Hero has the ability to store both school and student owned medications along with the ability to manage stock level and administration scheduling and logs. These features support Hero's strong focus on student wellbeing.
A medication can be added as a stand-alone item or it can be linked to a student-based medical condition.
Medications can be administered to students, staff or (in the event of an emergency) the wider community.
Alerts notifications will ensure that medications remain current, medication schedules are adhered to and fundamental stock levels are maintained.
UPLOADING A PARENT REQUEST FORM TO ADMINISTER MEDICATION (NSW Schools Only)
For schools in New South Wales, it may be necessary to have a signed parent consent form to permit the school to administer medication.
On receipt of this form, upload the document to the appropriate page. This may be Student Support Documents, Administration Notes or a customised page of your chosing.
By clicking the document Tag, the existence of the form will be visible via the Tag Data Sheets.
These articles will provide more information on uploading documents and tag data sheets.
ADDING A MEDICATION FROM THE ADMINISTRATION MENU
This method of adding a medication is only available to staff members with administration access. Via this entry point administrators can add and maintain school owned and student owned medications. Medication reports are accessed from this entry point.
1. Navigate to the Administration menu > Medications Register.
2. You will see a summary of all medications on hand.
3. Check that your medication does not already exist in the list. If you find a matching medication verify the student it is associated with. If it already exists for the correct student, you do not have to add it again, simply add new stock using the option available.
4. To add a new medication click the Add icon at the bottom right of the screen.
5. If the medication belongs to a student, start typing the student name and select from the dropdown list. If the medication belongs to the school, leave the student field blank.
When a student has been selected, the student's profile will be displayed. Click the X if you need to remove the student.
6. A medication can be directly linked to a student's existing medical condition. Click Medical Condition to select a condition. Some medications may apply to several conditions, especially in regards to autoinjectors. Select the first relevant condition.
7. Complete the remaining medication fields.
- Type - Select from the options in the dropdown list
- Autoinjector Brand - Will only be required if Autoinjector was selected as a Type
- Location - Select the room location from the location register list.
- Short Description - Enter a short description to quickly identify the medication
- Long Description - Enter further detail if required
8. Complete the details relating to the administering of the medication.
- Allow sibling use - Click this for a general medication that can be applied to a sibling if required Note: this option is not available to NSW schools
- Administered by - Select from the dropdown list
- Authorised staff - If 'Administered by authorised staff' was selected above, select all staff that are permitted to administer in this field
- Administration Details - Enter further detail relating to the administration of the medication if necessary
- Unit of Measure - What measure is the medication provided and distributed in? e.g. gms, mcg, tablets. Entering the unit of measure permits the dosage to be numeric. This can then be used to manage stock accurately
- Dosage - What is the default dosage for this medication? For school use medication, the dosage will depend on the age and size of the receiver. Enter the minimum dosage as the default
9. The above fields relate to the medication details but do not add stock for that medication. You can SAVE at this point and add the stock later, or you can add your new stock at the time of create.
ADDING A NEW BATCH OF STOCK FOR A MEDICATION
Stock can be added at the time the medication was added or it can be added at a later date by clicking the STOCK icon.
Accuracy of stock is important for student safety, therefore each new batch of stock needs to be recorded separately and accurately. It is however possible to add stock to an existing batch (see below) if medication is being received in smaller increments.
1. If the Stock icon was used, a list of all current stock will be displayed. This is a good opportunity to give this medication a quick stocktake to ensure accuracy of stock records. To add a new batch of stock, click ADD NEW BATCH.
2. Accurately enter the specific details for the batch being recorded.
- Batch/Sequence Number - This will be recorded on the medication packaging
- Expiry Date (mandatory for NSW Schools) - This is recorded on the packaging along with the batch number
- Quantity - Record how many units are being held. Take note of the registered 'unit of measure' to ensure accurate recording
- Review Date (mandatory for NSW Schools) - The date on which you need to check this medication e.g. just prior to expiry, just prior to it running out or perhaps the beginning of a new school year
- Purchase Date - Record for school based medications if this is known
3. Click SAVE to add the stock. You will now see this batch in the stock list and it will be available when administering this medication.
ADDING STOCK TO AN EXISTING BATCH
1. Click the STOCK icon.
2. Click the ADJUST STOCK icon on the batch you wish to update.
3. You are able to change the level of stock BY a quantity (+ or - an amount) OR change the level of stock TO the new quantity on hand. Click SAVE.
4. Decreasing the stock levels will require a reason to also be entered. This is recorded in the Administration Log.
ADDING A MEDICATION FROM THE INDIVIDUAL STUDENT
This method of adding a medication is only available to staff members with administration access and for other staff if permitted to do so. A setting allowing all staff to manage medications can be found under Administration Menu > Basic Options > Staff Permission.
All medications added via the individual student must be associated with a medical condition.
To add a medication
1. Find the student using one of the search tools available
2. Click on the student Information (i) icon
3. Click on the MEDICAL or WELLBEING Section headings. This will be determined by the location of your school i.e. country/state
The section you are in will be displayed in blue and underlined and the fields for that section will be displayed.
4. At the top of the screen you will see all medical conditions. Navigate to the condition you wish to associate the medication with. If medications already exist for this medical condition you will see these listed.
Only add a new medication if it differs from any already existing. If you have new stock for an existing medication, click the STOCK icon to add new stock.
5. Click ADD MEDICATIONS.
6. The student details and medication condition are preset.
7. Enter the remaining medication details and stock in the same way as outlined above.
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