Managing Student Health Records at Your School

Posted by YellowFolder on Jan 15, 2019, 12:00:00 PM
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With so many different allergies and health conditions, it is vital for schools to maintain student health records to ensure the safety of the students. Improper care of a student’s health can affect their learning and potentially be life-threatening.

Importance of Keeping Health Records

Keeping filed health records  ensures the safety of students. In the event of an emergency, knowing what medication to administer can save a life. Dosage, for example, is critical because a mistake can cause harm. Some students have severe allergies, and educators must be aware to prevent students from coming in contact with these allergens.

Some students also have learning disabilities, such as severe forms of ADHD, and possibly require medication. Without the medication, this student will have trouble focusing and difficulty learning.

What Kind of Information is in Student Health Records?

Information within  school health records includes emergency contacts information such as pediatrician contact information and personal contact information. Medical history, allergies, any current medications and immunizations are also included.

Nurse’s office visits and notes on injuries and illness will be added to these records, as well as any hearing and vision tests performed by the school nurse.

The Importance of Properly Maintained Student Records

Student health records must be updated because of changes in student health. Accuracy is important to ensure a  student is taking the correct medicine with the right dosage.

Some students take medication at different time intervals, and proper maintenance of these medical files will allow the student to receive the dosage at the correct time. Changes  in medical history, such as a new allergy, should be noted. Some students have medicine allergies that should be included in their health records for future reference.

Importance of Storage and Compliance

Health records should be properly stored and protected. No one other than parents or legal guardians and the nurse should have access to these records. All staff is adequately trained in keeping this information confidential. When files are not in use, they should be locked up in a filing cabinet or securely stored with an electronic record storage system.  They should also be easily accessible in case of an emergency. If not properly stored, there could be legal consequences. Records should be stored appropriately for both former students as well as current students. Keep copies on file in case a student leaves and returns to the school at a later date. A student’s health file may be destroyed after 5, but no later than 7, years after a student leaves the school. There should be a notice sent to that student or the student’s parents.

YellowFolder is a convenient cloud-based document management solution designed specifically for K-12 schools. The secure system is fully compliant with FERPA and HIPPA regulations and can ensure proper management of your student records, including their health information.

Schools are responsible for the safety of the students while they are in the school’s care. There are hundreds of students in these buildings and not every student speaks up about having an allergy or remembers when they are due to take a dose of medicine. Having these records on file and easily accessible whenever you need them through YellowFolder ensures your child returns home to their parents happy, healthy and well-educated.

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Topics: Compliance, School Records