The summer should be measured by the number of hours you spend at the beach not the number of forms you have to fill out before school starts. Let's take an in-depth look at why schools should look at the parent experience as the key to improving the form collection process.

Karen is a mother from Philadelphia, Pennsylvania. Her seven year old daughter Katie just began summer vacation and will be starting second grade in September. Mid-way through the summer, Katie was diagnosed with severe allergy-induced Asthma and was prescribed an albuterol inhaler for her to carry at all times. Naturally, Karen wanted to notify her daughter's school. She remembered Katie brought home papers at the end of the year that she could fill out regarding her new condition. Karen tracked down the huge pile of forms only to realize there was a notice that her daughter’s physical had expired! When she called the doctor, they were booked until the end of September, but the due date on the forms was the first day of school.

At the beginning of each school year, many schools struggle with collecting and processing student health records and various other forms. School nurses and administrators seek solutions to better manage this process, but deciding on the right solution has its own challenges. The solution that many schools are discovering is a web-based Student Medical Record (SMR).

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New technologies, such as phone apps, online services, and personal smart devices, are being used by schools in ways that allow new data to be generated constantly about individual students and groups. This data can include anything from sports physicals to treatment notes for when they visit the nurse. Communications between schools, students, and parents are often facilitated, collected, and often stored by a third-party vendor, that is a company providing an outside service. Schools across the country are now seeking the services of third-parties to provide secure online platforms to manage student health information.

We're frequently asked about HIPAA and FERPA and how they apply to our schools. We're not experts, so we asked an expert to share insight with us. And that's exactly what Karen Gregory, Director of Compliance and Education at Total Medical Compliance (TMC) did for us in a webinar. Below are the basics of HIPAA and FERPA, taken from Karen's presentation. We'll go briefly into what each law is, and how they each apply to schools and student records.

This is not legal advice, nor is it intended as legal advice.

Performance enhancements, code improvements and bug fixes...oh my. In our latest release on November 30, 2016, we've cleaned up and reproduced many sections within the back end of the Prescriptions section along with updates to the Medication Schedule making them cleaner, faster and more efficient!

Magnus introduces the new Webinar Wednesdays: a weekly webinar series focused on teaching you the ins-and-outs of the Magnus student healthcare software. Maybe you want to learn more about treatment notes and templates… Or maybe you want to brush up on your knowledge of the Student Health Tracker.. Whatever it may be, let us help!

Client Profile trinity-logo
  • School: Trinity School
  • Location: Atlanta, GA
  • Type: Age 3 – Grade 6 Private Coed Day
  • Size: 640 students
  • Website: trinityatl.org

As is required for any school in Georgia, Trinity School routinely undergoes Public Health audits of their student immunization records. To accommodate the auditor, Nurse Debbie Bright used to make paper copies of the immunization records, divide them by grade level, and place them in a ring binder. That binder would then be given to the assessor to review page by page.

Let me be honest with you, if you're new to Magnus, or if your students' parents are new to Magnus, they're going to have questions about how to enter their child's health information into the system. I cannot think this is brand new information to anyone. We've heard from many schools that the way to answer those questions, and to encourage parents to go ahead and enter the required data, is to hold a Magnus event for parents.

The Magnus Help Desk manages thousands of calls a week this time of year, and frequently they're answering the same questions over and over. We know you get similar questions from parents so here's a list of the top Q&A's we receive. Pass this list, along with the SPF 45+, to parents as they leave for the summer.

NurseTrentPicClient Profile 
  • Name: Trent Inman
  • Job Title: Registered Nurse
  • School: Oak Ridge Military Academy
  • Location: Oak Ridge, NC
  • Type: Grades 7-12 Private, Co-ed military academy
  • Size: 90 students
  • Website: oakridgemilitary.com

 


When Trent Inman first joined Oak Ridge Military Academy, he was stepping into the unknown. He didn’t have a military background, instead, he’d come from a cardio surgery step-down unit in a hospital. He went from treating very sick patients to treating cadets with ordinary illnesses to injuries incurred because of physical training. “It was different for me because the cadets would get in trouble for something, and their discipline was to do extra PT, and then they’d come to me because they’d have huge blisters and other injuries, and that type of approach was creating more work for me.”

Last week we wrapped up our spring expert webinar series with a 360° view of independent school risks. Guest expert Martin Kelly, President of ISM Insurance Inc., presented on the topic, and now you can get a taste of what he covered.

Independent schools are subject to contractual law and, as such, have liability exposure in a number of areas, including employment practices and lawsuits brought by parents because of a failure to provide a safe environment.

In this webinar, Martin examined these and other areas of risk, such as crisis planning, HR practices, facilities, trips, use of volunteers, bullying and misconduct, acceptable use polices, and more. Watch a recording of the webinar now!

When we speak with school health departments, we're asked on a daily basis how our product can work for the athletics department as well. The good news is, the very same product that can be customized for the school nurse and counselor can also be customized for the athletic trainer and coaches. Here's how it works.

Customized treatment notes

Does your athletic trainer need to chart an injury? Specify what is injured? Note which muscle was strained or ligament was torn? Indicate which sport and/or activity caused the injury? We understand the needs for athletic trainers are different than for nurses, and that's why we've granted the ability to customize a treatment note to your specific needs. It's as simple as editing a template and adding, changing, removing any fields as you see necessary.

Take a look at the brief screencast below and see just one way you could format your athletic treatment notes. Keep in mind, two things. 1) This is only a sample, you have the freedom and capability to customize your treatment notes as you see fit. 2) When you purchase the Health Services suite, we will create and customize these templates for you.

groups-1Groups are an integral part of using Magnus SMR to the fullest. It's easy to think of a couple scenarios when you'd need them - teams and clubs, for example. But we encourage clients to think outside of the box when it comes to groups. At the root, groups do in fact, group students. But if you dig a little deeper, they segment students in a way that allows you to use your privileges so that the appropriate persons have access to the information they need, and only that information.

This can also allow you to review a subset of student documents at a single time. Perhaps you need to review just the international student population for a specific insurance form. Or maybe you need to apply a specific requirement to only a certain group of students. SMR groups will allow you to do both of those things. Also keep in mind that students can belong to multiple groups at any given time, so you can sort your students in any number of ways to meet your needs.

Consider using the student groups below in your account to better organize and equip yourself and your school staff.

We're wrapping up our spring webinar series with a 360° view of independent school risks, presented by guest expert Martin Kelly, President of ISM Insurance Inc.

Independent schools are subject to contractual law and, as such, have liability exposure in a number of areas, including employment practices and lawsuits brought by parents because of a failure to provide a safe environment.

In this webinar, Martin examines these and other areas of risk, such as crisis planning, HR practices, facilities, trips, use of volunteers, bullying and misconduct, acceptable use polices, and more.

Imagine this…the fire alarm goes off but you know it’s not a drill. What happens next? Does your staff know who to communicate with and when, in order to get everyone to safety? Are there enough staff trained and prepared, who can lead the school to safety based on the plan that is outlined in that giant binder?

This scenario can happen at any time, during school hours or in the middle of the night. Whether it is a catastrophic emergency or a smaller contained issue, your staff will need to be prepared to deploy and facilitate the appropriate responses to each situation.

So the question is: How prepared is your staff to deploy the plan your administration painstakingly put into place?

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As the leading provider of emergency services for more than 100 schools, Joffe Emergency Services has seen the effects of emergency plans gone wrong. Here are the top 5 mistakes to avoid when it comes to emergency planning for your school.

Allen-Cobb-landing-pageYou've probably heard us talk about Magnus Health's Chief Product Officer, Allen Cobb, before. In fact, you may have even met Allen in person. You can easily find him presenting the Annual Report at conferences, leading sessions at Magnus Academy, or visiting with one of our integration partners. 

Allen wears all sorts of hats at Magnus, but one thing is for sure: He's an innovative guy with a talent for creating big ideas. But don't let his go-getter attitude fool you. Allen also likes to have fun, and you can usually find him cracking dad jokes or showing off his 1980's dance moves in between meetings.

But before we get into that, let's start at the beginning.

There are a few things you need to understand about automated email reminders, because after all, they are essential to parent communication. It is my pleasure to point those things out. Once you decide how you'd like things set up in your account, you can, as we like to say, "set it and forget it."

Types of reminder emails

1) Incomplete

These emails are triggered when a student is missing information, AKA, their account is incomplete. This email is based off of the tracker deadline, so that date will be uniform across a tracker.

2) Next action

This email is triggered when further action is required. Example: A physical expires and needs to be updated. This email is based off of a requirement's next action date, meaning these emails will vary from requirement to requirement, and student to student.

As a school, you can choose to turn on one, both, or neither of these reminder email types. If both types are turned on, the information is combined into a single email so you're not overwhelming parents. It's worth noting that parents get one email per student. So, even if a child is missing 10 items, the parent is not going to get 10 separate emails. On the other hand, if they have 10 children with outstanding accounts, they will receive 10 emails.

If you're a business officer, you have a lot on your mind. From budgets and audits to delegating tasks across departments, there's likely no department you don't have contact with, except one: the health center. 

The missing link between the independent school business office and its school health center isn't new - in fact, health centers often feel like an island within their school. But this trend doesn't have to be permanent, nor should it. That's why we're using data from the Annual Report of Independent School Health Services to show why business officers should be concerned about their health center. The result is a list of seven questions every independent school business officer should ask themselves on a daily basis. With these questions, business officers can be better prepared to manage risk, liability, and emergencies at their school.

Allen Cobb, Magnus Health CPO, and Wendy Barnhart, Director of Business and Finance at The Westminster Schools, recently presented these seven questions at the National Business Officers Association Annual Meeting. You can get a recap of that presentation by watching the video below, plus we've compiled all seven questions (plus extra data) right here.