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.
Enable the Feature: An administrator must first enable the feature by setting the configuration key FeatureToggle|AutomatedIncidentReportEmail|Enabled to True. By default, this is set to False.
Configure Email Templates: Schools can set up an email template for the incident report. This is done by setting the SynergyMeaning to IncidentReportEmail in the Document Classification lookup table. The system only permits one template to be associated with this SynergyMeaning at a time.
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.
These are external suggestions and may require independent verification.