This feature automates the Medical Incident report process, which is currently a manual task in Synergetic, requiring staff to create, save, and send reports, or for admin staff to follow up if reports are not sent.
Why Use This Feature?
This feature offers several benefits:
Efficiency and Time Savings: Automating the task saves time and improves efficiency.
Prompt and Reliable Communication: Sending incident reports via email ensures parents receive information about their child's medical incident in a timely and consistent manner.
Traceable Communication History: Emails are automatically recorded in the contact history of the parent/guardian, creating an audit trail for communication.
Enabling and Customising This Feature
There are two steps to enabling and configuring the automated incident report email feature.
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allows schools to automatically send incident reports to parents/guardians when a student is signed out of the sick bay. This improves the efficiency of this workflow and ensures timely communication with parents about medical incidents. The current workflow involves manually creating a report, saving it as a PDF, attaching it to an email, and sending it home. If staff don't do this when a student is signed out, administrative staff need to chase up the report or send it themselves.
Activating and Configuring This Feature (for System Administrators)
1. Enable the Feature Flag
Go to Configuration File Maintenance.
Locate the key FeatureToggle|AutomatedIncidentReportEmail|Enabled.
Set the value to True to activate the automated incident report email feature. By default,
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the flag is set to
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false.
2. Configure
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the Email Template
Add a new entry or update an existing entry in the luDocumentClassification lookup table.
Select IncidentReportEmail as the SynergyMeaning for the classification. The system only
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allows one entry in the luDocumentClassification table to be
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marked with this SynergyMeaning
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Sending an Automated Incident Report
1.) Initiating the Sign-Out Process: When a user begins the sign-out process for a student in SynWeb Medical Maintenance, the system checks if the automated email feature is enabled. If enabled, the process continues. Note that the automated email will not be sent if the "patient" is not a student or the feature is not enabled.
2.) Identifying Recipients: The system identifies the contacts associated with the student who are eligible to receive the incident report. This is based on the student's contact information where:
The contact has a "Lives With" relationship with the student.
And,The contact is the primary community member in the relationship, OR
The contact is the partner of a "Lives With" contact who meets the above criteria, unless the "Only address this person and not their spouse" option is selected for the primary contact
The contact has a valid email address
3.) Sending the Email: If the user proceeds, Synergetic will automatically send the email, with the incident report attached, to all validated contacts. If the email is sent successfully, the correspondence history for the student or parent is updated to reflect this.
Handling Errors
There are two categories of errors: those that the user can address (front-end validations) and those that require administrator attention (action centre messages).
Front-End Validations: If the system cannot send the email due to issues the user can resolve, an error message is displayed in SynWeb on the sign-out screen. Some examples of these errors include:
No valid contact information with email address
Missing email template
User lacking an email address and no fallback configured for the school
Action Centre Messages: Issues that prevent the email from being sent that are outside the user's control are logged in the Action Centre. For example:
Problems with the SMTP server
Communicating Changes to Users
While the sources do not include information on how to communicate this change to users, here are some suggestions that do not come from your sources:
Update the SynWeb Medical Maintenance sign-out screen with a notice that incident reports will be emailed automatically if the feature is enabled.
Include documentation on the new feature and how it works in the SynWeb user manual.
Send a school-wide email explaining the new automated email feature.
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Create a new email template and associate it with the DocumentClassification that has the SynergyMeaning of IncidentReportEmail. You can access this template through the existing “Send Email” page or the Email Template Maintenance screen accessed by selecting the ‘System’ menu tab in SynWeb. You must have the permission Sys||GridEmail to access the Email Template Maintenance option.
Sending the Automated Incident Report to Parents in SynWeb (for users such as Sick Bay staff)
1. Sign a Student Out of Sick Bay
Go to Students > Medical Maintenance in SynWeb
Select an open incident
Click the Sign Out button
2. Choose to Send the Email
When you sign out the student, if the feature is enabled, you will be presented with the option to "Email incident report"
Select Yes to send the automated incident report to the student's contacts
The Yes radio button will only be enabled if:
The signed-in user has an email address configured
The incident has at least one contact with a valid email address
There is a communication template configured with the SynergyMeaning of IncidentReportEmail.
There is at least one valid contact for the incident
If any of these criteria are not met, the Yes radio button will not appear, and an error message will be displayed
3. The System Sends the Email
If you choose to send the email, the system will automatically send the incident report to the student's contacts
The email will be sent from the signed-in user's email address
The incident report will be attached to the email as a PDF file called "IncidentNote.pdf"
The correspondence history for the contacts will be updated to reflect that the email was sent
4. Handling Email Errors
If there is a technical error sending the email, an Action Centre message will be generated. This could happen if, for example, there is an SMTP server error
The Action Centre message will be visible to the appropriate group members configured for that message
The message will have sufficient details so that the failed message can be followed up manually
Rules for Selecting Contacts
The system will automatically select contacts to receive the incident report email based on the following rules:
The contact must be a contact for the student
The contact must "Live With" the student
The contact must be the primary community member in the relationship OR the contact must be the partner of a "Lives With" contact where "Only address this person and not their spouse" has not been selected for the contact