1. Presented by Kathy Castleberry Health Services & Training Manager INCA Head Start castleberry.km@gmail.comcastleberry.km@gmail.com 11/19/12

2.  Health Events are entered in a specific manner.  There are several basic steps that apply to all Health Events.  Documents need to be uploaded to a specific Section.  Ask if you are uncertain---don’t just put things “somewhere”!

3.  Log in to Child Plus.  Click on name of child on left hand side of screen.  Click on Health Tab at top of page.  Click on Add Event. Choose the Event to be added by scrolling down the drop down box.

4.  Do not use the “Scheduled Event Date” ---- this is only used for an upcoming appointment that the parent tells you about in advance.  Click on the “Event Date” and enter the date of the event here (this would be the date of the physical exam, dental exam, etc.)

5.  Tab to the Expir. Date box---date should automatically appear here if this is a physical, dental, vision, hearing, or speech screening. If a date doesn’t appear here you will need to enter it---be careful to notice if the date remains correct as it sometimes will change back to a 2012 date and most all dates will need to be a year from the date of the Event. Lead screenings would be the exception to this as they do not expire.

6.  Tab to Status and scroll down to the Status that fits the Event. An Event is only “complete” if the physical or dental did not show a need for follow-up. The same is true with screenings---if the child “passed” the screening—then the screening was “complete”. If the child did not pass the screening---then click on “failed 1 st screening”.  Tab to Description and enter the name of the Event (Physical Exam, Dental Exam, Vision Screening, etc).

7.  Tab to Results and enter the results of the exam or screening (if it was a blood pressure—enter the exact blood pressure reading here; if it was a physical and the Dr. checked the Normal box at the bottom of the physical page—enter Normal ; if the Dr indicated the child needs a follow-up or referral enter that information ; etc)

8.  Check box that says Parent Notified. You should discuss all Health Events with the parents and the results of those Events.  Click on clock to time stamp this event and add any notes that are related to this event. Notes need to state facts not opinions, (i.e. Alexis has a follow-up dental appointment scheduled for 11/30/2012.)

9.  Disability Tab------Send all IEP documents to Health Services Manager. These documents will be scanned, uploaded, and entered by the Health Services Manager at castleberry.km@gmail.com. If you have a child being considered for an IEP please notify the Health Services Manager by e-mail at the same e-mail address. castleberry.km@gmail.com

10.  Mental Health Tab---Health Services Manager will enter 1 st & 2 nd Mental Health Observations for all children. DO NOT document daily behavior problems on this tab or the Health Tab. There is a form for that purpose on the INCA website www.incacaa.org  Forms tab  click on Head Start (drop down)  click on Mental Health  click on INCA Behavior Record.

11.  Health Tab-------See steps 2—4. If the Event is:  Dental Exam—click on the Dental Exam drop down. See step 5—12.  Physical Exam---same as the Dental Exam  Lead Screening---enter the results of the Lead test under results (I.E. <3.3)  HBG/HCT---same as Lead screening  Vision---Health Manager usually enters  Hearing— same as vision  Speech--- same as vision

12.  ****FOLLOW-UP---- This is a very important part of record keeping. Every time you ask the parent about the physical, dental, etc needs to be recorded in the noted under the Event. Time stamp the notes section of the Event and then write a factual note.

13.  Ms. Smith said that the Dr. Office called and canceled Mary’s physical exam that is scheduled for Nov. 20th and rescheduled it for Dec 1 st.  I reminded Mrs. Jones today that Sally failed her vision screening and asked if she has scheduled an appointment with an optometrist. She said that she will do that as soon as she gets home after work today. I offered for her to use our classroom phone to make that appointment. She successfully scheduled an appointment tomorrow morning @ 10:15am.

14.  Scanner must be linked and programmed to the computer.  Scanner must be turned on (on/off switch on the back).  Save documents on a jump drive.

15.  Make a folder on the jump drive that says Child Documents (or something similar so that you know where these documents are going).  You will need to save documents two or three times and then drag the document to the folder before the scanner programs itself to always send them there. Then you won’t have to search all over the place for the documents or remember where you put them.

16.  Click on Neat Scanner icon.  Click on Settings and you should have the box checked that says to save multiple pages as one document. If you do not---click on this box. You should not have to worry about this step again.  Click on the drop down box beside the word Scan in the top left hand corner of the Neat Scanner page. It will say PDF  click on this.

17.  Immediately a page will come up that says “save as”  click in this box and name the document---Child’s last name, child’s first name, and document title (physical, dental, etc).  The document will feed through all by itself. Be sure to place all pages of the physical in the scanner as you will not need to scan each page separately---you will be able to scan as one document. DO NOT scan a physical and dental form together!!! These are separate documents and must be uploaded separately.

18.  Give the scanner long enough to bring the document up on your computer screen (different times for different sized documents). Close this document out once it has appeared.  Now go into Child Plus--  Click on the Health Tab  Then click on the Event you are working on (Physical Exam, Dental Exam, etc)  go to the bottom of the page and click on Attachments-  click on Add Attachments-

19.   and click on Browse  click on the folder that has your child documents in it  click on the document you need to attach  click on the drop down box that says Service Area  click on Health  click on Medical Records or Other (depending on what you are uploading)  on the Description blank put 2012 Physical Exam or 2012 Dental Exam, etc., but the year always comes first in this entry  Time stamp in the notes section.

20.  Do Not just guess what to name an attachment or where to upload it. Send me an e-mail and ask for directions. Once a document is uploaded and placed under the wrong tab or name-  it takes a lot of time to search out.