Export ga A PEDS RESPONSE FROM Child Details Child s Name Zam bi Dayal Parent s Name Maggie May Child s Birthday 31 01 2006 Child s Age 5 Today s Date 18 04 2011 PEDS Questions April 2011 B4 School Check User Manual v1 0 Page 53 Field Descriptions for PEDS Entered by Name of the person who entered the details into the B4SC IS if different from the person who completed the check in Check By see below Checked by Important Name of the person who performed the PEDS check Enter a name manually or click the 2 icon This is the name of the person who performed the check and signed on the form and not the data entry person The checked by person can be different for different checks for the same child e g nurse ear and vision technician etc Date Completed Date the check was completed Completed PEDS Form has been completed No issues and nothing outstanding Declined Check cannot be done Caregiver declined to fill in PEDS form Referred Child is referred for further services Does n
106. ot mean a confirmed appointment For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 Additional Resources The B4SC A Handbook for Practitioners Parental Evaluation of Developmental Status Page 36 Appendix 7 Parental Evaluation of Developmental Status Parent Response Form Page 66 Appendix 8 Parental Evaluation of Developmental Status Score Form Page 67 Appendix 9 Parental Evaluation of Developmental Status Interpretation Form Page 68 Page 54 B4 School Check User Manual v1 0 April 2011 15 STRENGTHS AND DIFFICULTIES QUESTIONNAIRE SDQ Children often reach primary school with undetected or untreated developmental or behavioural problems Evidence shows that parents and teachers can accurately identify children with socio emotional and mental health problems In the B4SC IS there are two SDQs one for parents caregivers and one for teachers refer Overview screen below The SDQ used Is very similar for both parents and teachers Child Health Questionnaire Created 2062019 Status Campleied Feieren Gubcome Compleled Add Fo Us g s Dental Created 20G2019 Statue Completad Referred Outcome Referred Ada Foly lip dh Growth Created WOR2010 Status Completed Referred Gutcome Refecrad Add Fotoe Up d Immunisation Created 2106 2017 Status Completed Fisfered Oubteome Referred idd Folow Up d PEDS Lrested VOG2010 Statusin Progress Ja dh The
107. p g s Distance Vision Created 18 08 2008 Status Completed Referred Outcome Referred Add Follow Up da B4School Follow Up Checks Distance Vision Created 18 08 2008 Status Completed Outcome Pass Bilaterally All outcomes above must be either Pass Completed or Declined before completing this Child s Before School Checks record Checks Completed PR All B4School checks completed and all referrals are completed before closing the campaign Close Record a Audit Notes Audit Notes Figure 23 Overview Screen April 2011 B4 School Check User Manual v1 0 Page 37 ENTERING THE CHECK RESULTS 11 CHILD HEALTH QUESTIONNAIRE CHQ This component documents general information on the child s health and highlights any current concerns requiring further investigation from the caregiver s perspective Undertaking the Child Health Questionnaire 4 Click on B4School fen tab 2 Click the Add New link 22 oP on the right of the B4 School Check Overview screen circled below Overview RVJ7909 Zambi Dayal hate Download Consent Formi B4 School Checks Overview Provider Notes Allocated Provider Mart Chhiba Date Allocated 18 04 2011 Status NOT STARTED b i Events Consent Given Yes No ONA erral Summa K Consent Type Written Verbal NW Pos Given By Mrs Maggie May Mother J Access Rights Date a 04 2011 Child Health Questionnaire There are no child health que
108. process These may include phone calls or other forms of communication B4School YYYY screen links Displays the Child s overview screen where you can see the status of all Checks and enter information for checks Provider Notes A Provider may want to create a note against a child record as a reminder to do something or log a concern to be followed up The Notes section enables the Provider to send notes to the Coordinator about a child record The notes are flagged in the Assigned Completed or Closed lists in the Allocation tab for the Coordinator to view Events provide a record of contacts with the provider relating to the child s B4SC process These may include phone calls or other forms of communication See Events on Page 65 for further information Referral Summary This provides a Summary of any referrals resulting from this child s check results It provides a list of the referrals their Status and who the child was referred to Documents Documents relating to the child can be uploaded onto the B4SC IS Access Rights Providers can give other providers read and or write access to a child s B4SC details Page 64 B4 School Check User Manual v1 0 April 2011 18 EVENTS Events provide a record of contacts with the provider relating to the child s B4SC process These may include phone calls or other forms of communication 18 1 Add event 4 When you are in a child s record you are able to add an
109. racts Once a child is deceased the child s record cannot be changed However the caregivers can be this is to accommodate possible future functionality where multiple children are linked to the same caregiver The child will no longer appear in allocation or management searches however they can still be found in All DHB searches but cannot be allocated If they are currently allocated their B4SC record is closed Removing Dates of Death must be done via the helpdesk B4School Ministry of Health MANAGEMENT MY ORGANISATION MY DETAILS Search for a Child NHI Number Baarn SoS First Name PO OE Surname Search New Child Results Provider Surname First Name T User Veale Trinity S5AD1170 29 09 2006 Current Last Login 20 08 2041 LOG OUT DOB Gender DOB Gender Suburb City Female Palmerston North Figure 17 Deceased Child in Result Screen B4School Ministry of Health MANAGEMENT MY ORGANISATION MY DETAILS LOG OUT Child Information SAD1170 Trinity Veale Ki deceased Child Information Child Information amp Allocation History Names Preferred Name Title E Events First Name Middle Name Surname Other Names There are no other names ONA Cardinal Figure 18 Deceased Child Child Information Screen Page 30 B4 School Check User Manual v1 0 April 2011 PROVIDER FUNCTION MANAGING B4 SCHOOL CHECKS To enable details of the Checks to be entered
110. re ara no SOC Parent questionnaires There are no SOO Teacher questionnaires The screens for these are similar except that the input is from the two sources The Teacher screen has an additional Not Applicable outcome option where there is no teacher April 2011 Click B4School YYYY button Click on the Add New link 44 New 5 to the right of the SDQ Parent or SDQ Teacher heading The screen on the next page will appear Download SDQ Form by clicking the link Download Parent form at the top left of the screen On the Teachers SDQ screen the link states Download Teacher form The forms are also available from appendices in the handbook for practitioners For further information also see Field Descriptions for SDQ on Page 57 Note The Parent and Teacher SDQ forms have the same questions with some variations Record scores All questions above the Other Comments field must be entered If the Difficulties question is answered No the Calculate Scores button will become available for clicking If the Difficulties question is anything other than No the remainder questions must be entered before the Calculate Scores button becomes available Click the Calculate Scores button d Calculate Scores J to Calculate the SDQ scores When all questions have been scored the Calculate Scores button will be available to click Click Save when finished B4 School Check
111. ril 2011 Add Sibling 1 2 April 2011 Click the Add Sibling link zz ck dl This will open a section of the CHQ screen to add siblings for the child Add details of the sibling Siblings Deeg the child have brothers amd sisters m show Details lam Mame De sence Jang amp Female Se Paul 2 Male Figure 26 Sibling Screen Either tab to the next question on the CHQ screen or click Save at the bottom of the CHQ screen The Overview screen will be displayed if the Save button is clicked To delete the details the new sibling details window or to delete previously entered siblings click the Delete icon Xx next to the entry to be deleted Note The age of a sibling can only be entered as a whole number If the sibling is not yet one year old then enter the age as 0 B4 School Check User Manual v1 0 Page 41 Add Pre conditions 4 Click the Add Pre Condition link lt e This will open a section of the CHQ screen to add any pre conditions the child may have 2 Add details of the pre condition Pre Conditions Deag the child have ary pre Conditiens Figure 27 Preconditions Screen 3 Either tab to the next question on the CHQ screen or click Save at the bottom of the CHQ screen The Overview screen will be displayed if the Save button is clicked 4 To delete the details of any pre conditions click the Delete icon next to the entry to be deleted Add Medication
112. rk developmental potential and health status The framework covers screening education and support services and is offered free to all NZ children from birth to five years www moh govt nz wellchild See also B4 School Check Page 108 B4 School Check User Manual v1 0 April 2011 Wild card character April 2011 A character used in text field searches to replace one or more unknown characters e g search criteria s t h will find all names starting with s and that contain a t and an h in that order e g Smith Stephenson St Joseph Refer Use of wild card character when exact spelling not known section of this document Extensible Mark up Language Is a set of rules for encoding documents in machine readable form XML schemas are used to convert a document or data into the machine readable form and then convert back into human readable form for recipient use There are many types of XML schemas and the same one must be used to convert a machine readable XML file into a human readable file XML and XML schemas operate behind the scenes B4 School Check User Manual v1 0 Page 109 APPENDIX A 25 NAVIGATING THE SCREENS 25 1 Mouse and keyboard After logging in a screen similar to the following will appear B4School Ministry of Health ALLOCATION Hr ORGANISATION MY DETAILS REPORTS LOG OUT Child Allocation MHI Mumbar Age From First Name DOB From
113. rom Overview Screen This will open the respective check screen April 2011 B4 School Check User Manual v1 0 Page 73 3 5 6 Page 74 Click the Add referral link 4 Referral Sp located in the bottom right corner of the check screen The referral screen similar to the one below will appear RQE4395 Zachary Barnes Overview Provider Notes Events Referral Summary Documents Access Rights Note Referral Referral Type Referral Status Referred To lf other provide details Provider Details Date Referral Sent Date Acknowledgement Received Date Intervention Started Date Intervention Completed Reason for Referral Notes Date Referral Completed Figure 46 Referral Screen Updated Screen In Progress Community dietician d 18 04 2011 ch Add Referral Event oF There are mandatory fields to complete the overall check and some further ones to close it For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 Fill in the required information All yellow boxes are mandatory For further information on these fields see Referral Rules and Field Descriptions on Page 75 Click Save button The Overview Screen should be redisplayed or click the B4School YYYY L or click the Overview link EE Overview uo the left panel The word Referred is added against
114. ror will appear Microsoft Internet Explorer X AN Please select a valid employee for checked by field Date Completed Date the check was completed April 2011 Declined Check cannot be done Child or caregiver chose not to answer the questionnaire Completed Check completed All details added to the B4SC IS No issues and nothing outstanding Referred Child is referred for further services Does not mean a confirmed appointment For further information on referrals see Referrals on Page 73 and Referral Rules and Field Descriptions on Page 75 B4 School Check User Manual v1 0 Page 43 DENTAL CHECK The B4SC includes promoting oral health to parents and doing the lift the lip check of dental decay in children It is also an opportunity to check that children are enrolled with their local dental service 1 Click the B4School YYYY button 2 Click the Add New link 44 Mew oF to the right of the Dental Check heading 3 Enter the relevant information For further information also see Field Descriptions for Dental Check on Page 45 Dental Check RVJ7909 Zambi Dayal Overview Add Dental Event oF Provider Notes Dental Events Lift The Lip Referral Summary Progression of Decay 4 has decay in adult teth Documents Access Rights Lift The Lip Notes Enrolment Enrolled O Yes No has advise mother to see the school dental nurse Enrolment Notes
115. rt files through the B4SC IS Most fields of information from the B4SC IS are included in the files available for download 41 Login as a Coordinator 2 Click the Reports tab on the menu bar B4Schoo ALLOCATION Hr ORGANISATION MY DETAILS LOG OUT 3 Click Exports to view the list of export files available for download MY DETAILS REPORTS LOG OUT EXPORTS 09092009 C SV ASSIGNED 10092009 Age From CLOSED 10092009_1 T DOB From Status Campaign Year CLOSED 10097009 COMPLETE_10097009 4 Click the export file to download 9 Tip The number of files visible may vary depending on the types of checks within a coordinator s DHB In the above example the first file is a Comma Separated Variable file CSV which can be opened using MS Excel and other spreadsheet applications This CSV includes data taken directly from the database and adds additional calculated fields that support the B4 School Check programme Download and open the CSV file into Excel and follow the instructions in the section Simple analysis using the CSV file below The last four files are raw data using an XML format suitable for integration into compatible systems Page 86 B4 School Check User Manual v1 0 April 2011 22 USER ADMINISTRATION 22 1 Setting up access to the B4SC Information System Prerequisites 1 The B4SC IS is a web based application and requires access to the internet and browser software
116. rview screen will appear Reopen the Check For instructions see Re opening a check on Page 82 Click the Add Follow Up link 494 Fellow Up F on the right of the B4 School Check Overview screen circled below The overall status for the checks will change to In Progress Allocated Provider User 7 Date Allocated 2 06 2010 Consent Given CG yeas Me CHA Consent Type E Written GG Verba Green E Mr Joe Bloggs Guardian Date Ensari Child Health Questionnaire Created 21201 Status CLOSED Outcome Ceckinead Dental Creabed 202019 status CLOSE Gubtteme Completed Growth Crested 20201 Status CLOSED Outcome Completed Immunisation Created 2062010 status CLOSED Outcome Completed PEDS Created Wii Statue CLOSED Cubcorme Cechnied SDO Farani Created S062200 Status CLOSED QGutcome Cecined SOQ Teacher Created 2062019 Status CLOSED OQubteme Hon applicable Figure 53 Adding a Check after Closure Complete and Save the check On the Overview screen the check will be listed in the B4School Follow up Checks section of the child s Overview screen Bd School Follow Up Checks Growth Created vOb2010 Statue CLOSE Referred Gutcome Refered Child Health Questionnaire Created 21082070 Status CLOSED Referred Outcome Referrad Figure 54 Follow Up Checks section Close the child s check record once all checks and referrals have been completed For instructions refer to Close record on Page 81 B4 Sc
117. s name The Child Information screen should be displayed If another nan tab 4 Click the B4School YYYY displayed tab The overview screen will be Outstanding Referrals are shown on the Overview Screen as Outcome Referred You can also see a list of all Referrals that this child has had by clicking the Referral Summary in the Left Panel Overview amp Child information G DA Add Event 8 f Back Overview fisent Form B4 School Checks Overview Child Sumfnary Report Provider Notes AYSated Provider Mart Chhiba Date Allocated 25 08 2008 Status IN PROGRESS bal Events Consent Given Yes ONo ONA N Consent Type O Written Verbal Se Given By Mrs Kes Chibs Father v Pl Access Rights Date 18 08 2008 Ea Child Health Questionnaire Created 18 08 2008 Status Completed Outcome Completed Add Follow Up da Dental Created 18 08 2008 Status Completed Referred Outcome Enrolled and Add Follow Up dh referred Growth Created 25 08 2008 Status Completed Outcome Completed Add Follow Up ae Immunisation Created 25 08 2008 Status Completed Outcome Completed Add Follow Up g s PEDS Created 25 08 2008 Status Completed Outcome Completed Add Follow Up SDQ Parent Created 25 08 2008 Status Completed Outcome Completed Add Follow Up d SDQ Teacher There are no SDQ Teacher questionnaires Add New mifa Hearing Created 18 08 2008 Status Completed Outcome Pass Bilg terally Add Follow U
118. s working together Benefits of the B4SC IS to a provider include the ability to access data other service providers have generated and track and respond to frequent movements of a child if necessary DHBs and their agents will have access to the information for their population They can analyse and monitor data about their population to inform their planning and delivery of the B4SC service Page 2 B4 School Check User Manual v1 0 April 2011 2 2 Privacy Obligations for Users of the B4SC IS The collection exchange and management of health information about identifiable individuals held on the B4SC Information System falls within the provisions of the Health Act 1956 the Privacy Act 1993 and the Health Information Privacy Code 1994 HIPC The HIPC and Privacy Act 1993 can be accessed from the Privacy Commissioner s website www privacy org nz The HIPC provides a broad framework of controls for the management of information about identifiable individuals which is briefly summarised here as a guide to users information privacy obligations when delivering the B4SC The B4SC Privacy Policy provides further details on the use disclosure and retention of information collected as part of the B4SC Ministry of Health 2010 For a copy of the Privacy Policy go to www moh govt nz moh nsf indexmh policy b4school check information system users April 2011 B4 School Check User Manual v1 0 Page 3 2 3 Users of the System and their Roles T
119. search to execute lf the correct spelling of a name is not known or the spelling of a name in the database is incorrect some text based search fields allow for the use of the percent wild card character i e to replace one or more unknown characters One or more symbols can be used within a search field The following table provides examples of wild card character usage Small Smart Smeed Smith Smyth Smite sm No wildcard character sm All names starting with sm and is exactly the same as searching for sm only i e the symbol is not required S All names starting with the letter s only The symbol is required to meet the minimum two character input field length Smith Smyth Smythe Smithers but not Smite Sch Same results using sm th plus Schmidt Shannon Singh Deh All the above plus any surname that starts with or contains the letter h or H S t oh All names starting with s and that contain a t and an h in that order e g Smith Stephenson St Joseph oV o All names in the database irrespective of spelling This is not required if search criteria are entered into other fields This search string is not recommended as it will return a large number of records and slow the system down while performing the query i e Space All names co
120. sed The System will remove the child from the Provider s allocated child list Re opening a check 1 2 Page 82 Search for and select the child whose check record is to be closed Click the B4School YYYY appear tab The Overview screen will Scroll to the bottom of the Overview screen To reopen a Check Untick the Closed box All outcomes above must be either Fass Completed or Declined before completing this Child s Before School Checks record Checks Completed E Date First Completed ben 0 6 36 06 a m All B4School checks completed and all referrals are completed before closing the campaign Close Record BR Date First Closed ben 09 16 13 a m Audit Notes Figure 52 Reopening a Childs Record Click the Save button Untick the Completed box and click the Save button again You will be prompted to add Audit Notes at each stage Important A date First Completed and Date first Closed now appears in the B4SC Overview page these are read only fields These values were added to the XML export CSV export and child summary reports B4 School Check User Manual v1 0 April 2011 Add a check once a child s record is closed If a child s record has been closed and a follow up check is to be performed additional checks can be added 1 2 5 6 April 2011 Search for and select the child whose check record is to be closed Click the B4School YYYY tab The Ove
121. ser Manual v1 0 Page 87 22 2 User types and roles The B4SC system user types and their roles are outlined below National Coordinator Has a national overview of the B4SC process and liaises with various B4SC Coordinators to facilitate the B4SC process National Coordinators utilise the system to e Search for children within the target group nationwide e View alist of children in the target group i e turned four years old and require a check e View a child s information e View the status of B4SCs National Coordinators have Central Administrator access to the system to maintain details of system users nationwide Central Administrator access allows the National Coordinator to e Add and maintain DHB and regional organisations if the DHB has outsourced the coordinator function e Add and maintain provider organisations e Add and maintain employees in all organisations e Allocate roles and access rights for all employees e View the list of all employees and their relationships with other organisations e Set reset passwords B4SC Coordinator Operate at a DHB level and facilitate the B4SC process by dealing directly with the provider organisations within the DHB regions Coordinators utilise the system to e Search for children who have turned four years old nationwide e View children who have turned four years old in their region e Allocate children to provider organisations in their region assuming a centralised DHB
122. stionnaires C Aas new de Dental There are no dental checks Add New db Growth There are no growth checks Add New oa Immunisation There are no immunisation checks Add New db PEDS There are no PEDS questionnaires Add New of SDQ Parent There are no SDQ Parent questionnaires Add New oa SDQ Teacher There are no SDQ Teacher questionnaires Add New ga Add The Child Health Questionnaire screen will appear refer next page for screen shot 3 Enter details of the checks For further information also see Field Descriptions for Child Health Questionnaire CHQ on Page 43 to assist you in filling in the questionnaire 4 Click Save when finished Page 38 B4 School Check User Manual v1 0 April 2011 Sample Child Health Questionnaire Child Health Questionnaire RVJ7909 Zambi Dayal KK OK 7 Overview Provider Notes Events Referral Summary Documents Access Rights Download Child Health Questionaire form Child Health Questionnaire Family Doctor Medical centre name Medical centre phone Iwi Provider Well Child Provider Name Name of Preschool Location of Preschool School the child will attend at 5 years Siblings Does the child have brothers and sisters Pre Conditions Does the child have any pre Conditions Immunisations Tawa Medical Centre 0412345677 Redwood Schoal No Siblings found Add Sibling r No Pre Condition found Add Pre Condition r Please tick which immunisations the
123. t True Somewhat True Certainly True Stops and thinks Not True Somewhat True Certainly True Spiteful Not True SomewhatTrue Certainly True Better with adults Not True Somewhat True Certainly True Fearful Not True SomewhatTrue Certainly True Attention Not True O SomewhatTrue Certainly True Yes detinite Yes severe ee P Yes minar ONo ditficutties difficulties difficulties Less thane Lenath of Time O EN ode 1 5 months 6 12 months Over a year Distress Child Not at all Only a little Quite a lot A great deal Interfere with Life Not at all Only a little Quite a lot A great deal Friendships Not at all Only a little Quite a lot A great deal Learning Not at all Only a little Quite a lot A great deal Leisure Not at all Only a little Quite a lot A great deal Burden Not at all Only a little Quite a lot A great deal Clear Questions Scores Calculate Scores The scores will become read only once a question is answered the scores will be calculated once all questions are answered Use the Clear Questions button to clear the questions if you want to enter the scores manually CS ac Ca Ven Omg A LS Emotional Symptoms Score Peer Problems Score Conduct Problems Score Total Score out of 40 Hyperactivity Score Prosoacial Behaviour Score Checked
124. te to self or allocated by the Coordinator if the DHB chooses the centralised business model View the status of B4SCs allocated to their organisation Complete the B4SC requirements for children in their organisation View a child s information in their organisation Enter consent details B4SC results and referral confirmations into the system Local Administrator The Lead Provider and Co ordinators may also have Local Administrator access to maintain details and passwords of employees of that provider organisation DHB Local Administrator access allows the Lead Provider to Add and maintain employees to their organisation Allocate roles and access rights for these employees Set passwords View the list of employees in their organisation and their relationships with other organisations April 2011 B4 School Check User Manual v1 0 Page 89 Provider Providers directly perform the B4SCs in their provider organisation The provider can View children who have turned four years old that are assigned to them Search for children who have turned four years old nationwide Return children to the B4SC Coordinator that are not part of their organisation cohort View the status of B4SCs allocated to them View a child s information allocated to them Complete the B4SC requirements for children allocated to them Enter consent details B4SC results and referral confirmations into the system Vision and Hearing Technician VHT The rol
125. th check 117 Provider function Immunisation check 117 Provider function Parental Evaluation of Development Status PEDS 117 Provider function Strengths and Difficulties Questionnaire SDQ 118 Provider function Vision and Hearing screening 118 Add provider notes against a child record 119 25 1 Mouse and keyboard 110 Uploading documents against a child record 119 25 2 Navigating using the keyboard 111 Assigning provider access rights to specific child Notes and other keyboard options 113 records 119 Close a child s check record 119 APPENDIX B 113 April 2011 B4 School Check User Manual v1 0 Page iii Table of Figures Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Figure 39 Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Figure 47 Page iv SS AN Al Eeer 9 EAR ONET ee e Te E 9 el RE 10 AUS le e EE 12 Sorting Search Results cccccccsssseceecceeseeceeeceeaseceeeeeeeseeeeeseauseeeeeseeuseeeessseaeeeeesssageeeesseageeeeeegas 14 Adding a New E ING E 15 Child Information SCC EE 16 Child Information Screen Adding Inform
126. the Child Information screen Click the Add Caregiver link may need to scroll down Enter caregiver details yellow fields with asterisks are mandatory Click Save B4 School Check User Manual v1 0 Page 115 Provider function Load consent details re SE Si Search for child Click child s name This will open the Child Information screen Ensure Caregivers Details have been entered Click the B4School YYYY tab this will only appear if the child has been assigned to a provider The Overview screen will be displayed Click the Download Consent Form link Fill in the consent form Scan it to a PDF or embed an image of the signed form in another document such as Word or Excel Complete the consent related information no the Overview screen if consent given type of consent etc Click the Click here to upload document link to upload the scanned signed consent form Click Save Checks can now be added Provider function Child Health Questionnaire CHQ re ore Se YS search for and select a child Click the B4School YYYY tab This will open the Overview screen Click the Add New link to the right of the Child Health Questionnaire heading Complete the Child Health Questionnaire screen Add events siblings pre conditions medications and referrals as necessary Select an outcome Click Save Provider function Dental check Page 116 Nog Rw N 3 search for and s
127. the check in the Overview Screen tab The Referred link can be clicked to view the referral B4 School Check User Manual v1 0 April 2011 21 2 Referral Rules and Field Descriptions Referral RQE4395 Zachary Barnes Overview Provider Notes Events Referral Summary Documents Access Rights Referral Referral Type Referral Status Referred To lf other provide details Provider Details Date Referral Sent Date Intervention Started Date Intervention Completed Reason for Referral Notes Date Referral Completed Date Acknowledgement Received In Progress wi Community dieticiar 18 04 2011 H Canterbury Plunket 24 03 2011 fe 24 03 2011 E 43 04 2014 o Add Referral Event g s Figure 47 Referral Screen Fields Referral Rules and Fields continued next page April 2011 B4 School Check User Manual v1 0 Page 75 Mandatory to to Complete Check Referral Status Referred to If other provide details Provider details Date Referral Sent Date Acknowledgement Received Date Intervention Started Date Intervention Completed Reason for Referral Page 76 B4 School Check User Manual v1 0 Is a self populated field detailing where the referral has come from e g hearing This field with have the following four status types e In Progress the check can not be closed while the referral is in progress
128. tion Waitemata DHB Start Date if End Date User Roles Available Coordinator Local Administrator Alans Test Note Changes to a users roles will only affect the users security rights after the user has logged off the system and then logged back on Figure 70 Employment Period Screen 11 Add a Start Date for this employment period and if appropriate an end date click calendar icon 21 42 Select the appropriate Roles from the Available panel and click the gt button to assign the functionality to the new user for this organisation Tip A user can have a mix of roles for different organisations For example they can be a Provider at one organisation and a Local Administrator and Provider at another Page 104 B4 School Check User Manual v1 0 April 2011 13 Click Save H save in the menu bar at the top of the screen when finished The Edit Employee Details screen will be displayed and will show the associated user s original organisations plus the administrator s organisation In the following screen example Teri Smithy was originally associated with Nelson Marlborough DHB and now shows Teri Smithy s new association with Waitemata DHB MY ORGANISATION MY DETAILS LOG OUT Edit Employee Details Teri Smithy A Name and Comms Employee s Organisations Mi Employments Nelson Marlborough DHB Waitemata DHB vi Security Matrix Figure 71 Employments Screen 14 To continue with t
129. tional information including address Yellow fields marked with an asterisk are mandatory 7 Click Save 8 You must return to the Management screen and allocate the child before you can continue with the check Page 16 B4 School Check User Manual v1 0 April 2011 6 Search for a Child MHI Number First Harme George Surname Marks Search Hew Child Results 1 child found Provider Surname First Name NHI DOB Gender Suburb City Medical Fendalton JCG9231 09 04 2007 Male Christchurch 1 4 Onthe search results screen Click on the child s first name or last name to open the child s record Or 2 Click the Child Information Tab Information screen will appear Refer to Figure 7 on Page 16 and Figure 8 on Page 18 All yellow boxes marked with an asterisk are mandatory if itis visible The Child Input update details as necessary Click Save Important If any of the following fields are updated also inform the person responsible for updating the NHI register in your organisation Date of Birth Date of Death Ethnicity Gender Deprivation Quintile NHI number Address April 2011 B4 School Check User Manual v1 0 Page 17 MANAGEMENT Mr ORGANISATION MY DETAILS Child lnforrnnation GABO083 Abby Alexander A child tstormation Child Information AS baaton Helory H mis Si Events Preferred Mame Tite First Mame Middle Mame Sumamar Other Names There are no
130. ts The fourth column contains a Download icon that allows the user to download a document without checking it out i e the use wants a copy of the document and does not want to edit and upload it The Filename column contains the name of the file that was uploaded If an uploaded file contained spaces in the filename these are replaced with underscores _ during the upload process The Size KB column states the size of the file that was uploaded in kilobytes The files in the diagram above are test documents so are very small 1KB files The Version column states the version number of the document uploaded All documents are assigned version 1 when first uploaded Each time a document is checked in after being checked out and edited the version number is incremented by 1 The Uploaded column states the B4SC IS user name of the person uploading a document The On column shows the date the latest action was performed on the document i e last upload date or date of checking a document out The Comments column contains a comment indicator that indicates if a comment was written at the time the document was uploaded Hover the mouse over the indicator to view the comment B4 School Check User Manual v1 0 April 2011 20 3 View or download document The user can either view a document or download a copy ot it 4 Click the Download icon S next to the document to retrieve a copy of A dialog box will appear for t
131. will 3 Scroll to the bottom of the Overview screen All outcomes above must be either Fass Completed or Declined before completing this Child s Before School Checks record Checks Completed E Date First Completed ben 0 6 36 06 a m All B4School checks completed and all referrals are completed before closing the campaign Close Record o Date First Closed ben 0 9 16 13 a m Audit Hotes Figure 50 Closing a Childs Record 4 Click the 2 check boxes see above screen These check boxes will only be accessible once all the referrals are completed and all checks are either completed or declined 5 Add any additional notes relating to the closure or any other aspect of the checks in the Audit Notes field Tick the Checks Completed box Click the Save Button Tick the Close Record box Click the Save button ek a April 2011 B4 School Check User Manual v1 0 Page 81 11 The Overview screen will be redisplayed and the status of the checks will show as Closed Child Health Questionnaire Grated 202010 Status CLOSED Qutcome Decke Derital Lreater 2022019 status CLOSED Duic erie Completed Growth Crested 2062070 Statue CLOSEO Outcome Completed Immunisation Created W0e2070 Status CLOSED Outcome Completed FEDS created 19 Status CLOSE LutcpGepe Dechned SDO Farani Created 2082070 Status iLOSEL Outcome Decined SOQ Teacher Created 2082010 Status CLOSED Duite Hon applicable Figure 51 Check Displaying Clo

B4 School Check - Manaia Health PHO

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