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Student Confidentiality

School Health Services Documentation Karen Erwin, RN, MSN Education School Nurse Consultant July 25, 2012. Student Confidentiality. Student health records included in “educational records ” Protected by FERPA- access permitted on a “need to know basis”

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Student Confidentiality

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  1. School Health ServicesDocumentationKaren Erwin, RN, MSNEducation School Nurse ConsultantJuly 25, 2012

  2. Student Confidentiality • Student health records included in “educational records” • Protected by FERPA- access permitted on a “need to know basis” • Only electronic bill for school health services included in IEP and submitted electronically to Medicaid subject to HIPAA

  3. Educational Records Include: • Health records maintained by school employees or contracted employees who provide “school health services” • Health Services may include: health promotion, health maintenance and “related or supportive” services

  4. Health Records • Immunization Certificate • Vision Exam • Physical Exam Forms • Screening Programs • Dental Exam/Dental Screening • Cumulative Health Records • KHSAA Sports Physical Form

  5. Keeping School Health Records Cumulative Health Record Contents 1. Required School Health Documents 2. Medication Information 3. Other Health Services documentation; including health office visits, documentation of physician or parent communication Record Retention per page Y5, # L2372, Public School District Records Retention Schedule (2010) 1. Hard copy 2. Electronic

  6. FERPA Related/Supportive Services • Anything that enables a student (especially student special healthcare needs) to: 1. Attend school 2. Maintain (or improve) health status during the school day 3. Progress toward independence in self- care in school setting and achieve educational success 4. Achieve educational success

  7. KDE Data Entry • KDE BOY Data Entry Document • KDE Infinite Campus Standards Document • Infinite Campus Self-paced learning modules • WebEx trainings Electronic school health records kept the same length of time as paper documents

  8. End of Year Reports KDE Standards Document describes what health data to be entered into IC and reported: 1. Health Conditions 2. Health Conditions Flags (health alerts for life threatening events) 3. Immunizations (type of certificate and expiration date of certificate

  9. 4. Physical Exams documented for initial entry and 6th grade (IC = Child and Teen Checkup) 5. Vision exam for initial entry(age 3,4,5 or 6) 6. Dental exam/screening (age 5 or 6) 7. Screening results for vision and hearing (Each school and each school district has IT personnel who can assist you with IC data entry ?’s)

  10. End of Year Reports • Don’t wait until the EOY to look at your school data. Verify your data before the end of the school year. • REPORTS DUE last Friday in May. KDE will pull the data, no reports to be sent.

  11. For More Information • KDE Beginning of the Year (BOY) Health Data Entry Document http://www.education.ky.gov/KDE/Administrative+Resources/Health+Services/Infinite+Campus+Student+Health+Data.htm • KDE Infinite Data Standards Document • Lori.Davis@education.ky.gov

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