Working with screening records

Use PowerSchool SMS to track student mandatory or optional health screenings. Create and manage screening records for vision, hearing, dental, and social/emotional issues.

Adding and editing vision screening information

Vision screening records enable you to record and monitor any problems students may have with their vision, including the eye exam date, providers, diagnosis, and vision solution.

To add and edit vision screening information:

You can do this if your role is School Administrator.[SA]You can do this if your role is School Health Professional.[SHP]

Search for and open a student record. The Student Demographics page appears.

In the control bar, click Health Tracking. The Health Profile page appears.

In the control bar, under Screenings click Vision. The Vision page appears.

Under General Information, if the student wears glasses, select Student wears glasses.

Under Vision Records, to add a vision record, click Add. The Records page appears.

To edit a vision record, select the vision record to be edited. The Records page appears.

To delete a vision record, select the vision record to be deleted and click Delete. Click OK and skip the remaining steps. Note: To delete a vision record, you need the appropriate permissions. For information about permissions, contact your district administrator.

Under General Information, enter or edit the information which includes:

Record Date: The date the vision record was created.

Referred By: Select the person referring the student for the screening, e.g., parent, teacher, counselor.

Observable Problem: Select the problem or concern, e.g., crossed eyes, signs of infection, broken glasses, squinting.

Action: Select the recommended course of action, e.g., screening required, referred without screening, or updated exam without screening.

Parental Consent: If the student’s parents have signed and returned a permission form, select this checkbox.

Under Vision Screening Details, to add vision screening details, click Add. The Records page appears.

To edit vision screening details, select the visions screening details record. The Records page appears.

To delete vision screening details, select the vision screening you want to delete and click Delete. Click OK and skip the remaining steps. Note: To delete a vision screening details record, you need the appropriate permissions. For information about permissions, contact your district administrator.

Enter or edit the information, which includes:

Record Type: The record type, e.g., the screening number.

Screening Date: The date the student received the screening.

Clinicians ID: The ID of the person performing the screening test, e.g., nurse, screening technician.

Tested With: Select any aids the student used during the screening test, e.g., glasses, contact lenses.

Result: Select the test results, e.g., Pass, Fail.

Action: Select the action recommended based on the screening, e.g., re -screen, referral.

Test Device: Select the device used for the screening, e.g., Snellin Chart, Blackbird Vision System.

Comments: Enter any additional information.

Click Apply to save the data and remain on the page or click OK to return to the Records page.

Under Referral and Follow-up Details, enter referral and follow-up details:

Eye Exam Date: The date the student received the vision examination.

Exam Provider: The name of the person performing the vision examination, e.g., the name of the optometrist.

Diagnosis: The conclusions resulting from the vision examination.

Vision Solution: The recommendations resulting from the vision examination, e.g., glasses, contact lenses, surgery.

Additional Care Date: The date additional care was received.

Additional Care Provider: The professional who provided the additional care, e.g., physician, optometrist, ophthalmologist.

Payment Type: Select the type of payment used for the vision examination, e.g., Medicaid, Kidcare, medical card, private insurance.

Comments: Enter any additional information related to the vision examination.

Click Apply to save the data and remain on the page or click OK to save the data and return to the Vision page.

Adding and editing hearing screening information

Use the hearing screening pages to record information about students hearing exams, including exam dates, results, and provider names.

To add and edit hearing screening information:

You can do this if your role is School Administrator.[SA]You can do this if your role is School Health Professional.[SHP]

Search for and open a student record. The Student Demographics page appears.

In the control bar, click Health Tracking. The Health Profile page appears.

In the control bar, under Screenings click Hearing. The Hearing page appears.

Under General Information, if the student wears a hearing add, select Student wears aid.

Under Hearing Records, to add a hearing record, click Add. The Records page appears.

To edit a hearing record, select the hearing record. The Records page appears.

To delete a hearing record, select the hearing record you want to delete and click Delete. Click OK and skip the remaining steps. Note: To delete a hearing record, you need the appropriate permissions. For information about permissions, contact your system administrator.

Under General Information, enter or edit the following information:

Record Date: The date the hearing record was created.

Referred By: Select the person referring the student for the screening, e.g., parent, teacher, counselor.

Observable Problem: Select the problem or concern, e.g., non-responsive, chronic ear infections, does not respond when name called.

Action: Select the recommended course of action, e.g., screening required, referred without screening, updated exam without screening.

Parental Consent: If the student’s parents have signed and returned a permission form, select this checkbox.

Under Hearing screening details, to add hearing screening details, click Add. The Records Detail page appears.

To edit hearing screening details, select the screening details record. The Records Detail page appears.

To delete a hearing screening details record, select the hearing screening details record you want to delete and click Delete. Click OK and skip the remaining steps. Note: To delete a hearing screening details record, you need the appropriate permissions. For information about permissions, contact your district administrator.

Enter or edit the information, which includes:

Record Type: Select the record type, e.g., the screening number.

Screening Date: The date the student received the screening.

Clinicians ID: The ID of the person performing the screening test, e.g., nurse, screening technician.

Tested With: Select the device used during the screening test.

Result: Select the test result, e.g., Pass, Fail.

Action: Select the action recommended based on the screening, e.g., rescreen, referral.

Test Device: Select the name of the device used for the screening.

Tone Test Right: The results of the tone test on the right ear.

Tone Test Left: The results of the tone test on the left ear.

Comments: Enter any additional information.

Click Apply to save the data and remain on the page or click OK to return to the Records page..

Under Referral and Follow-up Details, enter referral and follow-up details, which includes:

Hearing Exam Date: The date the student received the hearing examination.

Exam Provider: The name of the person performing the hearing examination, e.g., the name of the audiologist.

Diagnosis: The conclusions resulting from the hearing examination.

Hearing Solution: Select recommendations resulting from the hearing examination, e.g., hearing aid, surgery.

Additional Care Date: If applicable, enter the date additional care was received.

Additional Care Provider: If applicable, enter the professional who provided the additional care, e.g., physician, audiologist.

Payment Type: Select the type of payment used for the hearing examination, e.g., Medicaid, donated, Kidcare, private insurance.

Comments: Enter any additional information related to the hearing examination.

Click Apply to save the data and remain on the page or click OK to save the data and return to the Hearing page.

Click Apply to save the data and remain on the page or click OK to save the data and close the page.

Adding and editing dental screening information

Track dental information for students, such as their oral health history, the nature of their current dental work, and the dental provider

To add and edit dental screening information:

You can do this if your role is School Administrator.[SA]You can do this if your role is School Health Professional.[SHP]

Search for and open a student record. The Student Demographics page appears.

In the control bar, click Health Tracking. The Health Profile page appears.

In the control bar, under Screenings click Dental. The Dental page appears.

Under Dental History, enter or edit the information, which includes:

Number of Caries: The number of caries in the student’s permanent and deciduous teeth.

Number of Fillings: The number of teeth with fillings.

Number of Sealants: The number of sealants applied to the student’s permanent and deciduous teeth.

Number of Missing: The number of permanent or deciduous teeth that have been pulled or knocked out.

Additional Comments: Enter any additional dental information for the student.

Under Dental Records, to add a dental record, click Add. The Records page appears.

To edit a dental record, select the dental record. The Records page appears.

To delete a dental record, select the dental record you want to delete and click Delete. Click OK and skip the remaining steps. Note: To delete a dental record, you need the appropriate permissions. For information about permissions, contact your district administrator.

Under General Information, enter or edit the following information:

Record Date: The date the dental record was created.

Referred By: Select the person referring the student for the screening, e.g., parent, teacher, counselor.

Observable Problem: Select the problem or concern, e.g., Ortho or braces needed, tooth decay, pain.

Action: Select the recommended course of action, e.g., screening required, referral without screening, updated exam without screening.

Parental Consent: If the student’s parents have signed and returned a permission form, select this checkbox.

Under School Site Screen Details, enter or edit the information, which includes:

Screening Date: The date the student received the screening at the school.

Clinicians ID: The name of the person performing the screening test, e.g., dentist, dental hygienist.

Result: Select the result of the screening.

Referral Required: If the student required additional care not available at the school site, select this checkbox.

Cleaning Date: The date the student’s teeth were cleaned at the school.

Fluoride Applied Date: The date fluoride was applied to the student’s teeth at the school.

Sealants Applied Date: The date sealants were applied to the student’s teeth at the school.

Additional Notes: Enter any additional dental information.

Under Referral and Follow-up Details, enter or edit the information, which includes:

Referral Site: The site the student was referred to, e.g., dental office, orthodontist.

Referral ID: The identifier for the referral site.

Initial Visit Date: The date of the student’s first visit to the referral site.

Referral Status: The status of the referral, e.g., No telephone/unable to contact, Ortho referral, Patient refused treatment.

Completion Date: The date the treatment was completed.

Comments: Enter any additional information related to the dental examination.

Click Apply to save the data and remain on the page or click OK to save the data and return to the Dental page.

Click Apply to save the data and remain on the page or click OK to save the data and close the page.

Adding and editing social/emotional screening records

To add and edit social/emotional screening records:

You can do this if your role is School Administrator.[SA]You can do this if your role is School Health Professional.[SHP]

Search for and open a student record. The Student Demographics page appears.

In the control bar, click Health Tracking. The Health Profile page appears.

In the control bar, under Screenings click Soc/Emotional. The Soc/Emotional page appears.

To add a social/emotional record, click Add. The Details page appears.

To edit a social/emotional record, select the social/emotional record. The Details page appears.

To delete a social/emotional record, select the social/emotional record you want to delete and click Delete. Click OK and skip the remaining steps. Note: To delete a social/emotional record, you need the appropriate permissions. For information about permissions, contact your district administrator.

Under Social/Emotional Details, enter or edit the information, which includes:

Record Date: The date the social/emotional record was entered.

Referred By: Select the person referring the student for the screening, e.g., parent, teacher, counselor.

Observable Problem: Select the problem or concern, e.g., fearfulness, signs of abuse, irritability.

Action: Select the recommended course of action, e.g., parent conference, referral to outside agency.

Under Disposition, enter or edit the information, which includes:

Date: The date of the final outcome of the action taken.

Disposition: The final outcome of the action taken, e.g., medical follow-up, receives outside services.

Disposition Comments: Enter any additional information about the disposition.

Click Apply to save the data and remain on the page or click OK to return to the Soc/Emotional Screenings page.

Click Apply to save the data and remain on the page or click OK to save the data and close the page.