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School Health Services Documentation

School Health Services Documentation. Karen Erwin, RN, MSN Education School Nurse Consultant July, 2014. Student Confidentiality. Student health records included in “educational records” Protected by FERPA- access permitted on a “need to know basis”

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School Health Services Documentation

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  1. School Health ServicesDocumentation Karen Erwin, RN, MSNEducation School Nurse ConsultantJuly, 2014

  2. Student Confidentiality • Student health records included in “educational records” • Protected by FERPA- access permitted on a “need to know basis” • Only electronic bill for school health services included in IEP and submitted electronically to Medicaid is subject to HIPAA

  3. Educational Records • Health records maintained by school employees or contracted employees who provide “school health services” • Health Services may include: health promotion, health maintenance and “related or supportive” services (medication/treatment records phone calls, etc)

  4. Required Health Documents • Immunization Certificate • Vision Exam • Physical Exam Forms • Dental Exam/Dental Screening • KHSAA Sports Physical Form

  5. Keeping School Health Records Cumulative Health Record Contents 1. Required School Health Documents 2. Medication Information 3. Other Health Services documentation; including health office visits, documentation of physician or parent communication Record Retention per page Y5, # L2372, Public School District Records Retention Schedule (2014) 1. Hard copy 2. Electronic

  6. FERPA Related/Supportive Services Anything that enables a student (especially student special healthcare needs) to: 1. Attend school 2. Maintain (or improve) health status during the school day 3. Progress toward independence in self-care in school setting and achieve eucational success 4. Achieve educational success

  7. KDE Data Entry • KDE BOY Data Entry Document • KDE Infinite Campus Standards Document • Infinite Campus Self-paced learning modules • WebEx trainings • Electronic school health records kept the same length of time as paper documents • Know name of your district IT support staff

  8. End of Year Reporting • KSIS Health Data Entry Document describes all data to be reported and how to enter data • By April, should review your data for errors in entry • All school health data pulled by KDE on June 30th • Health Data now included in School Report Card

  9. For More Information • KSIS Health Data Entry Document, located in District Health Coordinator’s Briefcase http://education.ky.gov/districts/SHS/Pages/District-Health-Coordinators-Briefcase.aspx

  10. Contact Information • Karen Erwin, KDE School Nurse Consultant Karen.Erwin@education.ky.gov • Sandi Clark, KY DPH School Health Nurse Consultant Sandi.Clark@ky.gov

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