MER - Parent Lounge Tab (SU)

Overview

The ‘Parent Lounge’ tab in the Medical Setup program controls the Student Medical information and Medical Options available to parents on Parent Lounge. The permissions on this tab determine the medical information you want parents to view, update, and apply to all Parent Lounge users, including parents of Enrolled Students.

Click here for an Administrator Note.

User Security Permissions

Access to this screen requires the ‘Student Medical’ and ‘--- Parent Lounge tab’ permission points to be enabled in TASS.web System Admin > Users > User Maintenance or Security Role Permissions.

Parents are able to view and update the medical information that the school has on record for their child using Parent Lounge Student Details > Medical Details, they can also:

View illness details (sickbay records) using Parent Lounge Student Details > Illness Details.
View medical notes using Parent Lounge Student Details > Medical Notes.
Add new medication schedules and view the dispensed medication history using Parent Lounge Student Details > Medical Details > Medication.

Parents can submit Medical Record updates via Parent Lounge when:

Portal Security Permissions are enabled for 'Medical Details' and/or 'Medical Details - Enrolled Students' in TASS.web System Admin > Users > Portal Security Permissions.
The 'View & Edit' permissions are activated for each Medical Record sub-area in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup on the 'Parent Lounge' tab (this program).

Medical data can be entered for Enrolled Students in Parent Lounge Enrolled Students > Medical Details when the Enrolled Student record has met the ‘Minimum Enrolment Status for ‘Parent Only’ transfers’ set in TASS.web Student Admin > Enrolments > Setup Information > Enrolments Setup on the ‘Enrolments’ tab.

Updates that parents have submitted through Parent Lounge are processed into the TASS database using TASS.web Student Admin > Medical Records > Student Information > Updates from Parent Lounge. Users who have been granted permission for this program will receive a warning when they log in to TASS.web when there are unprocessed medical updates from Parent Lounge.

Parent Lounge Permission Setup

Before allowing parents to view and/or update medical information, go to TASS.web Student Admin > Medical Records > Student Information > Student Medical and view a record to see the fields on each tab (as detailed above) that will be available to the parents. If there are fields on any tab that should not be made available to parents, then set the Parent Lounge Permission to 'Do Not Display' for that tab (or section within a tab).

The medical information that is potentially available to parents and can be set up in 'View Only' mode or 'View and Edit' mode includes:

General Tab

Swimming Details.
General Medical Details (UD fields).

If you allow parents to view or edit General Medical Details, you will need to go to the 'User Defined' tab (in this program) and exclude any fields that you don't want parents to access.

Medical Conditions Tab

Medical Conditions – General Details.
Medical Conditions – Other Details (UD fields).
Medical Conditions – Attachments.
Medical Conditions – Condition Specific Notes.
Medical Conditions - Inactive Medical Conditions

The ‘Medical Conditions - Inactive Medical Conditions’ permission point controls parent access to view inactive medical conditions in Parent Lounge. When you choose to display Inactive Medical Conditions:

The words '(Non-Current)' will appear next to inactive conditions in Parent Lounge.
In the top right corner of the Medication Condition Details section, a green 'Current' icon appears for active conditions, and a red 'Non-Current' icon appears for inactive conditions.

The default is 'Do Not Display', so inactive medical conditions will not be visible in Parent Lounge unless activated.

When this permission is set to ‘View Only’, the Medical Condition 'Update' and 'Add Dispense Schedule' options are unavailable for non-current medical conditions.

If you allow parents to view or edit Medical Conditions, you must go to the 'Conditions' tab (in this program) and exclude any conditions that you don't want parents to access.

Medication Tab

Medication-related data can be viewed and maintained in the following program areas:

Parent Lounge Student Details > Medical Details > Medication
Parent Lounge Student Details > Medical Details > Medical Conditions > Medication.
Parent Lounge Enrolled Students > Medical Details > Medication
Parent Lounge Enrolled Students > Medical Details > Medical Conditions > Medication.

Enrolled Student data can only be entered when the Enrolled Student record has met the ‘Minimum Enrolment Status for ‘Parent Only’ transfers’ set in TASS.web Student Admin > Enrolments > Setup Information > Enrolments Setup on the ‘Enrolments’ tab.

The default setting for all permissions is 'Do Not Display', so medication data will remain hidden in Parent Lounge unless activated.

Terminology:

‘Condition-related medication’ refers to medication associated with a certain Medical Condition.
‘Non-condition-related medication' refers to medication that stands alone, where ‘no condition’ has been selected when the medication record was created.

Permission Point	Details
Medication - Details	This permission point controls parent access to view, add, and update medication details (condition-related and non-condition-related medications), including the ability to see if the medication status is Current or Non-Current in Parent Lounge. This permission also controls the visibility of the ‘Medication’ tab (side menu option) in Parent Lounge Medical Details. This option must be set to ‘View Only’ or ‘View & Edit' to grant permissions to the other medication-related permissions listed below.
Medication - Attachments	This permission point controls parent access to view, add, edit and delete medication-related attachments (condition-related and non-condition-related medications) in Parent Lounge.
Medication - Notes	This permission point controls parent access to view, add and update medication-related notes (condition-related and non-condition-related medications) in Parent Lounge. The 'Update' feature is only available while the note is awaiting review by the school. After the school accepts the Note, the parent cannot edit or delete it from Parent Lounge.
Medication - Dispense History	This permission point controls parent access to view the medication dispense history (condition-related and non-condition-related medications) in Parent Lounge. The 'Dispense History' section allows parents to view the 10 most recently dispensed medications for the selected student, organised in descending order by Dispense Date and Time. This includes the Dispense Date and Time, Dosage, and Status. The 'See All' button provides further details about other dispensed medications. The data in this section comes from TASS.web Student Admin > Medical Records > Student Information > Dispense Student Medication.
Medication - Dispense Schedule	This permission point controls parent access to view, add, edit and delete medication dispensing schedules (condition-related and non-condition-related medications) in Parent Lounge. This is where parents can create a new dispensing schedule for the selected student and medication. When a new Dispense Schedule is submitted or an existing schedule is edited in Parent Lounge, an Administrator must approve the change in the ‘Updates from Parent Lounge’ program before the medication appears in TASS.web Student Admin > Medical Records > Student Information > Dispense Student Medication.
Medication - Inactive Medications	This permission point controls parent access to view inactive medications (condition-related and non-condition-related medications) in Parent Lounge. When you choose to display inactive medications, the words '(Non-Current)' will appear next to inactive medications in Parent Lounge. In the top right corner of the Medication Details section, a green 'Current' icon appears for active medications, and a red 'Non-Current' icon appears for inactive medications. The Medication 'Update' and 'Add' options are not available for non-current medications when this permission is set to ‘View Only’.

Immunisation Tab

Immunisation Register
Immunisations

If you allow parents to view or edit Immunisations, you will need to go to the 'Immunisations' tab (in this program) and exclude any immunisations that you don't want parents to access.

Practitioners Tab

Medical Practitioners

If you allow parents to view or edit Practitioners, you will need to go to the 'Practitioner Types' tab (in this program) and exclude any practitioners that you don't want parents to access.

Supplementary Info Tab

Supplementary Information

If you allow parents to view or edit Supplementary Info, you will need to go to the 'Supplementary' tab (in this program) and exclude any information that you don't want parents to access.

The medical information that is potentially available to parents and can be set up in 'View Only' mode includes:

Notes Tab

General Medical Notes

If you allow parents to view medical notes, you will need to go to the 'Notes Categories' tab (in this program) and exclude any categories of notes that you don't want parents to access.

Parents can view the standard notes entered against their child's medical record using Parent Lounge Student Details > Medical Notes.

Illness Tab

Illness Details

Parents can view basic information for their child's Illness Log (sickbay visits) using Parent Lounge Student Details > Illness Details.

When you have finished setting up Parent Lounge access for medical information use the Print button and tick the 'Include Medical Setups flagged for Parent Lounge' option. Check your setups including the medical conditions that you have flagged as being available to parents.

Parent Lounge - Medical Options

Include an 'Email Medical Contact' button in Parent Lounge (in Medical Details)	If this box is ticked, the 'Email Medical Contact' button will appear in Parent Lounge Student Details > Medical Details. This allows the parent to create an email to the Medical Contact email address set up on the 'Medical' tab in this program.
Send an email notification to parents when a Medical Update is accepted or rejected	If this box is ticked, an email notification will be sent to the parent who submitted the update, when it is accepted or rejected. The email notification will be sent where the parent has been selected for the Communication Type (below) for the student in TASS.web Student Admin > Student Records > Student Information > Students on the 'Address and Communication Rules' tab. If the parent who has submitted the update has been defined with a Split Family Access, the email notification will be sent where the addresses selected for this parent is ticked for the Communication Type selected in 'Communication types for Medical Update Notifications' (as set up in TASS.web System Admin > Parent Records > Setup Information > Parent Lounge Setup on the 'Split Family Access' tab).
Communication types for Medical Update notifications	This field must be defined if the field 'Send an email notification to parents when a Medical Update is accepted or rejected' is ticked. Choose the Communication Rule Type to be used when sending the email notification. 'Communication Rules' provide a 'student-centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements. For further details, refer to How to Handle Split Family Arrangements. Click here for an Administrator Note. The email notification will use the format of the 'Medical Update Processed' email template defined in TASS.web System Admin > Utilities > Email Settings on the 'System Email Templates' tab.
Send Medical Update notifications to the other parent for Split Family arrangements	If this box is ticked an email notification will be sent to all parents where: The student has been defined in Split Family Access for the parent, and The address selected for the parent in TASS.web Student Admin > Parent Records > Setup Information > Parent Lounge Setup on the 'Split Family Access' tab is ticked for the Communication Type selected in 'Communication types for Medical Update Notifications'.
Trigger Date for Verification	This field can be used to trigger a process where all parents will be required to review and verify that student medical details are up to date. The process will 'trigger' in Parent Lounge Student Details > Medical Details where a student's 'Last Verification Date' is blank or less than the date entered into this field. Once a parent verifies medical details, the 'Last Verification Date' field in TASS.web Student Admin > Medical Records > Student Information > Student Medical on the 'Parent Lounge Updates' tab will be updated. A suggested workflow is as follows: Enter a past date into the 'Trigger Date for Verification' field. Generate communication to parents advising that verification of student medical details is required. Various programs in TASS.web and Staff Kiosk could be used to generate this communication, including TASS.web Student Admin > Parent records > Processing > Generate/Send SMS Messages or Staff Kiosk Listings > Student Details (Lists/Emails). Parents using Parent Lounge check, update and verify that student medical details are up to date. Use TASS.web Student Admin > Medical Records > Student Information > Updates from Parent Lounge to review and accept/reject incoming medical updates. Use Staff Kiosk Listings > Student Medical (Lists/Emails) to identify students who have not had their medical details verified and generate follow-up communication accordingly.
Verification Text	Use this field to enter the text that parents will see when clicking the 'Verify' button in Parent Lounge Student Details > Medical Details. An example might be—Select the 'Verify' option and click the 'Submit Verification' button to verify that the medical details for this student are up to date. By submitting, you are confirming that the details [SCHOOL] has on record are true and correct.