Manage Student Health Records

Manage Student Health Records

Record physical measurements, track medical history, monitor eye vision, and maintain health documentation.

Time: 5–10 minutes per health record Module: OpenEduCat Health, OpenEduCat Health Enterprise Permissions: Health Administrator or School Nurse

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Prerequisites

• Student records configured
• Health categories defined
• Medical staff access configured
• Access to Health menu

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Overview

The Health Management system enables:

• Physical measurement tracking
• Medical history documentation
• Eye vision assessment
• Prescription management
• Vaccination records
• Health checkup scheduling
• Medical incident reporting
• Health certificate generation

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Health Record Components

Component	Description
Physical	Height, weight, BMI
Medical History	Past conditions, allergies
Eye Vision	Visual acuity, prescriptions
Vaccination	Immunization records
Incidents	Medical incidents
Checkups	Regular health exams

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Steps

1. Create Health Record

1. Navigate to Health → Health Records
2. Click New
3. Select the student:

Field	Action
Student	Select student
Date	Record date
Medical Officer	Examining staff

4. Click Save

2. Record Physical Measurements

1. Open health record
2. Navigate to Physical tab
3. Enter measurements:

Field	Action
Height	Height in cm
Weight	Weight in kg
BMI	Auto-calculated
Blood Pressure	Systolic/Diastolic
Pulse Rate	Beats per minute
Temperature	Body temperature

4. System calculates:

   • BMI from height/weight
   • Health indicators

5. Click Save

3. Document Medical History

1. Open health record
2. Navigate to Medical History tab
3. Add conditions:

Field	Action
Condition	Medical condition name
Diagnosis Date	When diagnosed
Status	Active/Resolved
Treatment	Current treatment
Notes	Additional details

4. Add allergies:

Field	Action
Allergy Type	Food/Drug/Environmental
Allergen	Specific allergen
Severity	Mild/Moderate/Severe
Reaction	Typical reaction

5. Click Save

4. Record Eye Vision

1. Open health record
2. Navigate to Eye Vision tab
3. Enter vision assessment:

Right Eye:

Field	Action
Sphere	Spherical power
Cylinder	Cylindrical power
Axis	Axis degree
Visual Acuity	e.g., 6/6, 20/20

Left Eye:

Field	Action
Sphere	Spherical power
Cylinder	Cylindrical power
Axis	Axis degree
Visual Acuity	e.g., 6/6, 20/20

4. Additional fields:

Field	Action
Color Vision	Normal/Deficient
Distance Vision	Assessment result
Near Vision	Assessment result
Prescription Date	When prescribed
Glasses Required	Yes/No

5. Click Save

5. Track Vaccinations

1. Open health record
2. Navigate to Vaccinations tab
3. Add vaccination record:

Field	Action
Vaccine	Vaccine name
Date Given	Administration date
Dose Number	Dose sequence
Next Due	Next dose date
Administered By	Medical staff
Batch Number	Vaccine batch

4. Common vaccines:

   • Hepatitis B
   • MMR
   • Tetanus
   • Flu
   • COVID-19

5. Click Save

6. Report Medical Incidents

When student has health issue:

1. Navigate to Health → Medical Incidents
2. Click New
3. Document incident:

Field	Action
Student	Affected student
Date/Time	When occurred
Location	Where it happened
Type	Injury/Illness/Emergency
Description	What happened
First Aid	Treatment provided
Outcome	Sent home/Returned to class
Follow-up	Required actions
Witness	Witness name
Parent Notified	Yes/No and when

4. Click Save

7. Schedule Health Checkups

For regular health examinations:

1. Navigate to Health → Checkup Schedules
2. Click New
3. Configure checkup:

Field	Action
Name	Checkup name
Type	Annual/Sports/Special
Date	Scheduled date
Course/Batch	Target students
Medical Staff	Conducting staff

4. Generate checkup list
5. Track completion status

8. Generate Health Certificate

1. Open student health record

2. Click Generate Certificate

3. Select certificate type:

   • General health
   • Sports fitness
   • Medical clearance

4. Certificate includes:

   • Student details
   • Physical status
   • Medical clearance
   • Doctor’s signature

5. Print or download

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Field Reference

Health Record (op.health)

Field	Technical Name	Type	Required	Description
Student	student_id	Many2one	Yes	Student record
Date	date	Date	No	Record date
Height	height	Float	No	Height in cm
Weight	weight	Float	No	Weight in kg
BMI	bmi	Float	Computed	Body mass index
Blood Pressure	blood_pressure	Char	No	BP reading
Pulse Rate	pulse_rate	Integer	No	Heart rate
Temperature	temperature	Float	No	Body temp
Medical Officer	medical_officer_id	Many2one	No	Examining staff
Notes	notes	Text	No	General notes

Eye Vision (op.health.eye)

Field	Technical Name	Type	Required	Description
Health Record	health_id	Many2one	Yes	Parent record
Eye	eye	Selection	No	Right/Left
Sphere	sphere	Float	No	Spherical power
Cylinder	cylinder	Float	No	Cylindrical power
Axis	axis	Float	No	Axis degree
Visual Acuity	visual_acuity	Char	No	Vision reading
Color Vision	color_vision	Selection	No	Normal/Deficient
Glasses Required	glasses_required	Boolean	No	Needs glasses
Prescription Date	prescription_date	Date	No	When prescribed

Medical History (op.health.history)

Field	Technical Name	Type	Required	Description
Health Record	health_id	Many2one	Yes	Parent record
Condition	condition	Char	Yes	Medical condition
Diagnosis Date	diagnosis_date	Date	No	When diagnosed
Status	status	Selection	No	Active/Resolved
Treatment	treatment	Text	No	Current treatment
Notes	notes	Text	No	Additional info

Allergy Record (op.health.allergy)

Field	Technical Name	Type	Required	Description
Health Record	health_id	Many2one	Yes	Parent record
Type	allergy_type	Selection	No	Food/Drug/Other
Allergen	allergen	Char	Yes	What causes reaction
Severity	severity	Selection	No	Mild/Moderate/Severe
Reaction	reaction	Text	No	Typical symptoms

Vaccination Record (op.health.vaccination)

Field	Technical Name	Type	Required	Description
Health Record	health_id	Many2one	Yes	Parent record
Vaccine	vaccine_id	Many2one	Yes	Vaccine type
Date Given	date_given	Date	Yes	Administration date
Dose Number	dose_number	Integer	No	Sequence
Next Due	next_due	Date	No	Next dose date
Administered By	administered_by	Char	No	Medical staff
Batch Number	batch_number	Char	No	Vaccine batch

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BMI Categories

BMI Range	Category
Below 18.5	Underweight
18.5 - 24.9	Normal
25.0 - 29.9	Overweight
30.0+	Obese

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Vision Standards

Visual Acuity Scale

Reading	Description
6/6 (20/20)	Normal vision
6/9 (20/30)	Mild impairment
6/12 (20/40)	Moderate impairment
6/18 (20/60)	Significant impairment
6/60 (20/200)	Legal blindness

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Views Available

View	Features
List	Health records listing
Form	Full health details
Kanban	Visual cards
Pivot	Health statistics

Health Dashboard

Administrators see:

• Total students examined
• Pending checkups
• Recent incidents
• Vaccination status
• BMI distribution

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Portal Features

Parent Portal

Parents can view:

• Child’s health summary
• Physical measurements
• Vaccination records
• Medical incidents
• Upcoming checkups

Student Portal

Students can view:

• Personal health info
• Vaccination schedule
• Checkup appointments

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Reports

Report	Description
Health Summary	Student health overview
BMI Report	Weight status distribution
Vaccination Status	Immunization coverage
Incident Report	Medical incidents summary
Eye Vision	Vision assessment results

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Emergency Information

Quick access card displays:

• Blood group
• Known allergies
• Medical conditions
• Emergency contacts
• Insurance details

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Troubleshooting

Issue	Cause	Solution
BMI not calculating	Missing height/weight	Enter both measurements
Record not found	Not created	Create health record
Vaccination overdue	Next due passed	Schedule vaccination
Cannot edit	Record locked	Check permissions
Certificate error	Missing data	Complete required fields

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Best Practices

1. Regular checkups: Schedule annual health exams
2. Complete records: Fill all applicable fields
3. Update promptly: Record incidents immediately
4. Allergy alerts: Document all allergies clearly
5. Vision checks: Regular eye examinations
6. Vaccination tracking: Monitor immunization schedules

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Security Notes

Role	Capabilities
Health Administrator	Full CRUD access
School Nurse	Create and edit records
Teacher	View basic info (emergencies)
Parent	View child’s records (portal)
Student	View own records (portal)

Privacy Controls

• Health data protected
• Limited access by role
• Parent consent tracking
• HIPAA/FERPA considerations

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Integration Features

Student Profile Integration

• Health info in student record
• Emergency access card
• Alert badges

Attendance Integration

• Medical absence tracking
• Sick leave records
• Return clearance

Fee Integration

• Medical fee tracking
• Insurance claims
• Health service billing

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Common Vaccines

Vaccine	Schedule	Doses
Hepatitis B	Birth, 1-2 months, 6-18 months	3
DTaP	2, 4, 6, 15-18 months, 4-6 years	5
MMR	12-15 months, 4-6 years	2
Varicella	12-15 months, 4-6 years	2
Flu	Annually	1

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Related Tasks

• Manage Student Records
• Configure Emergency Contacts
• Set Up Parent Portal