NZ Schools - Adding a New Medical Specialist

This article relates to NZ and Independent Schools.  For schools in New South Wales, Australia please click this link.  NSW Medical - Viewing Medical Specialists for an Individual or Group of Student

Medical Specialists/Medical Centres have their own set of information that can be shared across multiple students in a single school.  This prevents having to reenter information that is common for your local area.

They also contain 'student specific' information which applies to a medical specialist/student connection so is updated via the student.

Most medical specialists will be added to students via the enrolment process, having been entered on the online enrolment form, but they can also be entered or updated via the individual student. 

ADDING A NEW MEDICAL SPECIALIST TO AN EXISTING STUDENT

1. Find the student using one of the search tools available

2. Click on the student Information (i) icon

3. Click on the MEDICAL Section heading.

The section you are in will be displayed in blue and underlined and the fields for that section will be displayed.

4.  The existing medical details will be displayed.  Scroll to the bottom of the tab to view Doctors / Specialists.    Note: You may see medical specialists displayed in two different formats i.e. a card per doctor/specialist and the original Doctor field.  It is advisable to gradually convert the Doctor field to an individual card.  This will allow you to add additional specialists e.g. Dentists, OTs.    

5.  Click the ADD MEDICAL SPECIALIST button.

6.  Enter the name of the medical specialist or medical centre.   As these entries can be entered in inconsistent formats, Hero will attempt to find you a match.  Start with the Surname or Medical Centre for the best result.

7.  If a desirable match is found, click SELECT to link this medical specialist to the student being processed. 

8.  If no suitable match is found, scroll to the bottom of the results and click ADD MEDICAL CONTACT.

9.  Enter all the available details for this medical contact. Enter the BASIC DETAILS first then click on ADDRESS to enter the address details.

Note:  'Other Information' relates to the medical specialist or medical centre and not the student e.g. opening hours of the clinic, days of work for the doctor.   Click SAVE to update.   

10.  The relationship details screen will be displayed.  Select or enter the details relevant to this student.

• The Sequence is used to place the medical specialists in the order you wish to see them.
• Select the Type from the dropdown list of available options.  If you type is not available select 'Other' and key the type into the Student Specific Notes.
• Enter a Start and/or End Date if the specialist is only going to be for a limited time e.g. occupational therapist.  An 'expired' specialist will be excluded from most reports.  The contact card will also show a red calendar if expired.
• Use the Student Specific Notes field to enter other notes specific to this student and/or the specialist type if not available in the dropdown list.
• Roles required to view - The ability to determine who can see a medical specialist can be controlled per individual specialist.  If Student Medical or Student Sensitive are selected, then only staff members with permission to view Student Medical or Student Sensitive will be able to view or print this specialist.
• If the school has been given permission to phone this specialist, click the Permission to contact slider.  This will add a green Phone icon to the contact card.

Ensure you scroll to the bottom of this screen and click DONE 

13. The new medical specialist will display on the student in orange.

14.  Click Save

15.  Click EDIT to check or update the details.  If 'Select' was used to choose an already existing entry any changes to the Basic Details or Address will be visible to all students connected to that entry.

VIEWING MEDICAL SPECIALISTS FOR A GROUP OF STUDENTS

1. Medical Specialists can be viewed and printed via the List Builder.  View this help article for more information on how to use the List Builder.

Creating a List of Student Information

2.  Scroll down to Medical Specialists to find all medical specialist fields.  Selecting the required fields from this section will print the fields for all 'current' medical specialists.  

3.  Click Include non-current medical contacts to include both current and expired medical specialists.

4.  Hero also provides a Pre-made list for use in the Medical Room.  This list also includes all current medical specialists.