MER - Medication Expiry Report

Overview

The Medical Records ‘Medication Expiry Report’ program helps you create a list of Student Medications, their Expiry Dates, and other important details. You can also email parents about upcoming expiration dates, either ad hoc or using Email Templates.

For templates to appear in this program, the ‘Category’ field must be set to ‘Student Medication (STUMCN)' in TASS.web System Admin > Utilities > Email Settings on the ‘Email Templates’ tab.

A default ‘Student Medication Expiry Notification’ email template is available in TASS.web System Admin > Utilities > Email Settings on the ‘Email Templates’ tab. You can modify this template to suit your school's needs.

You can use the Selection Criteria fields as 'data filters' to determine which students and medications are included in your report. There are five selection criteria categories: Medication Expiry, Student Details, Medical User Defined, Extra Curricular, and Events and Payments. You can combine any selection criteria categories to refine your results further.

Click the Selection Criteria category on the navigation bar to go to that section, or scroll down until you find the Selection Criteria heading you’re looking for.

Click here for an example.

Example

An example of the ‘Student Details’ selection criteria category on the navigation bar, and the ‘Student Details Selection Criteria’ section of the program.

To see a list of all medications on file at the school, leave all Selection Criteria category fields blank, then click ‘GO.’

Important!

When medical updates are submitted through Parent Lounge and have not yet been processed by an administrator, a warning message appears at the top of the screen when the program loads. It is advisable to process any updates before running this report.

Click here for an example.

Example

An example of the warning message that appears when there are unprocessed medical updates from Parent Lounge.

Medical updates from Parent Lounge can be reviewed and processed in TASS.web Student Admin > Medical Records > Student Information > Updates from Parent Lounge.

Click here for an Administrator Note.

User Security Permissions

Access to this program requires the ‘View’ permission to be enabled on the ‘Medication Expiry Report’ security point in TASS.web System Admin > Users > User Maintenance or Security Role Permissions.

My Saved Listings

The ‘My Saved Listings' drop-down menu at the top right corner of the screen allows you to select a report configuration that you have previously saved in this program.

Other users cannot access reports you create, and vice versa.

To create a new Saved Listing, enter your Selection Criteria, select your ‘Report Options’, then in the ‘Save this Report as’ field, type a report name or a meaningful descriptive title, and click ‘GO’.

Saved report names cannot be edited, so please select your report name carefully.

To modify an existing Saved Listing, select the listing from the ‘My Saved Listings’ drop-down menu, make the necessary changes, ensure that the ‘Save this Report as’ field has the same report name as the original, then click 'GO'.

To delete a Saved Listing, select the listing from the ‘My Saved Listings’ drop-down menu, then click the 'Delete' button on the right side of the drop-down menu.

A Saved Listing cannot be deleted if it is linked to an active schedule or has already triggered a scheduled occurrence, as TASS.web uses the listing record to maintain a history of when and to whom emails have been sent.

Medication Expiry Selection Criteria

The 'Medication Expiry Selection Criteria' section provides options to filter the generated report by medication expiry date, previous expiry notification dates, and whether notifications have been 'Sent' or 'Not Sent'.

Fields that require further explanation
Medication Expires	Use this field to choose the date or date range for medication expiry dates to include in the report.
Include Inactive Medications	Select this checkbox to include ‘Inactive’ medications in the report. Unselect this checkbox to include only ‘Active’ medications and exclude ‘Inactive’ ones. Medications can be flagged as ‘Active’ or ‘Inactive’ in TASS.web Student Admin > Medical Records > Student Information > Student Medical on the ‘Medications’ tab.
Expiry Notification Date	Use this checkbox to filter the report by a specific date or date range when medication expiry notifications were last sent to parents using this program.
Sent / Not Sent	Choose ‘Sent’ to filter the report to show only medications for which parents have already been notified about the expiry date using this program. Select ‘Not Sent’ to include only medications parents haven't been notified about. To use this filter, the 'Expiry Notification Date' field must be populated with a date or date range.

Student Details Selection Criteria

The 'Student Details Selection Criteria' section offers options to filter the report based on student-specific details, enabling the inclusion of particular students.

Fields that require further explanation
Student(s)	Use this field to filter the report to include only specific students. Enter a student's name or student code, then select their name from the drop-down list to add them as a report filter. You can add multiple students to this field. Click the ‘X' next to the student’s name to remove them from the list. When a student is selected, the other ‘Student Details Selection Criteria’ fields are disabled, so no further options can be chosen from these criteria.
Year Group	Use this field to filter the report by Year Levels. Click the down arrow, then select the desired Year Levels for the report using the checkboxes.
Form Class	Use this field to filter the report by Form Class(es). Enter the Form Class value that you want to include in the report.
PC/Tutor Group	Use this field to filter the report by PC/Tutor Group(s). Enter the PC/Tutor Group value you want to include in the report.
House	Use this field to filter the report by House(s). Click the down arrow, then select the desired House(s) for the report using the checkboxes.
Campus	Use this field to filter the report by Campus(es). Click the down arrow, then select the desired Campus(es) for the report using the checkboxes. This field only appears when more than one campus is configured for the school in TASS.web Student Admin > Student Records > Setup Information > Student Records Setup on the ‘Campuses’ tab.
Boarder	Select ‘Yes’ to include only ‘Boarding’ Students in the report. Select ‘No’ to include only ‘Non-Boarding’ Students in the report, and exclude ‘Boarding’ students. Leave this field blank to include both ‘Boarding’ and ‘Non-Boarding’ Students in the report. This field only appears when a Boarding School configuration is enabled in TASS.web Student Admin > Boarders > Setup Information > Boarders Setup.
Include Non-Current Students	Select this checkbox to include ‘Non-Current’ students in the report. Unselect this checkbox only to include ‘Current' students in the report, and exclude ‘Non-Current’ students. The term 'Non-Current' includes both 'Past Students' (those with a past leaving date) and 'Future Students' (those with a future entry date).
Alternate ID	Use this field to search for a student by their ‘Alternate ID’ in the Student Record. This field allows wildcard searches ('*' and ‘?). Refer to the ‘Search Engine’ article for more details about 'wildcards’.
Religion	Use this field to filter the report by Religion. Click the down arrow, then select the desired Religion(s) for the report using the checkboxes.
Age … From/To	Use this field to filter the report by student age range. Example To search for students aged between 10 and 12, enter the following: The student's age is calculated by comparing their birth date to the report's generation date.
Date of Birth	Use this field to filter the report by a student’s date of birth or a birthday date range.
Gender	Use this field to filter the report by Gender. Click the down arrow, then select the desired Gender(s) for the report using the checkboxes.
Multi Parenting Arrangements	Select ‘Yes’ to include only students with multi-parenting arrangements. Select ‘No’ to include only students without multi-parenting arrangements, and exclude any students with multi-parenting arrangements. Leave this field blank to include both students with and without multi-parenting arrangements.

Medical User Defined Selection Criteria

The ‘Medical User Defined Selection Criteria' section offers filters to report on students with specific 'Medical User Defined’ field entries in their medical records.

The available fields in this section vary between schools according to their medical user-defined configurations.

Medical user-defined fields can be configured in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup on the ‘User Defined’ tab.

Medical user-defined data can be maintained on student medical records in TASS.web Student Admin > Medical Records > Student Information > Student Medical on the 'General’ tab.

The 'Medical User Defined Text Selection Criteria' section will display if your school has user-defined fields set up as ‘Text Fields’.

The text fields allow wildcard searching ('*' and ‘?). Refer to the ‘Search Engine’ article for more details about 'wildcards’.

Extra Curricular Selection Criteria

The 'Extra Curricular Selection Criteria' section enables filtering the report to include only students with certain extracurricular activities.

Fields that require further explanation
Year	Use this field to filter the report by specific years in which Extra Curricular Activity Groups have been created.
Semester	Use this field to filter the report by specific semesters in which Extra Curricular Activity Groups have been created.
Activity	Use this field to filter the report by Activity Group. Click the down arrow and use the checkboxes to select the Activities for the report.
Activity Level	Use this field to filter the report by Activity Level. Click the down arrow and use the checkboxes to select the Activity Levels for the report.
Year Group	Use this field to filter the report by Year Levels for which Extra Curricular Activity Groups are available. Click the down arrow and select the desired Year Groups using the checkboxes. When creating the activity, you can select the Year Groups it will be available to in the ‘Sign Up Options’ section.
Unit This label is customisable.	Use this field to filter the report by specific ‘Units'. Click the down arrow and use the checkboxes to select the units for the report. This field name is customisable. The label for this field is derived from the ‘Description for Unit’ field in TASS.web Student Admin > Extra Curricular > Setup Information > Extra Curricular Setup on the ‘Extra Curricular’ tab. The drop-down list is filled with sequential unit numbers from 1 to the maximum unit number specified in TASS.web Student Admin > Extra Curricular > Setup Information > Extra Curricular Setup on the ‘Extra Curricular’ tab.
Priority	Use this field to filter the report by the priority number specified for the student and the Extra Curricular Activity.
Student Acknowledgement	Enter ‘Y’ to include students who have indicated their interest in joining the extra-curricular activity group. Leave this field blank to include both students who have and have not indicated their interest.
Parent Acknowledgement	Enter ‘Y’ to include students whose parents have indicated interest in their child’s participation in the extra-curricular activity group. Leave this field blank to include both parents who have acknowledged and those who have not acknowledged their child's involvement.

Events & Payments Selection Criteria

The 'Events and Payments Selection Criteria' section provides filtering options to include only students with specific event and payment-related field values.

Fields that require further explanation

Event / Payment

Use this field to filter by Events & Payments set up in Staff Kiosk Events > Events & Payments.

Click the down arrow and select the desired Events using the checkboxes.

This drop-down lists all Events and Payments with the ‘Approved’ status.

Student Status

Use this field to filter by each student’s status for the Event. Use the drop-down list to select the desired status.

You can search for all students, students who have accepted, students who have not accepted, and those who have declined.

Report Options

Sorting	Sort by Then by	Use the ‘Sort by’ and ‘Then by’ drop-down lists to select the sort order for which data will appear in your listing. You can sort by Expiry Date, Student Name, Year Group, Form Class, PC/Tutor Group, Gender, House, Campus, Boarder, Date of Birth or Religion. Click the 'Toggle Sort Order' icon to switch the sort order of columns between ascending (A-Z) and descending (Z-A) order. Click the 'Include Subtotals' icon to add the subtotal figure to your report. The report will subtotal based on the first 'Sort by' option. The ‘Include Subtotals’ feature is only available for PDF, Excel®, and Word® reports. It is not available for ‘Screen with Hyperlinks’. Click the 'Include Page Break' icon to include a page break between each subtotal. The ‘Include Page Break’ feature is only available when 'Include Subtotals' is selected.
Export To	Export to PDF Export to Excel® Export to Word® Screen with Hyperlinks Generate Emails	Choose the export format for the report. Export options include PDF, Excel®, Word®, a screen with hyperlinks, and the ability to generate emails. The ‘Screen with Hyperlink’ option contains a link to the student’s Medical Record. For more information about PDF, Excel, Word, and Screen with Hyperlink exports, see the ‘Report Export Format’ section below. When you select 'Generate Emails' and click ‘GO,' you'll be prompted to choose which parent(s) to send your message to. Then, you can either type your message or select a template. Click here for Adminstrator Notes for Generating Emails. For templates to appear in this program, the ‘Category’ field must be set to ‘Student Medication (STUMCN)' in TASS.web System Admin > Utilities > Email Settings on the ‘Email Templates’ tab. A default ‘Student Medication Expiry Notification’ email template is available in TASS.web System Admin > Utilities > Email Settings on the ‘Email Templates’ tab. You can modify this template to suit your school's needs. To receive emails from this program, the Parent Record must be linked to the Communication Rule(s) selected for ‘Communication types for Medical notifications’ in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup on the ‘Parent Lounge’ tab. Parent Records can be linked to a Communication Rule via the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘Addresses & Comm. Rules’ tab. When the ‘Expiring Medication List’ keyword is selected, it generates a table with columns for Student Name, Medication, and Expiry Date. For more information on how to generate emails from this program, refer to the 'How to Generate Emails' article.
Formatting Options	Show Table Borders	Use the 'Show Table Borders' checkbox to add borders to the table in the report and improve the readability of your listing.
	Alternate Row Colours	Use the 'Alternate Row Colours' checkbox to show alternating colours for each row in the report table and improve the readability of your listing. Alternate Row Colours are not available when exporting to Excel®.
	Given Names / Preferred Name / Both	Use the drop-down list to select the name format in your report and how student names will appear: Given Names, Preferred Name, or Both.
	Portrait / Landscape	Choose your preferred page orientation: 'Portrait' or 'Landscape'. For PDF and Word® only.
Additional Fields	To include additional data fields in your listing, highlight them with a mouse click. This is a multi-select field. Hold down the 'Shift' key to select a range of fields, or hold down the 'Ctrl' key to select multiple individual fields. Click here for a list of all additional fields that are available in this report. --Student Info-- Alternate ID Boarder This ‘Boarder' option is only displayed when a Boarding School configuration is enabled in TASS.web Student Admin > Boarders > Setup Information > Boarders Setup. Campus This ‘Campus’ option is only displayed when multiple Campuses are configured in TASS.web Student Admin > Student Records > Setup Information > Student Records Setup on the ‘Campuses’ tab. Date of Birth Date of Leaving Email Date of Entry Entry Year Group Form Class Gender House Parent Code PC/Tutor Group Religion Year Group Multi Parenting Arrangements --Other Student Fields-- Last Verification Date The ‘Last Verification Date’ field contains the date the parent last verified the student’s medical record in Parent Lounge Student Details > Medical Details. --Medical User Defined-- User-defined fields for student medical data can be configured in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup on the ‘User Defined’ tab.
Report Title	The default report title is ‘MEDICATION EXPIRY REPORT’. This field allows you to enter an alternative name for this report.
Save this Report as	This optional field can be used to create a new Saved Report or update an existing one. To create a new Saved Report, enter a report name here. To edit an existing Saved Report, leave the report name as is. If an existing Saved Report was selected when opening this program, the current Saved Report configuration will be overwritten if you make changes on this screen. To create a new version of the Saved Report, enter a new report name in this field. If you fill out this field and click ‘GO,' your current report configuration will be saved under the entered name and appear in the ‘My Saved Listings' drop-down menu at the top right. Saved report names cannot be edited, so please select your report name carefully.

Click ‘GO’ to generate your report in the selected export format.

Click ‘Next >>’ to generate an email that can be sent to parents.

Refer to the ‘Export To' section above and the 'How to Generate Emails' article for more information on creating emails.

Report Export Format

When exporting to PDF, Excel®, Word®, or Screen with Hyperlinks, the report will be produced in the following format.

Column Heading	Details
Student Code	The ‘Student Code’ from the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab.
Given Names / Preferred Name	The ‘Given Name’ or ‘Preferred Name’ of the students from the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab. The type of name that appears is based on the ‘Report Options' selected in ‘Given Names / Preferred Name / Both’ field of this program. When ‘Screen with Hyperlinks' is selected, this column's values become hyperlinks to the student’s medical record.
Surname	The ‘Surname’ from the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab.
Year Grp	The ‘Year Group’ from the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab.
Boarder	This field shows 'Y' if a ‘Boarder Type’ has been defined on the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘Boarders' tab. It shows ‘N' if a 'Boarder Type’ has not been defined.
PC/Tutor Group	The ‘PC/Tutor Group’ from the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab.
Gender	The ‘Gender Code’ from the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab. Gender Codes are defined in TASS.web Community > Setup Information > Genders Setup.
Medication	This field displays the name of the ‘Medication’ from the student’s Medical Record in TASS.web Student Admin > Medical Records > Medical Information > Student Medical on the ‘Medications’ tab.
Current Medication	This field displays the 'Status' of the ‘Medication’ from the student’s Medical Record in TASS.web Student Admin > Medical Records > Medical Information > Student Medical on the ‘Medications’ tab. This column appears only if the ‘Include Inactive Medication’ checkbox is checked in the ‘Medication Expiry Selection Criteria' section of this program.
Expiry Date	This field displays the ‘Expiry Date' of the medication from the student’s Medical Record in TASS.web Student Admin > Medical Records > Medical Information > Student Medical on the ‘Medications’ tab. The date is formatted as dd/mm/yyyy. If there is no expiry date, the field will be blank.
Status	If the expiry date is before the current date, the status will display as ‘Expired'. If the expiry date is on or after today, it will display as 'In Date’. If no expiry date is provided, the field will remain blank.
Current Schedule	This field indicates if there is a current medication dispensing schedule for the student in TASS.web Student Admin > Medical Records > Medical Information > Student Medical on the ‘Medications’ tab. This field shows 'Y' if there is a current medication dispense schedule for the medication. It shows ‘N’ if there are no current schedules for the medication.
Additional Fields	The columns to the right of the ‘Current Schedule’ column are the ‘Additional Fields’ selected when generating the report. Refer to the ‘Additional Fields’ section above for more information.