Editing Medications and Maintaining Stock Levels

Hero has the ability to store both school and student owned medications along with the ability to manage stock levels, and administration scheduling and logs.  These features support Hero's strong focus on student wellbeing.

A medication can be record as a stand-alone item or it can be linked to a student-based medical condition.

Alerts notifications will ensure that medications remain current and stock levels are maintained.

EDITING A MEDICATION

When editing a medication from either the administration menu or the individual student, the buttons and processes are the same.  The processes can be actioned by any staff members with administration access and by other staff members if permitted to do so.  A setting allowing all staff to manage medications can be found under Administration Menu > Basic Options > Staff Permission.  Staff who are not permitted to manage medications are still able to view medications held for a student.

To Edit Medications

1. Navigate to the Administration menu > Medications Register

or alternatively the Individual Student > Information (i) icon > Medical (or Wellbeing)

2.  In both cases, you will see a summary of medications held.  For individual students, these will show on each of the associated medical condition cards.

3.  Click the INFORMATION icon to view the full details relating to the medication.  This will include any related schedules.  The Information icon is still available to staff who do not have permission to maintain medications.

4.  Click the EDIT icon to update the basic information for the medication.  The Edit icon is NOT used to add stock.

5.  Make the required changes and click SAVE to update.

6.  Use the DELETE icon to remove the medication from the list.  The Delete icon will only be enabled if the stock levels = 0.

ADDING AND ADJUST STOCK LEVELS 

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.  Decreasing stock to 0 will retain the batch for the next installment of medication.

5.   If a batch of medication is to be discontinued, click the DELETE icon on the batch record.  This will remove the batch completely.    If more medication may be received for the same batch, the quantity can be adjusted to 0.

10.  Once again a Reason is required to account for the reduced stock in the Administration log.  Select the reason from the dropdown list.   Click DISCONTINUE to remove the batch.