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. Still, not everyone at the hospital or doctor’s office may 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. Magnus Health’s SMR can interconnect or “integrate” with a SIS system. The degree of integration varies. 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 student’s health on answering machines, especially machines in shared spaces at a home.

If a message must 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 Kindergarten and 7th grade.

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

Yes. Magnus Health’s SMR 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 fire.

Last year many schools were impacted by the flooding in Nashville. In such an event, 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. 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 school is diligent in collecting and tracking this information. The state of Tennessee wants to have 90% of the state immunized, so this audit is also a way to track compliance.

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.

Emergency access to a student’s SMR via Magnus911 works to protect the the student by providing vital health information for treatment. The secure site allows staff, coaches, or treating medical professionals access to vital health information via a 16 digit passcode printed on the student’s wallet card. From the emergency login, they are able to view allergies, medications, medical conditions, etc. and send email and text message notifications to designated emergency contacts. A wallet card allows an account to travel anywhere a student goes, and keeps parents aware of emergency medical situations.

Immunization collection requirements vary by state, so you must be informed of your state procedures if they apply to your school.

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, confirming 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 immunization requirements are provided by the state. http://www.doh.state.fl.us/disease_ctrl/immune/schoolguide.pdf

State audits largely depend on state rules. However, an audit of the school’s student health and medical information could take place online, through Magnus Health’s SMR. In this case, the state auditor is granted a username and password by the school that allows them temporary access to the necessary students and information.

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

It is a best practice for those who handle medical information, to have that responsibility as part of their job description. Others can be granted, at your discretion, permission to manage confidential information. Everyone accessing the information should be trained in confidentiality and health information privacy. Once the information is collected and stored, it is important to distribute it only on a need-to-know basis, and only to those that have a specific use for that information in order to care for a student.

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 any other injuries or conditions diagnosed or treated while in attendance at the school.

According to the state, all information is due before the first day of class. Last year, new immunizations were required for Pre-K, Kindergarten, and 7th grades. 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.

Access is largely determined by the school. Health professionals, such as nurses and trainers, should have full access in order to properly treat students. Administrators responsible for collecting data should have access to determine that information is submitted and complete. Anyone accompanying a child off school grounds should have access to emergency contacts, allergies, and any vital health information.

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, without creating an additional username and password.