School Health Services Online Reporting System

Instructions for UseSeptember/October 2009

Andra Diehls

The School Health Services Online Reporting System was developed by the Department of Health and Senior Services (DHSS) with combined effort of School Health Services, the Bureau of Immunization Assessment and Assurance, and the Office of Administration to provide an easier system for all schools to report the data that is required by DHSS and other state agencies to ensure the health of all school aged children in Missouri.

Online Reporting System

http://webapp01.dhss.mo.gov/SchoolHealth/login.aspx

From this website you will enter your:• School Health Services Contract Application• 1st, 2nd, 3rd quarter and End of Year reports• Asthma and IHP Care Coordination Reports• Staffing and Special Health Care Needs Surveys• Vision Reports• Annual Immunization Status Reports – Summary Report of Immunization Status of Missouri

Public, Private, and Parochial School Children (CD-31)– Report of Students in Noncompliance with Missouri School

Immunization Law (Imm.P.10)

Log in Screen

•Each contractor will log in using the Username and Password assigned to you.

•Username will be the DESE school number, or a created username for the Local Health Departments participating in the contract.

•DO NOT SHARE THIS INFORMATION!

Home Screen

Home screen allows access to:

•Message Center (email)

•Contract Data/Reports

•Special Needs Survey

•Staffing Survey

•Annual Immunization Reports

Message Center

Message Center can be used as follows:

•As reports are completed, a message is sent to Beth Stieferman to review your report.

•Technical assistance may be requested by emailing Andra Diehls or Robyn Siebeneck through the message Center. You may also send an email to SHS@dhss.mo.gov.

Contract Page

The Contract Page can be accessed from the Home Page by clicking Contracts. Your contract may then be accessed by clicking View. On this Contract Page you have access to:

•Contract Information (address, phone numbers)•Work plans•Other Contract Application Reports (Participating Schools Report, Program Progression Report, and Personnel Cost Sheet)•First, Second, Third Quarter Reports, and End of Year Report

Contract Information

Specific contract information is updated on this page:

•Superintendent/Administrator•Program Manager•RN Supervisor(if applicable)

*Please keep this information updated as any changes occur

The address of the Contractor is shaded out as this is the address attached financially to the contract. If this is incorrect please contact us at SHS@dhss.mo.gov

Work Plans – Access to Care

Access to Care goals are entered using: •percent/numbers reached on the third quarter report (baseline).•estimated goal of improvementClick Save.

New Activity is now active. Follow this link to enter the activities to be used for completion of the goal, person(s) responsible and estimated target completion date. Save each activity.

Once all activities have been entered, Print the report and Submit for Review.

Printing/Submit for Review

Printing – Reports can be printed in PDF form. If you do not have access to Adobe Reader, it can be downloaded for free at:

http://get.adobe.com/reader/otherversions/

By clicking the print button (printer icon), you may view the report in PDF form.

It is IMPORTANT to keep a hard copy of all reports for your records.

Submit for Review – Once a work plan or report has been

completed, it must be submitted for review. Once submitted, the report can no longer be edited. If you need to make revisions, please use the Message Center to contact SHS to unlock your report.

Once your Application Forms or the Quarterly Report(s) have been submitted, please use the Message Center to email Beth Stieferman that your report is ready for review.

Once approved, a green check mark will appear next to your report. If not approved and changes are needed, you will receive an email , and your report will be unlocked to allow revisions.

Work Plans – Hearing, Vision, and Oral Health

Hearing, Vision, and Oral Health Work Plans follow the same format as the previous Access to Care Work Plan instructions.

For Oral Health, you will still include the target population on which you are focusing.

Enter the baselines and new goals. Click Save.

New Activity is now active. Follow this link to enter the activities used for completion of the goal, person(s) responsible and estimated target completion date. Save each activity.

Once all activities have been entered, Print the report(s) and Submit for Review.

Work Plans –IHP and Asthma

Asthma and IHP Work Plan, Goals and Activities are entered by the same actions as the previous work plans with the exception of:

Step One information must be entered before you may enter and Save your Baseline/New Goals and proceed to New Activities entry.

Once the above are completed, Print and Submit for Review

Work Plans – Wellness Promotion Work Plan

Click on Module/Discussion to enter the first Action. The Online Reporting System requires Part 2 (Overall goals) to be entered first into the reporting system.

When entering Actions, please enter the Module Number/ Discussion Question number that you will implement as well as the written SHI description.

Next enter the Overall Goals for this Action for the current year and future year. Hit Save.

Work Plans – Wellness Promotion Continued

Click on New Step to enter the Step(activity), Person(s) Responsible and Estimated Target Date. Click Save. Repeat until you have all Steps entered and saved for your first Module.

Click Back to return to the previous screen to enter the next Module/Discussion and related Steps.

Once all are entered, you may arrange them in order of priority by using the up/down arrows on the right side.Print and Submit for Review.

The On Line System will only support the entry of one wellness report per contract. Consortiums may email or mail multiple reports.

Personnel Cost Sheet

Click New Personnel Cost . Scroll through the list of personnel to choose each listed staff member for your district/contract.

If personnel are not listed, please contact SHS through the Message Center or by phone (573-751-6213)

Once you enter the hours/wk, SHS Amount requested and Local Funding Amount, Save and repeat for each person in your health staff.

Once completed, Print and Submit for Review.

List of Participating Schools

Click New Participating School.

Scroll through the list provided for the schools included in your contract.

Enter the student population and grades included for each school district listed.

If there is more than one school in the contract, repeat.

Print and Submit for Review.

Advisory Council (SHAC) Member List

Click New Member. Enter the member’s name and their role on the council (parent, student, health professional).

Save and repeat by returning to New Member.

Once all members have been entered, Print and Submit for Review.

Multiple SHAC reports must be mailed or emailed to SHS

Program Progression

Click on New Program Progression. Enter data including: number of staff, hours per week and local funding amount for the year prior to beginning the SHS contract, the current school year (08-09), and the next contract year (09-10).

At this time, please round to the nearest dollar when figuring local funding.

Save, Print, and Submit for Review.

Other Contract Application Data

Some Contract Application documents will continue to be needed in hard copy format:

•Sub-contractor Agreements (if applicable)•LPN Supervisory Agreements (if applicable)•Multiple Wellness Plans (consortiums)•Multiple SHAC Membership Lists (consortiums)

Once all documents are emailed, mailed or entered online and submitted for review, send an email to Beth Stieferman letting her know that your documents are ready to be reviewed.

First Quarter Report

Choose the correct bullet, whether there are no changes required or revisions need to be made. If work plans need to be revised, contact Beth Stieferman through the Message Center so she can unlock the work plans. Save It.

Click New Meeting to enter the scheduled SHAC meeting dates.

SHAC minutes are required to be submitted by hard copy no later than 30 days after the meeting date.

Print and Submit for Review.

Second Quarter Report

The second quarter report sections are submitted as one report.

Baseline and Goal percents/numbers are pre-populated from your work plan. For each section enter whether you have reached your short term goal. If not, will you reach it by March 31? Enter barriers encountered and how you will adjust your plan to reach your goal.

Once all sections are completed, click on Second Quarter Report, enter the name of the person completing it, Generate Report and Print, then Submit for Review.

If both the Second quarter report and Social Worker report (if necessary) are completed, message Beth Stieferman to tell her that it is ready for review.

First Semester Social Worker Report

Enter your numerical data and examples of activities (i.e. Home Visits, Presentation Subjects).

Once completed, Save, Print, and Submit for Review.

Third Quarter Reports

Asthma, IHP, Hearing, Vision, Access to Care, and Oral Health third quarter reports are all entered using the same format.

The goals from the work plans should pre-fill. If you did not make your goal, add the Barriers (Justification) and Plan Adjustment (Corrective Action Plan) and Update.

Click Actual and enter the numbers achieved for each work plan (children maintaining control, vision/hearing referral completions, etc). Save and Submit for Review.

Third Quarter Wellness

Enter the Actions from your Wellness Work plan by clicking Modules/Discussion and the accomplishments that have been made relating to these actions. Save and repeat.

If the actions were not met, fill out the Report Justification Section as well as Part II.

Update, Print, and Submit for Review.

Asthma and IHP Care Coordination

Begin by clicking New Student.

For each student participating in Care Coordination for Asthma or IHP, enter the School Building Name, Identifier, and Student Number.

Enter the Pre and Post Intervention Data for only the outcomes that have been addressed. Please note if improvement was made.

Save and Print for each student entered. Once all students have been entered, Submit for Review.

End of Year Report

Each separate school district attached to the contract should submit an End of Year Report.

To switch school district names, use the drop down bar in the School District Name section. Save after each school has been submitted.

Once each individual End of Year Report has been saved, Print and Submit for Review.

Second Semester Social Worker Report

Completed in same format as First Semester Social Worker Report.

Once completed, Save, Print, and Submit for Review.

• Click the Instructions icon to view the report form in the traditional format.

• For technical issues, use the Message Center to contact Andra or Robyn. If we cannot solve the problem, we will contact our Information Technology Help Desk. Please include your email address, phone number, and best time to contact you.

• School Health staff are always available to answer your questions by calling 573-751-6213.

Tips/Help

• As with most new systems, we anticipate technical issues along the way and will do our best to make this transition as user friendly as possible. If you find something that doesn’t work, let us know and we will do our best to correct it.

• Slight changes may be made, such as wording of documents, buttons, etc. The wording and screen shots of this PowerPoint may not be exactly what you see when logged in to the system. If in doubt, contact us for help.

Tips/Help contd.

School Health Services930 Wildwood DriveJefferson City, MO 65109

573-751-6213 – Main Line/Robyn Siebeneck573-526-0210 – Andra Diehls573-751-6209 – Beth Stieferman

Contact Information