Student Medical Records FAQs

Yes. Electronic signatures are widely accepted in the health care industry. The signatures need to be compliant with the e-Signature Act. One big question still remaining with e-signatures is does everyone at the hospital or doctors office know an electronically signed document can be accepted. For this reason, we believe that a physically signed document is still the safest route to ensure acceptance in an emergency.

Yes. A SMR can interconnect or “integrate” with a SIS system. To what degree they integrate will vary. Most integrations will start with single-sign-on, or the ability for a parent to access both accounts using the same username and password.

It is a best practice to leave a message that a parent should call you in reference to their child’s health information. Try to avoid leaving specifics about a students health on answering machines, especially machines in shared spaces at a home. If a message needs to be left, it is a best practice to leave it on a cell phone, as this presents a password protected environment where it is implied that there is singular access by the intended recipient.

Yes.

Audits are at random and are designed to focus on compliance with immunization standards for students in grades kindergarten and 7th.

Yes. You can customize requirements to your account. Magnus Health Student Medical Record can accept any document a school chooses to use including the Washington DC Health Record.

Yes.

Your school should have a plan in place to make sure health and medical records are secure in a natural disaster or even a fire. Last year many schools were effected by the flooding in Nashville. In a time like that the last thing on you mind is what to do with you health and medical information. It is essential that a plan is already in place.

Yes. The parent and school can access the information at any time from any internet connected device, including web-enabled phones, which uses a supported web browser.

Yes.

As an independent school in Tennessee you can be audited by the state to make sure you are compliant with all of your required immunizations. This audit is not meant to punish a school, but to make sure the diligence is being done by the school to try to collect and track this information. The state of Tennessee wants to have 90% of the state immunized, so this audit is also a way to track this compliance.

Emergency access to a SMR can be handled in many different forms. First, is to provide teachers or coaches with a username and password that allows access to just emergency medical information. Second, is to use an emergency id containing a one-time log in to the system providing the same life saving information to a member of the school staff or a treating medical professional.

Permission to treat forms and information is accessible with our web-based emergency portal, Magnus911. Through the use of a 16 digit passcode, an emergency physician can log on to the website, print health history, and view or print any release forms attached to that student’s account. At the same time all of the student’s designated emergency contacts are notified that information has been accessed through email and text messages including the location of the child.

Immunizations in Florida should be collected on the DH680 required form. This form needs to be signed by the physician and verified by the school that immunizations are up to date and compliant with age requirements. This form can be submitted as a hand written form, or a digitally signed form that a physician can produce from the Florida SHOTS system. Complete information on immunizations requirements are provided by the state. http://www.doh.state.fl.us/disease_ctrl/immune/schoolguide.pdf

State audits largely depend on the rules of the state. That said, an audit of the school’s student health and medical information could take place online through Magnus Health SMR. The state auditor is granted a username and password by the school that allows them temporary access to the students and the information that has to be reviewed.

Yes.

Marcy Tidwell
marcy.tidwell@tn.gov
(615) 532-6274

It is a best practice for people at the school who handle medical information to have that as part of their job description or at least that they have permission to manage confidential information. These individuals should be trained in confidentiality and health information privacy. Once the information is collected and stored, it is important to distribute health and medical information on a need to know basis only to those that have a specific use for that information to care for a child.

Technically, all medical records collected and all health incidences recorded at the school are a part of a child’s student medical record. This includes immunizations, consent to treat, medication authorizations, over the counter drugs provided, headaches, sicknesses, and other injuries diagnosed or treated while in possession of the school.

According to the state they are due before the first day of class. Last year a new immunizations were required for both Pre-K and Kindergarten as well as 7th grade. Due to the change the state allowed information to be submitted through October. This year that date has moved back to the beginning of the school year.

The information that syncs between SMR and SIS systems will vary. Generally, things such as contact information for students and parents as well as emergency information can be synchronized. Also, a technology called single-sign-on can be utilized. Single-sign-on allows parents to transfer between systems seamlessly needing no additional username and password.

This is largely determined by the school. Health professionals such as nurses and trainers should have full access. Administrators that are responsible for collecting data should have access to view when information has been submitted and that it is complete. Anyone accompanying a child off of school grounds should have the access to emergency contacts, allergies, and any life saving information.