Record Health Checkups and Measurements

Record Health Checkups and Measurements

Create and manage comprehensive health records for students and faculty, including physical measurements, eye vision details, and medical conditions.

Time: 5–10 minutes Module: OpenEduCat Health Enterprise Permissions: Health User or Health Manager

---

Prerequisites

• Student or faculty record exists in the system
• Access to OpenEduCat → Health menu
• Health User or Health Manager role assigned

---

Steps

1. Create a New Health Record

1. Navigate to OpenEduCat → Health
2. Click New to create a health record
3. Select the record type:
   • Choose Student and select the student, OR
   • Choose Faculty and select the faculty member

The name field auto-populates from the selected person.

2. Enter Physical Measurements

Complete the required measurement fields:

Field	Action
Height	Enter height value (required, must be > 0)
Height UOM	Select unit (cm, feet, inches)
Weight	Enter weight value (required, must be > 0)
Weight UOM	Select unit (kg, lb)

3. Record Eye Vision Details (If Applicable)

1. Check Eyeglasses if the person wears corrective lenses
2. When enabled, additional fields appear:

Field	Options	Description
Eyeglasses No	Text	Prescription reference number
Eye Status	Hyperopia / Myopia / Bifocal	Type of vision correction
Eye With Number	Right / Left / Both	Which eye(s) affected

3. Enter prescription values based on eye status:

For Hyperopia (Farsightedness):

Field	Description
Right Eye Hyperopia	Right eye power value
Left Eye Hyperopia	Left eye power value

For Myopia (Nearsightedness):

Field	Description
Right Eye Myopia	Right eye power value
Left Eye Myopia	Left eye power value

4. Document Medical Conditions

In the Other Details section:

Field	When to Check	Additional Field
Physical Challenges	Person has physical disability	Add details in Physical Challenges Note
Major Diseases	Person has chronic conditions	Add details in Major Diseases Note
Regular Checkup	Person requires periodic monitoring	Flags for follow-up tracking

5. Add Medical History Entries

1. Scroll to Checkup Details section
2. Click Add a line to record checkup entries
3. For each entry, provide:
   • Date: When the checkup occurred
   • Checkup Detail: Description of the medical event
   • Recommendation: Doctor’s recommendations

6. Save and Confirm

1. Click Save to store the record in Draft state
2. Review all entered information
3. Click Confirm to finalize the health record

Once confirmed, the record becomes read-only and visible on the parent portal.

---

Field Reference

Main Health Record (op.health)

Field	Technical Name	Type	Required	Description
Type	type	Selection	Yes	’student’ or ‘faculty’
Student	student_id	Many2one	Conditional	Student record (if type=student)
Faculty	faculty_id	Many2one	Conditional	Faculty record (if type=faculty)
Name	name	Char	Computed	Auto-populated from person
Height	height	Float	Yes	Height measurement
Weight	weight	Float	Yes	Weight measurement
Height UOM	height_uom_id	Many2one	No	Height unit of measure
Weight UOM	weight_uom_id	Many2one	No	Weight unit of measure
Eyeglasses	eyeglasses	Boolean	No	Wears corrective lenses
Eyeglasses No	eyeglasses_no	Char	No	Prescription number
Eye Status	eye_status	Selection	No	Hyperopia/Myopia/Bifocal
Eye With Number	eye_with_number	Selection	No	Right/Left/Both
Physical Challenges	physical_challenges	Boolean	No	Has physical disability
Physical Challenges Note	physical_challenges_note	Text	No	Disability details
Major Diseases	major_diseases	Boolean	No	Has chronic conditions
Major Diseases Note	major_diseases_note	Text	No	Condition details
Regular Checkup	regular_checkup	Boolean	No	Requires monitoring
State	state	Selection	No	Draft or Confirmed
Company	company_id	Many2one	No	Company record
Active	active	Boolean	No	Archive flag

Eye Vision Fields

Field	Technical Name	Type	Visible When
Right Eye Hyperopia	right_eye_hyperopia	Float	eye_status = ‘hyperopia’ AND eye_with_number in (‘right’, ‘both’)
Left Eye Hyperopia	left_eye_hyperopia	Float	eye_status = ‘hyperopia’ AND eye_with_number in (‘left’, ‘both’)
Right Eye Myopia	right_eye_myopia	Float	eye_status = ‘myopia’ AND eye_with_number in (‘right’, ‘both’)
Left Eye Myopia	left_eye_myopia	Float	eye_status = ‘myopia’ AND eye_with_number in (‘left’, ‘both’)

---

State Workflow

┌─────────┐    Confirm    ┌───────────┐
│  Draft  │──────────────▶│ Confirmed │
└─────────┘               └───────────┘
     ▲                          │
     │      Set to Draft        │
     └──────────────────────────┘

State	Description	Allowed Actions
Draft	Initial state, editable	Edit all fields, Confirm
Confirmed	Finalized, read-only	Set to Draft, View on portal

---

Accessing Health Records

From Health Menu

Navigate to OpenEduCat → Health to view all records.

From Student Form

1. Open a student record
2. Click the Health smart button (shows count)
3. View or create health records for that student

From Faculty Form

1. Open a faculty record
2. Click the Health smart button
3. View or create health records for that faculty member

---

Search and Filter Options

Quick Filters

• Archived: Show archived records

Group By Options

Group	Description
Student Name	Group by student
Eye Glasses	Group by eyeglass usage
Physical Challenge	Group by disability status
Major Disease	Group by chronic condition status
Regular Checkup	Group by monitoring requirement

---

Parent Portal View

Parents can view confirmed health records through the student portal:

Visible Information:

• Height with unit of measure
• Weight with unit of measure
• Eye status (Hyperopia/Myopia/Bifocal)
• Eye prescription values (Right-Left format)

Hidden for Privacy:

• Physical challenges and notes
• Major diseases and notes
• Medical history entries
• Checkup recommendations
• Draft records

---

Troubleshooting

Issue	Cause	Solution
Height/Weight validation error	Value is 0 or negative	Enter positive values
Cannot select both student and faculty	Mutual exclusion constraint	Choose only one type
Eye fields not showing	Eyeglasses not checked	Enable Eyeglasses checkbox
Record not on portal	State is Draft	Confirm the record
Cannot edit confirmed record	Read-only when confirmed	Click “Set to Draft” first

---

Validation Rules

1. Height and Weight: Must be greater than 0
2. Student/Faculty: Only one can be selected (enforced by onchange)
3. Type consistency: Auto-set based on student/faculty selection

---

Tips

• Unit consistency: Use consistent UOM across all records for accurate comparisons
• Regular updates: Create new health records periodically rather than editing old ones
• Documentation: Use the Checkup Details section to maintain complete medical history
• Privacy: Sensitive medical conditions are hidden from portal view by design

---

Related Tasks

• Add Medical History Entries
• Student Management
• Faculty Management

---

Security Notes

Role	Capabilities
Health User	View all, edit own company records, no delete
Health Manager	Full CRUD access, cross-company (with permissions)

Multi-company rules ensure users only see records from their assigned companies.