Hampton Roads Academy needed a solution
that would improve cross-departmental
communication of student health information

SCHOOL PROFILE

Location: Newport News, VA

Type: Private

Size: ~600 students

Grades: K – 12

Website: www.hra.org/page

Contact Person: Marty Bailey, Nurse and Tracy Andrus, Athletic Trainer

The Challenge

During the Summer of 2012, Marty Bailey, Nurse at Hampton Roads Academy (HRA), was required to come to school weekly to pick up student health forms that were either mailed in or deposited in a locked box on campus. From home, she sorted through all of the information and, using a spreadsheet, confirmed which student documents were received, complete, and accurate. One of the submitted documents consisted of a three-part Consent-to-Treat form. This document required both parent and student signatures and had to be separated into three copies, with two copies given to Tracy Andrus, HRA’s Athletic Trainer, and one retained by Ms. Bailey. The form was used to notify Ms. Andrus of a student’s participation level and date of the last physical examination. Even though a spreadsheet was given to the Athletic Trainer at the beginning of the preseason, Nurse Bailey still needed to be on campus for the first several days of practice to help verify completed records and sports physicals for each athlete, and to continue to process incoming late paperwork.

By May 1st, letters including blank copies of the needed sports forms were sent to parents with an August 1 deadline, but much of the paperwork was not returned by this date. Ms. Andrus needed an up-to-date method of knowing which students were current on their physicals and had submitted the appropriate health forms. Given that more than 70 percent of the HRA student population participates in at least one sport, this lack of easy visibility into form compliance and athlete eligibility was a problem.

“My job is so much easier now. Magnus eliminates boxes and boxes of paper and filing… it’s so easy to navigate.”

–Tracy Andrus, Athletic Trainer

The Solution

Hampton Roads Academy sought a solution to their yearly paperwork issues that would also improve cross-departmental communication of student health information. Because forms were copied multiple times, they became increasingly difficult to read, and even when a legible copy was in hand, there was little reassurance that the copy was entirely up-to-date. The following benefits prompted HRA to selected the Magnus Student Health Record (SHR) solution for their school:

  • Expanded health record management capabilities.
  • Improved parent compliance monitoring.
  • Streamlined immunization tracking and reporting.
  • Enhanced cross-departmental communication.
  • Immediate emergency access to vital student health records.

The Result

Compliance success.

Monitoring form compliance used to be Ms. Andrus’ top priority, but because paper has been eliminated and everything is tracked online, she is now able to complete this task in a record time! “It’s so much easier now. It eliminates boxes and boxes of paper and filing…it’s so easy to navigate,” Ms. Andrus said, noting that the entire staff at HRA is now on the same page as they can log in and view the most up-to-date student health information, without having to contact Nurse Bailey for details or photocopies.

Ease of use has been a pleasant side-effect. “Marty set me up with a username and password, and I was able to figure out how to use it to suit my needs, it’s pretty self- explanatory,” Ms. Andrus said. And, for Nurse Bailey, it was a smooth transition with the help of her “rock” – the Magnus Health Client Services team. “I am looking forward to an easier collection of information. Parents now have a better understanding of Magnus and it will be easier for them to comply. Most importantly, Tracy will be able to track the students as soon as they are approved, and I can remotely monitor incoming information each day,” Ms. Bailey said.

With paperwork and communication difficulties under control, Hampton Roads Academy is looking towards their future with Magnus. Intensive paper collection and spreadsheet tracking are things of the past. Now, all departments have permission based access to the most current student health information. And ultimately, the school staff and students are better protected and prepared for any health emergency that may occur.

“I am looking forward to an easier collection of information this year. Parents now have a better understanding of Magnus and it will be easier for them to comply.”

— Marty Bailey, Nurse

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