Varicella Report and Letter

Transcription

1 Northwest Regional Data Center 2121 W. Casino Road Everett, WA Website: Varicella Report and Letter Contact NWRDC Student Support Hours: 7:30 4:30 Phone: (425) FAX: (425)

2 Documentation Key Path: A sequence of clicks to access a specific area of Web Access Note: Information provided to clarify a process or provide additional details Important message regarding functionality Back: Hyperlink: A boxed word indicates a button in Web Access An underlined Link to a new screen or process TERMS OF USE: The information contained herein is licensed, trade-secret and proprietary and may not be used, disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and keep the information from disclosure or falling into the public domain. The failure to comply with this agreement may result in the immediate termination of the User s right to access the information. Published by Northwest Regional Data Center 2121 W. Casino Road Everett, WA All rights reserved. Reproduction of any part of this manual, in any medium without written permission of Northwest Regional Data Center is prohibited. This edition is printed in the United States of America and the contents are subject to change without notice. Skyward is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.

3 Table of Contents Overview... 1 Vaccination Report... 2 Create a Processing List... 4 Create Varicella Letter Template... 5 Printing Letters Using the Processing List... 7 Suggested Settings for Vaccination Letters... 8 Vaccination Letters Report... 8 Varicella Report and Letter Page i

4 Overview Starting with the school year all high school students will be required by the Washington State Department of Health to have 2 doses of the Varicella vaccine. This document will take you through the steps to create a report of students with less than 2 Varicella vaccines and notification letters for students currently in grades 8 thru 11. NWRDC has received verification from Trang Kus with the Washington Department of Health that exemptions and/or titers that students currently have on record will apply to the second Varicella vaccine requirement. Varicella Report and Letter Page 1 of 9

5 Vaccination Report Path: WS\OF\HR\VA\RE\VA Follow the steps below to create a Vaccination Report that will list students in grades 8 thru 11 with fewer than 2 recorded Varicella Vaccines. 1. Click Add 2. Enter Template Description Example: Varicella Rpt Less Than 2 3. Under Report Type, Click Ranges a. Enter Grade or Grad Year Ranges b. Select Student Status of Active c. Click Save 4. Print Options a. Form Type - Vaccination Report 5. Additional Student Ranges a. Compliance - Both (In & Out of Compliance) 6. Click + to expand Vaccination Ranges a. Uncheck Print All Vaccination Types a) Click Vaccinations b) Check Varicella c) Click OK b. Waivers - Without Selected Waivers Only a) Check Select All Waivers c. Compliance - Both (In & Out of Compliance) 7. Doses - Less Than Specified Doses Only a. Specified Doses - enter 2 Varicella Report and Letter Page 2 of 9

6 8. Click + to expand Report Printing Fields a. Click Add b. Check the fields to print on the report. Suggested fields include the following: a) Birthdate b) Grade c) Student Name d) Click Ok 9. Select other printing options for the report. Suggested fields include the following: a. Print Vaccine b. Print Dose Due Date c. Print Out of Compliance Details d. Print Waiver Expiration Date 10. Choose a Print option of Both (Report & Summary), Report Only or, Summary Only 11. Create Discipline Offense. do not use 12. Click Save Varicella Report and Letter Page 3 of 9

7 Create a Processing List Path: WS\OF\HR\VA\RE\VA Once the Vaccination Report template, Varicella Rpt Less Than 2, has been created, the next step is to create a Processing List. This process will provide a list of students that have met the criteria of the report and will be used to generate the Varicella Letter. 1. Highlight Varicella Rpt Less Than 2 2. Click Processing List 3. Click Create New Processing List 4. Enter the Description and Long Description Eg: Varicella Rpt Less Than 2 5. Click Save and Print Varicella Report and Letter Page 4 of 9

8 Create Varicella Letter Template Path: WS\OF\HR\VA\RE\VA Create a Vaccination Letter template at the 000 Entity and use Entity Clone to add them to each entity. Check with your district about a standard letter format that should be used. NWRDC can provide, upon request, current DOH vaccination letters for Conditional Status and Exclusion, in English and Spanish. 1. Click Add 2. Template Description - Enter Entity and Letter Name 3. Under Report Type, Click Ranges a. Select Student Status of Active b. Click Save 4. Print Options a. Form Type - Letters 5. Additional Student Ranges a. Compliance - Both (In & Out of Compliance) Varicella Report and Letter Page 5 of 9

9 6. Click + to expand Vaccination Ranges Only make this one change to the Vaccination Ranges. a. Uncheck Print All Vaccination Types a) Click on Vaccinations b) Check Varicella c) Click OK 7. Click + to expand Letter Options a. Letter Type - for first letter sent, choose Legal Notice 1 b. Legal Notice Deadline Number for the first letter choose Deadline 1 c. If printing for the first time or to preview letters, uncheck Update the records of the students that letters were printed for d. For final print, check Update the records of the students that letters were printed for, this will create a date stamp for the vaccination letter. 8. Create the vaccination letter or.contact NWRDC for a sample DOH Varicella Vaccination letter. 9. Click Save Varicella Report and Letter Page 6 of 9

10 Printing Letters Using the Processing List Path: WS\OF\HR\VA\RE\VA Once the Processing List and Vaccination Letter template has been created, use the Print Using Processing list option to print letters only for students on the list. 1. Highlight Varicella Letter 2. Click Processing List 3. Highlight Varicella Processing List - Varicella Rpt Less Than 2 4. Click Print Varicella Report and Letter Page 7 of 9

11 Suggested Settings for Vaccination Letters Districts may want to set business standards for the letter selection for reporting types of Vaccination Letters sent. Letter Type Legal Notice Deadline Number Letter Selection Legal Notice 1 Deadline 1 Informational Letters Legal Notice 1 Deadline 2 Conditional Status Letter Legal Notice 2 Deadline 1 Exclusion Letter Legal Notice 2 Deadline 2 Reminder they are Excluded. Vaccination Letters Report Path: WS\OF\HR\VA\RE\VL If the business practice displayed above is used for sending Vaccination Letters, the Vaccinations Letters Report can be run to verify how many different vaccination letters have sent out. By selecting Legal Notice 1/Deadline 1 in the template, you can see how many informational vaccination letters have been sent. Legal Notice1/Deadline 2 will would report how many Conditional Status Letters were sent. The report will give specific letter counts and will help monitor students that should reply by a certain Legal Notice Date. 1. Clone Skyward Selected Vaccination Letters Report. 2. Enter Template Description (include school name or number) 3. Click Ranges a. Select Student Status of Active b. Uncheck Include All Default Entities c. Click Entity d. Check your Entity and click Save e. Click Save 4. Enter Letter Notice Date if desired 5. Select Letter Type if desired Varicella Report and Letter Page 8 of 9

12 6. Select Deadline Number if desired 7. Select Exclusion if desired 8. Select Sort if desired 9. Select Page Break if desired 10. Click Save Varicella Report and Letter Page 9 of 9