Medical Records

Arkansas State Reporting

Medical Record Cycles

Cycle 3 – Due November 15 Immunization and Vision

Cycle 6 – Due April 15 Vision

Cycle 7 – Due June 15 Hearing and Scoliosis

What Pulls?

Immunizations (grades KF and 07)

Vision

Hearing

Scoliosis

Utilize Documentation

eSchool Training Guide

SMS Required Fields for State Reporting

SIS Manual

eSchool Medical Training Guide

Details of Entry

Valid Values

Special Notes regarding state reporting guidelines.

www.apscn.org > SMS

SMS Required Fields for State Reporting

Field Reporting Cycles Notes

Date 7 (Screening Date) Date of Scoliosis Screening.

Referral 7

(Referral) Referred to a healthcare professional because of failed

screening.

P = Physician S= School Nurse

G= Guardian O = Orthopedic

NA= Not Applicable

Follow-up 7

(Follow-up) Click Referral to enter a Follow-up. The follow-up of the

screening or referral.

R = Refuse Referral X = Left District

T = Re-Screening I = In Process

N = Normal Exam

J = Treatment

Example: Scoliosis Information

www.apscn.org > SIS

SIS Manual

Data Elements – Vision example

www.apscn.org > SIS

Entry Begins with You!

Where it starts

Data entry is extremely important

Use your instructions

Individual Student Entry

eSchool > Student Center > Medical

Hearing

Scoliosis

Vision

Immunization

Hearing Screen

A screening failure item requires Referral data.

Hearing Guidelines

Arkansas State Reporting Guidelines

▪ If a student fails any portion of the screening a valid state referral and follow-up MUST be

entered.

▪ To meet Arkansas guidelines if a referral is entered, a follow-up value must be entered.

Valid Referral Codes

Valid Follow-up Codes for

Referral of S :

Valid Follow-up Codes for

Referral U or P:

U – Audiologist

P – Family Physician

S – School Nurse

I – In Process

T – Re-Screened

X – Left District

R – Refused Referral

N – Normal Exam

J – Treatment

X – Left District

I – In Process

New Referral

Hearing Referral

Rescreen

Add Rescreen Referral

Add new screening

Rescreening Referral

Scoliosis Screen

Scoliosis Guidelines

Vision Screen

Screening failure item requires Referral data with the exception of failing ONLY colorblind.

Vision Referral Screen

Screening failure item requires Referral data.

Rescreen Steps

Add rescreening exam results

On initial screening row add the Referral

with Follow-up of Re-Screened

On Rescreened Exam row add the Referral

showing Follow-up of Eye Doctor or

Physician

When results from professional are

received, add the Referral and Follow-up on

the Rescreened Exam row.

Rescreen Exam

Add new screening

Add Rescreen Referral

on initial screening

row

Referral With Re-Screened

Rescreening Exam Referral

Add Rescreen Referral

If rescreened is failed, add

Referral data for the most

recent rescreened exam.

Follow-up Referrals

Results from Professional

Vision Guidelines

Mass Adding

Immunizations

Entry

Immunization Validation

New Requirement Changes

Immunizations

Had Disease is now a checkbox on the Immunization Detail screen.

The only valid Exemption codes are Medical, Philosophical, and Religious.

Cognos report will help locate all Exemptions under Student Management System > Medical > Immunizations > APSCN Students With Exemptions or History of Disease.

Cognos Reports

Use reports to find errors.

Prevent state reporting edit errors.

Cognos Tips

Access to Cognos is now through eSchool.

Have eSchool System Administrator verify security resources.

Set your preferences.

Cognos Reports

Menu: Student Management System > Medical > State Reporting Information

APSCN Hearing Screening Error Report

APSCN Immunization Error Report

APSCN Scoliosis Screening Error Report

APSCN Vision Screening Error Report

Cognos Screening Form

Menu: Student Management System > Medical > Screenings

Select Hearing

APSCN Hearing Screening Form by Grade (or Homeroom)

Select Vision

APSCN Vision Screening Form by Grade (or Homeroom)

Questions

SIS Edits

➢Build Errors

➢Validation Errors

SIS Edits continued

SIS Edits continued

State Reporting Reports

Medical Immunization Report (rpt395/rpt495)

Student Vision Listing (rpt383/rpt483)

Medical Student Vision Counts (rpt384/rpt484)

Medical Vision Report (rpt383/rpt483)

Medical Hearing Report (rpt381/rpt481)

Medical Hearing Student Count (rpt382/rpt482)

Medical Scoliosis Report (rpt386/rpt486)

Medical Scoliosis Count Report (rpt387/rpt487)

Vision Counts Report

Vision Counts Report

Definitions of Vision Counts Report rows:

Screened – Unduplicated count of screenings.

Rescreened – Unduplicated count of records with

Follow-up of ‘T’.

Referred – Unduplicated count of records with

Referral of ‘P’ or ‘E’.

Rec’d Examination – Count of Referral of ‘P’ or ‘E’

and Follow-up of ‘L’, ‘N’, ‘J’, or ‘A’.

Confirmed Difficulty by Professional – Follow-up of

‘L’, ‘J’, or ‘A’.

Confirmed Normal Eye/Vision by Professional –

Follow-up of ‘N’.

Immunization Report

Remember your Resources

Training Guides

Cognos Reports

Questions