Health Staff Processing

This documentation applies to both versions of Online Registration.

Tool Search: Health Staff Processing

The Health Staff Processing module allows health staff to search approved student health applications. 

Screenshot of the Health Staff Processing tool.Health Staff Processing

Once a parent or guardian has entered an online registration through the Portal, the designated health staff person can begin processing the application for specific health concerns. Applications can be reviewed by status, by first name/last name of the person who entered the registration, application number (assigned when the application is submitted) or an email address of the person who entered the registration.

Staff can only search for applications associated with the calendar rights assigned to them (unless the Disable Calendar Filter for Staff Processing checkbox is marked). For example, a user who has rights to the Middle School and not to the High School can only view and approve applications for students at the Middle School.

Online Registration Workflow

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This article is for Campus Online Registration (OLR) and Campus Online Registration-Prime (OLR Prime).

    
StepCampus Location
OLR
OLR Prime
Calendar and Enrollment Management
1Create calendars for the next school yearSystem Administration > Calendar > Calendar Wizard
XX
2Roll enrollments forward for the next school year.System Administration > Student > Enrollment Roll ForwardXX
3Review the grade levels associated with each calendar, and if desired, mark the Exclude from Online Registration Calculations checkbox.System Administration > Calendar > Calendar > Grade LevelsXX
Online Registration Setup
4

Add Languages.

System Administration > Data Utilities > Multi-Language Editor > Language GroupsXX
5Enter language translations that display on Online Registration panels.System Administration > Data Utilities > Multi-Language Editor > OLR Literals BankXX
6Enter language translations that display on Online Registration panels in the dropdown lists.System Administration > Data Utilities > Multi-Language Editor > OLR Lists BankXX
7Create letters to send to parents announcing acceptance or denial based on their applications. Ad hoc Reporting > Letter Designer XX
8Create approval/denial statuses.Census > Online Registration > OLR StatusXX
9Census > Online Registration > OLR Set Up > OLR Set UpXX
10Enable the Online Registration Portal outline link for the active date range on the OLR Setup.System Administration > Custom > Custom TabXX
11Select OLR System Settings.Census > Online Registration > OLR Set Up > OLR System SettingsXX
12Enter registration dates for each school.Census > Online Registration > OLR Set Up > Registration Window by School
X
13Set Document Upload Options.Census > Online Registration > OLR Set Up > Document Upload
X
14Modify fields that appear on pleats using the OLR Builder.
(OLR version has limited functionality.)
Census > Online Registration > OLR Set Up > OLR BuilderX

X
15Create Notifications.Census > Online Registration > OLR Setup > OLR Notification Editor
X
16Reference the OLR Information Center to view links to OLR tools.Census > Online Registration > OLR Setup > OLR Information CenterXX
17Create application queues.Census > Online Registration > OLR Queue Setup
X
18Modify application queues.Census > Online Registration > OLR Queue Applications
X

19

Review the Configuration List Editor to verify the appropriate options are in the dropdown lists.Census > Online Registration > OLR Setup > OLR Configuration List EditorXX

Student Application Entry

These articles are intended for the parents/guardians entering the registration information. All articles can be saved as a PDF and given to the parent, or made available on the district website. See the Enter Applications article for information on accessing OLR and other important information. 

20Enter Household Information.Portal > Online Registration > HouseholdXX
21Enter Parent/Guardian Information.Portal > Online Registration > Parent/GuardianXX
22Enter Emergency Contact Information.Portal > Online Registration > Emergency ContactXX
23Enter Other Household Children.Portal > Online Registration > Other Household (non-enrolled children)XX
24Enter Student Information.Portal > Online Registration > StudentXX
25Review and complete student registration.Portal > Online Registration > CompletedXX
Process and Analyze Applications
26View applications that have been submitted by year or school and by status.Census > Online Registration > OLR DashboardXX
27

Search for applications by status and begin review and approval of them.

Census > Online Registration > Staff Processing, Student Processing, Health Staff Processing, Parent InformationXX
28Run the Audit Reports and Summary Reports.

Census > Online Registration > Audit Reports

Census > Reports > Online Registration Summary

XX
29

Merge list options from the List Bank Replacer from the OLR database into Campus.

Census > Online Registration > OLR List Bank ReplacerXX
30

Merge list options from the List Value Updater from the OLR database into Campus.


Census > Online Registration > OLR List Value Updater
X
31When necessary, mass re-post registration data.Census > Online Registration > Mass Re-Post Applications Data
X
32Review the Data Change Tracker tools to track OLR information being added to Campus.System Administration > Data Change TrackerXX
 

Health Staff Processing Search Editor Fields

OptionDescription
Application NumberSystem-assigned number associated with the application.
Student NumberLocally assigned identification number for the student. This number is created when the enrollment is saved.
Student First and Last NameLegally recognized name of the student.
First and Last NameLegally recognized name of the parent/guardian who entered the application.
Email AddressEmail address entered when the application was created, usually of the parent/guardian.
Application Start and EndDate fields used as a range to return applications entered between the two dates.
Application End YearIndicates the ending school year for which the application is associated. For the 2017-18 school year, the end year is 2018.
Application Status

Indicates the status of the application. This includes all core statues, link errors, post errors and custom statuses. Core statuses are as follows:

  • New Approved and Existing Approved - This option displays all new and existing applications that have been approved and posted.
  • New Approved and Existing Approved or Submitted - This option displays all approved new, approved existing, and submitted Existing applications.
  • New Approved - This option displays all new approved applications.
  • Existing Approved - This option only displays Existing approved applications.
  • Existing Approved or Submitted - This option displays existing approved or existing submitted application.
Medical Status

Indicates the status of the student's medical/condition history.

  • New Condition/Medication or No longer current Condition/Medication
  • All
  • New Health Condition or Medication
  • Condition or Medication no longer current
Health Type

Indicates the type of health record:

  • Conditions or Medications
  • Health Conditions
  • Medications
Max Application ReturnedThis field can be used to minimize a large number of returned applications in the search results area. Options include 100, 500, 1000 and al.
Health Approval Status

Indicates the status of the application for the entered health reasons:

  • Not Health Approved - This option will display applications that have not been verified by health staff.
  • Health Approved - This option will display all applications that have already been verified.

Applications matching the entered criteria display on the Search Results tab.

Screenshot of Health Staff Processing Search Results.Health Staff Processing Search Results

Health Review

Upon selecting an application to review, the application opens on the student list screen. From here the health staff can clearly see which students have health conditions or medications that need verification.

Screenshot of the health review screen.Health Review

Health Conditions and Medications Review

When reviewing student’s health conditions or medications, the health staff sees information added by the parent. From this screen, the health staff can directly open the student’s health Conditions and Medications tools from a single click for data entry. It is highly recommended that users have two computer screens to easily copy information from the application to the student's Conditions and Medications tabs. See the Conditions and Medications articles for information on how to enter student medical information into Campus.

Two part screenshot of the health review and the conditions data entry screen.Health Review - Conditions Data Entry

Health Processing Approval

Once all health conditions and medications have been verified, the health staff will approve the health information. This flags the application as being complete.

Screenshot of the Health Approval button.Health Review - Health Approve/Save

The student screen will show a green check next to the caduceus medical symbol indicating that health information is complete for that student.

Screenshot of a student application health staff approval status.Health Review - Student Application Health Staff Approved

To undo the approval, click the Undo Health Approval button (available for OLR Prime only).

Screenshot of the undo health approval button.Undo Health Approval

Map Health Conditions

Locate and have available the Description and Code of the health condition from the Condition List (System Administration > Health > Condition List).

  1. Select the Person - Health Conditions from the Language Group/OLR Lists.
  2. Enter the Description and Code from the Condition List for the conditions that should be mapped on the List Bank Translations tool.
  3. Save the entry. 

Screenshot of the Conditions list  and Health Literals values.Health Conditions, Health Literals Values

The Health Staff Processing tool displays the mapped conditions.

Screenshot of the health processing mapped conditions in the health review screen.Health Processing - Mapped Conditions

In order to map the medical/mental health conditions:

  • Mark the Post condition to Campus for each condition that should be mapped.
  • Staff need to add their initials.
  • Open the conditions to review or post student conditions.

Verify the conditions are there by clicking the Medications tab on the Health Processing view. Medications do NOT post automatically.

If districts use the optional Type field when entering conditions into the Condition List  (System Administration > Health > Condition List), the Type and Condition must be entered together, with no spaces, in the OLR Lists Bank Code field (see example below).

 Screenshot of the Condition List Type OLR List Bank Setup tool.Condition List Type OLR Lists Bank Setup