School Compliance, Visibility, and Cross-Departmental Communication at Eagle Hill

SCHOOL PROFILE

Location: Hardwick, MA

Type: Boarding School

Size: 220+ students

Website: www.eaglehill.school

Contact Person: William Aldrich, Director of Health Services

The Challenge

When Eagle Hill School (EHS) first started searching for an electronic Student Health Record (SHR) solution, they knew there were two key issues that needed to be addressed: parent compliance and parent communication. As a private boarding school that specializes in children with learning differences, both of these issues had to be managed as efficiently as possible.

Each year, Bill Aldrich, the Director of Health Services at Eagle Hill, and his team would have to manually mail out student health documents to families in May and set an August deadline for parents to return the completed forms. As enrollment grew, it quickly became apparent that this method was not very efficient as it was increasingly difficult to get parents to meet the deadline.

The Health staff had to track down each missing health form by sending emails or calling parents, and with so many missing documents, that was a very daunting and time-consuming task. However, this wasn’t just an issue of late forms; it also put a strain on the school to provide the best student care they could. Without receiving completed student health records at the star of the school year, it becomes difficult to determine which child should receive prescription medication, who may have suffered a concussion over the summer holiday, or how many players may still need their Sports Physicals so they can play in Friday’s game.

During the Fall of 2012, the Eagle Hill School was ready to streamline their student health form collection process. After being introduced to the Magnus Health team at a conference, Mr. Aldrich decided it would be beneficial to see a Magnus software demo. What he saw would make paper form collection a distant memory.

“We would not be able to do our job with the same level of quality without the Magnus System. I will only work where there is a quality electronic medical documentation system.”

–Bill Aldrich, Director of Health Services

The Solution

Eagle Hill worked with the Magnus staff to convert their paper forms and health information requirements into digital forms that can be easily edited as needed, and to establish the requirements list for their families. The Magnus account enables parents and guardians to submit all of the necessary documents using the channel that is most convenient or them. The completed forms can be mailed or faxed to Magnus, or uploaded directly into their student account using any ‘smart’ device. Parents love “being able to update forms and information right from home,” says Aldrich. But, exactly how has Magnus software helped?

Medication Management
The Magnus Medication Administration Record (MAR) feature allowed Eagle Hill staff to keep track of the frequency and dosage of student medication requirements effortlessly and accurately. It takes all of the guesswork out of the medication needs for each student and reduces the time nurses spend tracking down the details. Parents can even log into their Magnus account and add or remove any of their child’s medication throughout the years if changes are needed. From Ibuprofen for minor headaches to EpiPens for severe allergies, schools using the Magnus solution are able to simplify medication management.


Treatment Notes
When a student is ill or get injured, what is the next step that staff needs to take after the initial treatment? It’s establishing a treatment plan and properly documenting it. Treatment Notes are an essential way for school health staff to communicate with one another and to provide well coordinated care for students. Once a care plan has been established, treatment notes can be created within the Magnus portal detailing what treatment was provided. These notes can then be shared with other departments and the student’s parents can be notified. Having access to the most up-to-date information allows users to establish recovery timelines and to get students back on their feet in the shortest amount of time. With Magnus, the Athletic Trainers and Nurses can easily discuss the progress of a student-athlete after suffering a concussion, while the health staff has a secure way to inform parents of their child’s care.


Compliance
With the help of Magnus, schools can set their own student health form submission deadlines, and by tracking parent compliance, ensure that all required records have been submitted. Aldrich explains that “weekly reminders of outstanding items are sent automatically [by Magnus] without our initiating the reminders. I love that part of the process!” Customizable compliance reporting provides the “ability to then create reports of outstanding requirements to allow the nurses to contact families directly for resolutions.” This functionality is becoming increasingly important and beneficial now that state across the US are implementing strict guidelines and regulations regarding student health forms. More and more schools are being asked to provide reports documenting health forms compliance, and the easiest way to do that is by managing these forms with the Magnus SHR solution.

The Result

Last year, Eagle Hill School documented over 7,000 clinic visits for all kinds of issues from sprains, abrasions, band aids, and headaches using the Magnus online solution, and the details of every one of those visits were communicated with parents. “Rapid and open communication with families make them feel better knowing what is going on with their children,” Aldrich noted. Magnus software has helped Eagle Hill School bring their records online with guidelines for accuracy, improved communication with families, and consistently updated student health information. Parents can submit forms quickly and easily, the compliance rate have increased, school health staff can fax forms directly to health care providers, and, most importantly, student receive better care.

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