HEALTH CARE
HEALTH CARE
- MASTER SETTING
1.1
CHANGE ACADEMIC YEAR
🎯
Purpose
From here a user can change the academic
session.
📍
Navigate to
Health
Care → Master Settings → Change Academic Year
Field
Description
●
Academic Year determines which
session’s data (students, medicine records, etc.) the system should display or
manage.
●
Financial Year aligns financial
transactions of the selected timeline. Indicates the financial year for
accounting and budgeting purposes.
●
School allows selection of the
school (if the user has access to multiple institutions). It applies settings
and changes to the selected school only.
●
Change Button saves and applies
the selected academic year, financial year, and school.
The tab is used to switch the academic year,
financial year and institution. This ensures that the data being accessed,
managed, or reported is relevant to the correct academic session, financial
period, and institution.
⚠
Important Notes
Changes are session-specific and may reset
upon logout. It does not affect global software settings unless stored per
profile.
1.2
QUICK LINK
🎯
Purpose
This tab allows users to customize their
Quick Access menu by adding or removing pages they frequently use.
📍
Navigate to
Health
Care → Master Settings → Quick Link
Field
Description
●
Input Box (Top Bar):
Enter the name of the page you want to
add as a quick link.
●
➕
Button (Blue Plus Icon):
Click to add the entered page name to the quick link list.
Click to add the entered page name to the quick link list.
●
S.No:
Serial number of the quick link entry.
●
Page Name:
The name of the page (e.g.,
"Student Medical Card") added as a quick access link.
●
Action – Remove:
Click the Remove button to delete the
page from your quick links.
✅ Use Case
The Quick Link feature allows users to
save shortcuts to frequently used pages for faster access. Instead of
navigating through menus, users can quickly open important pages from their
saved list. It helps save time and improves workflow efficiency, especially for
tasks that are used often.
⚠
Important Notes
Quick links are user-specific and will not be
visible to others.
- MEDICAL
2.1.
MEDICINE ENTRY
🎯
Purpose
This page is designed to log and track
medicine inventory, including details like batch number, quantity, expiry date,
and cost. It is essential for managing school health resources efficiently.
📍
Navigate to
Health
Care → Medical → Medicine Entry
Field
Description
●
Receipt No.: Unique number
assigned to the medicine entry record.
●
Receipt Date: Date when the
medicine was received or recorded.
●
Location: Medical outlet from
where medicine was purchased.
●
Remark: Optional field for
additional comments or notes.
●
SN (Serial Number): Auto-generated
row number for each medicine entry.
●
Medicine Name: Dropdown to select
the name of the medicine being added.
●
Unit: Measurement unit (e.g.,
tablet, ml).
●
Brand: Brand name of the medicine.
●
Batch Code: Identifier for the
medicine batch (for tracking and expiry purposes).
●
Expiry Date: Date when the
medicine expires.
●
Qty (Quantity): Number of units
being received or recorded.
●
Rate: Price per unit of the
medicine.
●
Amount: Auto-calculated field: Qty × Rate
.
●
Medicine For: Field to mention the
disease or condition the medicine is intended to treat.
●
➕
(Add Row): Add another medicine entry row.
●
🗑 (Delete Row): Remove an
existing row.
●
Save: Save the entered details.
●
View: View saved records.
●
Print: Print the receipt.
●
Reset: Clear all fields to start
fresh.
✅ Use Case
The Medicine Entry tab is used to record
and manage medicine stock received in the medical department. It helps staff
log details like medicine name, quantity, expiry date, and cost. This ensures
proper inventory tracking, timely usage before expiry, and accurate reporting
for audits or medical needs.
⚠
Important Notes
●
Enter accurate details for each
medicine, especially expiry date and batch code.
●
Ensure the quantity and rate are
correct to avoid wrong stock valuation.
●
Use remarks for any special
instructions or observations.
●
Always click Save to store the
entry, unsaved data will be lost.
●
Expired or incorrect entries
should be reviewed and updated immediately.
●
Printing the entry helps in
maintaining physical records if needed.
2.2.
INFIRMARY DETAILS
🎯
Purpose
From here a user can define the Infirmary
details.
📍
Navigate to
Health
Care → Medical → Infirmary Details
Field
Description
●
Infirmary Name: Enter the name of
the infirmary.
●
Infirmary Incharge: Name of the
person responsible for managing the infirmary.
●
No Of Beds: Total number of beds
available in the infirmary.
●
Equipments Details: List or
description of medical equipment available in the infirmary.
✅ Use Case
This form is used to record and manage
basic details of an infirmary, such as its name, person in charge, available
beds, and medical equipment. It helps maintain updated infirmary records for
administrative, audit, or healthcare planning purposes.
⚠
Important Notes
●
Ensure all fields are filled
accurately for proper recordkeeping.
●
"No of Beds" should be a
valid number.
●
Equipment details should be
specific (e.g., stretcher, oxygen cylinder).
●
Use the Save button to store the data, View
to check entries, Print for hard
copies, and Reset to clear the form.
2.3. EMPLOYMENT FORM
🎯
Purpose
📍
Navigate to
Health
Care → Medical → Employment Form
Field
Description
✅ Use Case
⚠
Important Notes
2.4.
MEDICINE ISSUE
🎯
Purpose
This page is used for logging and managing
medical visits and issuing medicine to students, teachers, or others. It
ensures medical visit records are detailed and traceable.
📍
Navigate to
Health
Care → Medical → Medicine Issue
Field
Description
●
Student/Teacher/Others: Select the
person type (student, teacher, or other) receiving medical attention.
●
Class / Section: Dropdowns to
filter students by class and section.
●
Search: To search the
student/teacher name.
●
In Date Time / Out Date Time: Time
and date when the person entered and exited the infirmary.
●
Reason to Visit Infirmary: Select
or enter the reason for the medical visit.
●
Diagnosis: Description of the
diagnosed condition.
●
Treatment: Details of the
treatment given.
●
Suggestions/Remark: Any additional
advice or notes.
●
Attended By: Name of the staff or
doctor who attended the case.
●
Called & Informed to Parent:
Whether the parent was informed.
●
With Medicine / Without Medicine:
Indicates if medicine was given.
✅ Use Case
The "Medicine Issue" tab is
used to document and track medical visits to the infirmary, including the
reason for the visit, diagnosis, treatment provided, and whether medicine was
issued. It helps maintain a medical history for students, teachers, or others
and ensures proper communication with parents when needed.
⚠
Important Notes
●
Always record accurate in-time and
out-time for proper tracking.
●
Specify the reason for visit and
diagnosis clearly for medical history.
●
Mention whether medicine was
issued or not.
●
Use the remarks section for any
follow-up suggestions or observations.
●
Ensure parent communication
details are updated if required.
2.5.
STUDENT HEALTH INFORMATION
🎯
Purpose
The Student Health Information form is
used to collect and maintain important health-related data of students, such as
medical conditions, allergies, immunization consent, and illness history. This
helps the school manage health emergencies, ensure proper care, and coordinate
with parents and healthcare providers when needed.
📍
Navigate to
Health
Care → Medical → Student Health Information
Field
Description
●
Health Card No.: Unique ID or
number associated with the student's health record.
●
Medical Insurance Details:
Information about the student's medical insurance, if any.
●
D. No: A
document number.
●
Known medical problem or
disability: Indicates if the child has any existing health issues.
●
Wears glasses/contact lenses:
Identifies vision support needs.
●
Hearing difficulty: Notes if the
student has trouble hearing.
●
Takes medication (other than
vitamins): Indicates ongoing treatments or conditions.
●
Allergies: States if the child has
any known allergies.
●
Immunization Consent: Parent’s
permission for vaccinations at school.
●
Consent for medical aid by
school/doctor: Permission for school staff or doctors to treat in case of need.
●
Child’s History of Illness: Tick
boxes for past illnesses.
●
Family History: Field to mention
any hereditary or family medical conditions (e.g., diabetes, asthma).
●
Other Information: Additional
health-related notes or observations not covered in other fields.
✅ Use Case
This form helps schools maintain key
health records of students, such as medical conditions, allergies, past
illnesses, and consent for treatment or immunization. It ensures better care,
quick response in emergencies, and smooth coordination with parents and
healthcare providers.
⚠
Important Notes
●
Fill in accurate and updated
medical details for each student.
●
Ensure consent fields are properly
selected for treatments or immunizations.
●
Mention any allergies, chronic
conditions, or past illnesses clearly.
●
Update the form regularly to
reflect changes in health status or contact information.
●
This data is crucial for managing
emergencies and providing appropriate care.
2.6.
STUDENT MEDICAL CARD
🎯
Purpose
The Student Medical Card is designed to
record and manage a student’s complete immunization history, chronic ailments,
past diseases, surgeries, allergies, and family medical background. It helps
schools monitor student health, ensure timely vaccinations, and provide
appropriate care in medical situations.
📍
Navigate to
Health
Care → Medical → Student Medical Card
Field
Description
Immunization History:
Toggle and text fields for vaccination
records, including:
●
BCG, DPT (Diphtheria), Oral Polio,
Measles, M.M.R., Typhoid, Hep. A, Hep. B, DPT Booster, Whooping Cough, Tetanus,
Chicken Pox, and Covid-19 Doses (1, 2 & Booster).
Additional Health Info:
●
Any others please specify: For
listing vaccines not already mentioned.
●
Tetanus (last date): Date of the
most recent tetanus vaccination.
●
Specific disease suffered in past:
Any notable past illnesses.
●
Family History: Dropdown to
specify inherited health issues.
●
Chronic Ailments: Dropdown to
select any long-term health conditions.
●
Allergies if any: Known allergies
of the student.
●
Surgery undergone in the past:
Details of any surgeries.
●
Other diseases for which the child
is on regular medication: Ongoing treatments.
✅ Use Case
The Student Medical Card helps schools
maintain a comprehensive health profile for each student. It tracks
immunization status, chronic conditions, past surgeries, allergies, and family
medical history. This ensures timely medical care, supports health-based
decision-making, and aids in emergency preparedness.
⚠
Important Notes
●
Ensure all vaccination dates and
details are accurate and up to date.
●
Mention any allergies or chronic
illnesses clearly.
●
Use the "Other diseases"
field to list ongoing treatments.
●
Keep surgery and family history
fields updated to support better care.
●
Regularly review and update the
card as the student’s health status changes.
2.7.
INCIDENT ENTRY
🎯Purpose:
The Incident Entry page is designed to
log and manage medical incidents involving students or staff, such as injuries
or illnesses that occur on campus. It provides a centralized record for future
reference, safety analysis, and health interventions.
Health
Care Module
→Medical→Incident Entry
Field
Description
●
Incident date & time: When the
injury/illness occurred.
●
Location of incident: Where the
incident happened (e.g., playground, classroom).
●
Injury area: Body part affected
(dropdown selection).
●
Injury/Symptoms: Describe visible
symptoms or signs.
●
Injury description: Details about
the nature of the injury.
●
How it happened?: Explanation of
how the incident occurred.
●
Reported by: Staff member who
reported the incident.
●
Reported to: Staff member to whom
the incident was reported.
●
What happened next?: Action taken
after the incident (e.g., sent home, treated).
●
Treatment/Remark: Medical response
or additional comments.
●
Document (if any): Upload related
files like medical reports or photos.
This form is used to
record details of any health-related incident (injury or illness) involving a
student. It ensures timely documentation, communication, and follow-up actions,
providing a clear trail for internal records, health staff, and parents.
⚠
Important Notes
●
Fill out the form immediately after the incident for
accuracy.
●
Include specific details of the incident and symptoms.
●
Ensure the contact info is updated in case emergency communication is needed.
●
Attach relevant documents or medical notes if
available.
●
Proper reporting helps in preventing future incidents and
supports accountability.
2.8.
STUDENT HEALTH MASTER
2.8.1.
HEALTH UNIT MASTER
🎯Purpose:
The Health Unit Master page is used to define
and manage measurement units (e.g., cm, kg, bpm) for medical data entries like
height, weight, temperature, etc. It ensures standardization and consistency
across all student and staff health records.
📍
Navigate to:
Field
Description
Unit Name: Name of the health-related
unit (e.g., Temperature, Blood Pressure, Dosage).Unit Type: Category or type of
the unit (selected from a predefined dropdown list).
The Health
Unit Master is used to define and manage standardized health measurement
units in the system. These units are later used across medical records for
consistency in tracking vitals, prescriptions, and treatment details.
⚠
Important Notes
●
Ensure unit names are clear and
medically relevant.
●
Select the correct unit type to
avoid mismatches during data entry.
●
Maintaining consistent unit
definitions supports accurate reporting and patient care.
●
Use the View, Print, and Reset
options for review and adjustments.
2.8.2.
HEALTH MASTER
🎯Purpose:
The Health Master page is used to define and
manage health parameters such as Weight, Height, Vision, BMI, etc. It allows
the system to track standardized medical fields linked with the appropriate
measurement units (e.g., Kg, cm, bpm) for health data collection.
Navigate to:
Field
Description
●
Health Parameter: The specific
health attribute to be monitored (e.g., Height, Weight, Blood Pressure).
●
Unit: The unit of measurement
related to the selected health parameter (e.g., cm, kg, mmHg), chosen from a
dropdown.
The Health Master is used to define various
health parameters and their respective measurement units. These parameters are
later used in student health profiles and reports for accurate health
monitoring and data consistency.
⚠
Important Notes
●
Only valid and measurable health
parameters should be entered.
●
Units must align appropriately
with the type of parameter (e.g., don’t use “kg” for blood pressure).
●
Ensure consistency, as these
entries affect health records and reports across the system.
●
Use Save to store data, View
to review entries, Print for
documentation, and Reset to clear
inputs.
2.8.3
STUDENT HEALTH ENTRY
🎯 Purpose
This tab is designed to record and manage
various health parameters of students such as height, weight, eyesight, running
ability, and blood group, across different terms in bulk.
📍 Navigate to
✅
Use Case
The Student Health Entry module is used
to record and track students’ physical health parameters like height, weight,
vision, blood group, and fitness metrics. It helps the school monitor student
health over time, identify health issues early, and generate medical reports
for parents, teachers, or healthcare professionals.
⚠ Important Notes
●
Ensure data is entered accurately
and consistently for all terms.
●
Blood group and medical data must
be updated from verified sources only.
3.
REPORTS
3.1.
MEDICAL ENTRY REPORT
🎯
Purpose
To generate and view records of medicines
added to school inventory within a specific date range.
📍
Navigate to
Field
Description
●
From Date / To Date: Select the
period for which you want to view medicine entries.
●
Storage Location: Filter the
report by a specific location.
●
Show: Button to generate the
report.
●
Report Table: Displays details
like medicine name, quantity, expiry, brand, location, etc.
✅ Use Case
Used by school health staff or admin to
track incoming medicine stock, monitor expiry, and keep a log of medicines
received across locations.
⚠
Important Notes
●
Make sure the correct date range
is selected; otherwise, the report may show “No record found.”
●
Ensure medicine entries are logged
beforehand through the medicine entry module.
●
Useful for inventory audit,
restocking, and compliance purposes.
3.2.
MEDICINE STOCK REPORT NEW
🎯
Purpose
To track and review medicine stock
movements (debit/credit) and current inventory status over a selected time
period.
📍
Navigate to:
Health Care →Reports →Medicine Stock Report New
Field
Description
●
From Date / To Date: Specify the
duration for the report.
●
Category / Subcategory: Filter
items by their classification.
●
Item Name / Brand Name: Further
refine the report by specific medicine or brand.
●
Report Table: Displays opening
balance, transaction details (date/type), quantity debited/credited, and
closing balance.
✅ Use Case
Used by school medical/admin staff to
monitor stock levels, identify usage trends, and ensure timely reordering of
medicines and consumables.
⚠
Important Notes
●
Make sure item master and
transaction entries are properly updated for accurate reporting.
●
Can be used during internal audits
and compliance checks.
●
Helps detect discrepancies or
unusual consumption patterns.
3.3.
ISSUE MEDICINE TO STUDENT REPORT
🎯
Purpose
To track and report medicine issued to
students, teachers, or others within a specified time range.
📍
Navigate to
Health Care →Reports →Issue Medicine
to Student Report
Field
Description
●
From Date / To Date: Set the time
period for the report.
●
Student / Teacher / Others: Select
the recipient category.
●
Student: (Optional) Choose a
specific student name if "Student" is selected.
●
Show Button: Generates the report
based on selected filters.
✅ Use Case
Used by medical or admin staff to review
medical issuance history, ensure proper medicine distribution, and generate
reports for internal tracking or audits.
⚠
Important Notes
●
Make sure issuance entries are
recorded correctly for accurate reporting.
●
Useful for monitoring frequent
medicine usage and detecting patterns.
●
Helps support student health
records and inventory management.
3.4.
INCIDENT REPORT
🎯
Purpose
To view and track incidents related to
students’ health, accidents, or emergencies within a specified date range and
class/section.
📍
Navigate to
Health Care →Reports →Incident Report
Field
Description
●
Class: Select class or "All
Classes" to include all.
●
Section: Choose specific section
or "All Sections."
●
Date From / Date To: Define the
date range for incident reports.
●
Show Button: Click to display the
incident data
.
✅ Use Case
Used by school medical/admin staff to
review past health or injury incidents, for documentation, follow-up, and
reporting to parents or authorities if needed.
⚠
Important Notes
●
Ensures timely review of critical
health-related events.
●
Helps in maintaining a safe school
environment.
●
Data may be used for preventive
measures and audits.
3.5.
STUDENT MEDICAL DETAILS
🎯
Purpose
To view students' immunization and
medical records based on class, section, and vaccination history.
📍
Navigate to
Health Care →Reports →Student Medical
Details
Field
Description
●
Class: Select a specific class or
view all.
●
Section: Filter by particular
section or all sections.
●
Immunization History: Choose
specific immunization records (e.g., Polio, Hepatitis) to check students who
have received or missed them.
●
Show Button: Displays the medical
details based on selected filters.
✅ Use Case
Used by school health staff to monitor
vaccination status and medical history of students for health compliance and
safety tracking.
⚠
Important Notes
●
Ensure immunization data is
regularly updated.
●
Useful for preparing health
compliance reports.
●
Can help in identifying students
who may need follow-up or reminder for vaccinations.
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