SynWeb Medical Incident Contacts uplift: A Step-by-Step Guide

Why Use This Feature?

Accurately and efficiently recording parent/guardian communications about student medical incidents is crucial. This feature makes fulfilling duty of care and comply with policies on incident reporting even easier, by enabling staff to make contact with parents, guardians, and emergency contacts without leaving the incident screen.

How to Configure This Feature

• Log in to Synergetic and navigate to System Maintenance > Configuration File Maintenance.

• Locate the configuration key "FeatureToggle|NotifyParentGuardianMedicalIncident|Enabled".

• Ensure that this key is set to "True". This will enable the parent contact recording feature. In later releases, this toggle may be defaulted to true.

Open

Recording a Parent Contact in SynWeb Medical Maintenance

Once the "Record parent contact of a student in Sick Bay" functionality is enabled a user, such as a school nurse, can record parent contact directly within SynWeb Medical Maintenance. This feature allows for streamlined communication and record-keeping when a student has been signed in to the sickbay.

Here is a step-by-step guide on how a user would interact with the functionality:

1. Student Sign-In: The student is signed in to the sickbay using SynWeb Medical Maintenance.

2. Accessing "Parent/Guardian Notifications":

   • The user navigates to the student's incident record in SynWeb Medical Maintenance.

   • They select "Add More Details" and then choose "Notifications" to access the parent contact recording section.

Open

3. Viewing Available Contacts:

   • A dropdown list labelled "Parent / Guardian Contacted" displays a list of available contacts for the student.

   • The list is filtered to show relevant contacts marked as "Lives With" and prioritises those who are also "Primary".

   • Emergency contacts are also included in the list.

   • Key contact details are displayed alongside the contact's name.

   • If a previously saved contact is no longer eligible (e.g., they no longer "Live With" the student), their name will appear in the dropdown list in red, but selected.

4. Recording Contact Details:

   • The user selects the appropriate contact from the "Parent / Guardian Contacted" dropdown list.

   • They then choose the method of contact used: "Emailed", "Phoned", "SMS", or "Other".

   • If "Other" is selected, a text box appears for specifying the method used.

   • The user can add comments related to the contact in the provided "Comments" field. This field is mandatory.

5. Adding an Additional Contact:

   • If the user needs to record contact with another parent/guardian, they can select the "Additional Parent/Guardian Contacted" checkbox.

   • This reveals a second set of "Parent / Guardian Contacted" and "Contacted via" fields, allowing the user to record details for another contact.

6. Saving the Record:

   • Once the user has entered the necessary contact information, they click "Save".

   • This action saves all entered data, including the contact details, method of contact, comments, and whether an additional parent/guardian was contacted.

7. Viewing Recorded Information:

   • The recorded parent/guardian contact information is accessible in SynWeb Medical Maintenance under the student's incident record, within the "Notifications" section.

   • This information is also reflected in SynMain and in relevant Crystal Reports, such as the Student Medical Incident report (STUMEDINC).

Communicate with Users

• Tell your staff about the new functionality, and encourage them to use it

• You may wish to provide training or policy guidance to users on how to utilise the new functionality effectively.