Medical Maintenance Automated Incident Report on Signout: A Step-by-Step Guide

Why Use This Feature?

This feature 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, the flag is set to false.

Open

2. Configure 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 allows one entry in the luDocumentClassification table to be marked with this SynergyMeaning.

• 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.

Open

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