MER - Illness Tab

Mandatory. Enter a current student code, or execute a search by clicking on the 'Binoculars' icon.

Once this field has been populated, further fields will be populated based on information held on the student record.

A Medical Alert warning will display where the selected student has a medical condition which has an alert flag. A message will display if the selected student already has a record entered for this date.

Mandatory. Enter the date of the illness record or check in.

Mandatory. Enter the time of the illness record or check in.

Mandatory. Enter a code of the medical condition, or select from a drop-down list of conditions.

Conditions are set up by your school in Student Admin > Medical Records > Setup Information > Medical Setup.

Optional. Enter a treatment code, or select a treatment from the drop-down list.

Treatments are set up by your school in Student Admin > Medical Records > Setup Information > Medical Setup.

This medication grid displays all medication records for the student on the same date as the illness record, showing the statuses of ‘Dispensed’, ‘Cancelled’, and ‘Not-Dispensed’.

Fields that require further explanation
Medication	This column displays the name of the medication.
Dispense Time	This column indicates the time that the medication was dispensed in 12 hour format HH.MM am/pm. A time will only be shown in this column when the status is ‘Dispensed’. If the medication has been cancelled, “N/A” will appear in this column.
Scheduled Time	This column indicates the scheduled time that the medication should be dispensed to the student on the same date as the illness record.  A time will only be shown in this column if the medication has a dispensing schedule.
Dosage	This column indicates the dosage amount that the student received when the medication was dispensed on the same date as the illness record. A dosage will only appear in this column when the status is ‘Dispensed’.
Status	This column indicates the status of the medication and if it has been ‘Dispensed’, ‘Not Dispensed’ or ‘Cancelled’ on the same date as the illness record.
Action	From this column, you can dispense, view, edit, and delete medication dispense records. These actions are only available when the illness record is edited after the initial save. Click ‘Dispense’ to dispense scheduled medication to the student. The ‘Dispense’ link is only active for Scheduled Medications that have not been dispensed for the current day. Use the ‘Dispense Medication’ button directly above the Action column to dispense non-scheduled medications to the student. Click ‘View’ to see more information about the medication dispense record. Click ‘Edit’ to edit the medication dispense record. The ‘Edit’ link is only active when the medication has been dispensed from this screen. Click ‘Delete’ to remove the medication dispense record. The ‘Delete’ link is only active when the medication has been dispensed from this screen.

Click the 'Dispense Medication' button to administer medication to the student. Refer to the ‘Medication Dispensing’ section below for more infomration.

The ‘Dispense Medications’ button will only appear above the Medications grid when this screen is in ‘Edit’ mode. Click ‘Save and Dispense Medication’ to enter into this mode.

Medication records and schedules can be maintained on ‘Medications’ tab or the ‘Medical Conditions’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical. 

Optional text entry. Enter medication given to the student.

This field is being replaced by the Medication Dispensing system above. It will be modified in future to only show historical information.

Optional. Select Yes or No from the drop down,

Optional text entry. Enter the details of the illness. 

This information might not be known when adding the entry, but the record can be later edited to include this information.

The date that the student leaves the medical facility.

Entered by

This field automatically populates with the user's code upon saving the record.

This information might not be known when adding the entry, but the record can be later edited to include this information.

The time that the student leaves the medical facility.
Where the Date of Discharge has been entered, the time must also be entered, and the record will not save until this field is completed.

Entered on

This field automatically populates upon saving the record.

Optional text entry. Enter the details of the illness or medical facility visit.

When ticked, these checkboxes send notification templates to parents via email, alert notification or SMS when the Illness Record is created.

Notifications are sent to parents listed as ‘Emergency Contacts' on the student's 'Addresses and Communication Rules’ tab.

•  An email will be sent to parents

• Uses text and keywords from TASS.web System Admin > Utilities > Email Settings > System Email Template > Student in Sick Bay Notification to generate and send customised emails to the student's Emergency Contacts.

•  An Alert will be created to Parent Lounge for the parents

• Uses text and keywords from the 'SMS Details' field in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup > Medical tab to generate and send customised Alert Notifications to the student's Emergency Contacts in Parent Lounge and the Parent Orbit app.  

•  An SMS will be sent to the parents

• Uses text and keywords from the 'SMS Details' field in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup > Medical tab to generate and send customised SMS to the student's Emergency Contacts with SMS notifications enabled on their Parent Record > Address tab.   

• To utilise this feature, the school must have an SMS Gateway set up in TASS.web System Admin > Utilities > API Gateway Maintenance > External API's > SMS Gateway APIs.

Click the 'Parent Contact Info' link to view contact details of parents listed as Emergency Contacts. Click the 'Email' icon to draft and send an email to one parent and/or the student. Click 'Email All' to send the same email to all parents and/or the student.

A history of notifications sent can be viewed in the Student and/or Parent Communication Logs.  For more information refer to:

• TASS.web Student Admin > Student Records > Student Information > Students > Communication Logs tab.

• TASS.web Student Admin > Parent Records > Parent Information > Parents > Communication Logs tab.

To check if an SMS has been sent or is pending click 'Manage Queue' in TASS.web System Admin > Utilities > API Gateway Maintenance > SMS Gateways.

The ‘Notifications Log’ only appears after the Illness Record has been saved and notifications sent. The 'Notifications Log' link displays a history of notifications that were sent to parents when the Student Illness Record was originally created.  It does not update when additional communications are sent.  

Fields that require further explanation

*Student

This read-only field displays the name of the selected student.

*Medication

Select a medication to dispense to the student.

The ‘Non-Script Medication’ section contains any medications that have been defined by your school on the ‘Non-Script Medication’ tab in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup.

The ‘Student’s Medications’ section contains any medications that have been defined for the student on the ‘Medications’ tab or ‘Medical Conditions’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.

Method of Use

This read-only field displays ‘Method of Use’ information from the medication record selected above.

Further Details

This read-only field displays ‘Further Details’ from the medication record selected above.

*Dosage

Enter the dosage the student will receive/has received, up to 100 characters.

Each school will have different requirements for what needs to be recorded here. Please refer to your school's medication guidelines for more information.

Last Dispensed

This read-only field displays information about when the selected medication was last dispensed in TASS.web. If the student has not previously has the medication dispensed in TASS.web “Not Previously Dispensed” will display instead.

An alert message will appear when the elapsed time since the ‘Last Dispensed' is less than the ‘Minimum time between doses’.

The ‘Minimum time between doses’ field is located on the ‘Medications’ tab and the ‘Medical Conditions' tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.

Medical User Defined (UD) Field Description

This field will only display when the following two conditions are met:

• A ‘Non-Prescription Medication’ has been selected above.

• A related ‘Medical User Defined Data’ field has been defined for the ‘Non-Prescription Medication’ medication on the ‘Non-Script Medication’ tab in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup.

The data in this field comes from the nominated ‘Medical User Defined Data’ field on ‘General’ tab of the Student Medical Record in TASS.web Student Admin > Medical Records > Student Information > Student Medical.

*Dispensed By

Select the name of the school employee who is dispensing the medication to the student.

This drop-down list displays all current employees from TASS.web Payroll HRM > Employee/HR > Employee Information > Employees.

When the current user has an Employee Code mapped to their user record, the default value for this field will be set to the current user.

*Date/Time Dispensed

Select or enter the time when the medication was dispensed in in DD/MM/YYYY and HH:MM am/pm format. The default date is the 'Date of Illness'.

*Note

Enter any notes related to medication dispensing for this illness record, up to 4000 characters.

Each school will have different requirements for what needs to be recorded here. Please refer to your school's medication guidelines for more information.