Sickbay

Sickbay

Overview

The Chronicle Sickbay feature allows the school to effectively manage sickbay by facilitating checking students in and out of sickbay, recording details of ailments, as well as simplifying attendance changes due to being in sickbay.

Sickbay is available on the Chronicle page, which can be located by hovering over the Organisation menu (grid icon), and clicking ‘Chronicle’ under the Student Management heading. On the Chronicle page you will see Sickbay Entries as the top section on the Dashboard.
     

Permissions

All staff can access the Chronicle page.
The Chronicle level (User/Power/Admin) you set the Sickbay template to be at your school will determine if staff can add an entry or view existing entries as it will be dependant on each staff user's Chronicle permission level.

For example, if the Sickbay Chronicle Template is set for use by Chronicle Power/Admin, staff with the Chronicle User permission will not be able to add or see Sickbay entries.


If you want to give a staff member the ability to edit Sickbay entries, you can assign them the SickBayAdmin permission.  Staff with this permission will specifically be ably to modify existing Sickbay entries even if the entries are a higher level than the staff member's general Chronicle access.
 
Giving them the SickBayAdmin permission will not allow the staff member to access other non-Sickbay Chronicle entries at higher levels than their set Chronicle access permission.

For details relating to staff permissions, please refer to the Permissions Knowledge Base article.


Creating Sickbay Entries

To create a sickbay entry start typing the student's name into the 'Add a new Sickbay entry:' field.

     

This will open the Create Chronicle Entry window, with the Compass Sickbay Template pre-selected. The medical details and contact information for the student's parents and emergency contact will be shown on the right of this window.

     
     

The Sickbay Check-in Time field will be automatically populated with the timestamp of when you first selected the student to add a sickbay entry for, though you can change this time using the drop-down menu if you need to back time-stamp any entries (the entry will default to today's date, you can backdate an entry but you cannot select a future date).  You should also fill out any other fields that exist in your template. Your school may have included different fields to be filled out - these are managed by an administrator at the school, and how to set this up is explained more fully in the Knowledge Base article titled Chronicle Admin.

If the student has only just arrived at Sickbay you can click 'Save' or 'Save and Close' to indicate in Compass that the student is at Sickbay.

When the student is leaving Sickbay just click the pencil icon next to the student's name to reopen the Sickbay entry.

     

Click 'Now' next to the Sickbay Check-out Time field to indicate that the student is now leaving Sickbay. If you're entering the entry after the student has already left you can select the time the student left from the drop-down, or enter the check-out time in the Sickbay Check-out Time field.

     

You do not have to select a Check-out Time to begin with - you can create the entry with no check-out time, click Save or Save and Close, and then enter a check-out time when the student has actually departed.

Selecting a check-out time will open the option for you to indicate if the student is returning to class or leaving the school upon leaving the sickbay. If you indicate that the student is leaving the school this will open the Automatically Add Note/Approval option, which will allow you to select an attendance code and add details.

     

Ambulance Report

For instances where an ambulance is required, you can click the 'Ambulance Report' option (once the entry has been saved) which will download a file to your device which can be printed and given to the Ambulance officers to provide them with key contact, medical and injury information about the student.

There is also the option to include the 'Ambulance called' field in your sickbay template which will allow you to easily insert the ambulance call time into the entry.  Staff who administer Chronicle templates at your school will be able to add this field to your school's Sickbay template if required (please note, you do not have to have the 'Ambulance called' field in your sickbay template to access the 'Ambulance Report' button, this is included by default).

     



Sickbay's Affect on Attendance

When a student is checked in to sickbay via the Chronicle Sickbay they will receive an approval for the amount of time that they are in the sickbay, with the appropriate department code. The start and finish times for this Sickbay approval will be the Check-in and Check-out time as indicated on the Sickbay entry. If you enter a student in Sickbay without giving a check-out time (because they are still in the sickbay) they will have a Sickbay approval until the end of the day, until this is updated with the correct check-out time, once the student has left the sickbay.

If you indicate that the student has left the school and not gone back to class then they will receive a Note/Approval for the rest of the day, with the appropriate department code what was selected on the Sickbay entry. 

In the example below, the student received a Sickbay School Activity (highlighted in green) from 11:36 AM-1:43 PM. When the check-out time of 1:43 PM was entered, the Sickbay Officer indicated the student was leaving school and selected Reason 'Illness' (highlighted in red). You can see at the bottom of the image that the student received the 204 Victorian DET attendance codes for periods 3 and 4, and the 201 code for Period 5, in line with the reasons for the student's absence from class.


 

Communications Tab

If your school has setup the Sickbay template to have any communications, you will see a Communications tab across the top of the Create Chronicle Entry window.

     

Compass supports three types of Communications - an automatic SMS, an automatic email, or a letter (which must be printed out and mailed home or given to the parent). With the SMS and email options the school can decide to send these to either the parents, the student, or both. Any automatic communications (i.e. emails and SMS') will be automatically sent as soon as the Sickbay Chronicle Entry is saved.

Within the setup of your Sickbay template the communications may or may not be locked. If they are unlocked then staff can edit the communication prior to saving, or simply allow the default one to be created. You can review what communications are setup for the template by clicking the Communications tab and then clicking through the sub-tabs (e.g. Letter, Parent Email, Parent SMS, etc...).

     

Keep in mind that once the template has been saved you cannot edit any of the communications and resend them.

If your school uses the Letter Communication, these must be manually generated. To do this click the 'Letter' sub-tab under 'Communications' and then click the 'Generate PDF Letters For All Involved Students' button (you can only access this once the entry has been saved).


     

You can review what Communications have been sent for a previously saved Chronicle entry by clicking the 'Communication Log' tab.

     

Printing a Sickbay Pass

You can provide students with printed slips if your school has a Compass thermal printer configured. If you have multiple Compass Thermal Printers connected at your school, you can select which printer is the default printer for your Sickbay from the 'Default printer' drop-down menu at the top right of the Sickbay Entries table.

If your school has a Compass thermal printer and it is not printing then please contact the Compass Support Team (support@compass.education) for assistance with setting this up in Compass. If your school is interested in purchasing a Compass thermal printer please contact the Support Team for a quote. 

Once you have your printer configured in Compass, then when you check a student out of Sickbay you have the option to print a pass for the student. If the student is selected as returning to class then they will get a Sickbay pass, whereas if they have been selected as leaving school then a Departure pass will print out instead.



Sickbay Pass Example:

   


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