Use Treatment Note Insights to calculate time spent with students

How are you spending your time? How much is dedicated to medication administration? Minor health complaints? Injuries and concussions? Your time is valuable and it’s important that you’re able to determine exactly how it’s spent. Perhaps you need to hire another nurse for the health center, but how do you prove that? Treatment Note Insights help put your time into an easily digestable format that you can use for your own reference, or to show administration and others the time you spend with students, and the tasks and student health complaints that occupy that time.

All Magnus customers have had access to Insights for quite some time, but it can be easy to forget this capability simply because it’s not a vital part of student care. However, it reflects and reports on student care and at the end of the day/week/month/year that is important information.

Getting to Insights is easy – go to your Treatment Notes, and click Insights. Insights_nav_snagFrom your Insights page, you can search by date or date range. The resulting information is positively fascinating. I’ll walk you through said fascinating information using the demonstration account information below.


  1. Number of notes: This section tells you exactly how many treatment notes you’ve taken in the given time period, per template. In this case, 27 medication administation notes have been taken. Below the 27, you can see that this represents 42% of all the treatment notes you’ve taken today.
  2. Duration: Each treatment note you take has a duration, which you set, and this portion of Insights tells you the cumulative time spent. Here medication administration has taken 2 hours and 15 minutes, each averaging 5 minutes. On the other hand, nurses spent much more time (nearly 8 hours) using the nurse template, addressing presumably more complicated issues. Whatever the case may be, this number allows you to calculate time spent with students down to the minute!
  3. Most common: This section is particularly helpful if you’d like to see the most common student health issues you’ve addressed. Here you can see congestion/cold is a common issue in this school. You’d likely see an uptick in flu symptoms here during flu season, which means it’s time to step up school flu preparations. Or maybe there’s a surprise outbreak of strep throat. If you can visualize that here, you can notify all parents of what you’re seeing, and alert them to be on the lookout for symptoms in their own children.
  4. Frequency: Exactly as it sounds, this column tells you how frequently you’ve seen students for a common complaint, such as headaches or the common cold. This school has addressed congestion/cold 7 times. 

The numbers in each of these categories for your school are going to be much higher, as this is merely demonstrative data. However, your numbers are very real indicators of how your time is spent, and as a result, can be useful to you when you make a case to hire an extra staff member, whether it be a school nurse or athletic trainer. At the very least, you can use this data to simply prove your time is as valuable as you know it to be.

Insights report based on your treatment note templates, which you can customize for your school’s needs. Marcy Kwitny at Polytechnic School did just that and was able to standardize her notes and improve care in doing so. For more information on how she did it, check out her client success story or download the full case study