Information Technology Applications Training & Support. Aeries Health Aide Manual

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1 Information Technology Applications Training & Support Aeries Health Aide Manual Revised July 2, 2018

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3 CONTENTS Support and Training... 1 Introduction... 2 Conventions used in the manual... 2 Lesson 1 Login, Changing the Site or Year and Log Out... 3 Login to Aeries... 3 Change to another Site or Year... 4 Log out of Aeries... 4 Lesson 2 Searching for Students and Finding Information... 5 Lesson 3 Using the Daily Medical Log... 6 View Past Medical Log Records... 7 View a Student s Medical Log... 7 Lesson 4 Immunizations and Physicals... 8 Listing of students missing Immunizations... 9 Lesson 5 Hearing Exam Lesson 6 Vision Exam Lesson 7 Dental and Oral Health Exam SBCUSD IT Applications Training and Support

4 SUPPORT AND TRAINING You may contact the following office for assistance with the Aeries system: Health Services (909) Procedures Information Technology Training Specialist (909) or Training related questions Information Technology Help Desk (909) Computer and Hardware assistance Attendance Accounting Attendance Accounting Technician (909) Attendance reporting questions Student Records District Registrar (909) Enrollment questions Security Department Security Specialist (909) Aeries Access questions Reports Department (909) or Aeries Report questions SBCUSD IT Applications Training and Support Page 1

5 INTRODUCTION CONVENTIONS USED IN THE MANUAL You will see this symbol when additional information is provided about the current topic. It will also appear when a tip, trick, or shortcut is available. You will see this symbol when you need to be aware of a potential problem. Please check with your supervisor regarding any SBCUSD guidelines and your departments procedures that may relate to information in this manual. The information in this manual is subject to change due to Aeries updates and SBCUSD customization of the program. Go to the SBCUSD website for the most current Aeries documentation. Look for the revision date on the front page to see when the information was last updated. Revisions: 7/2/2018 Took out Lesson on Form Techniques used in Aeries. SBCUSD IT Applications Training and Support Page 2

6 LESSON 1 LOGIN, CHANGING THE SITE OR YEAR AND LOG OUT To request an Aeries.net account, have your site administrator send an to securityspecialist@sbcusd.com. In the state what kind of access is needed (e.g., attendance, enrollment or the group you belong to-counselor, Admin, etc.). LOGIN TO AERIES 1. Launch a web browser, e.g. Google Chrome. Not all Aeries Links are available when not on the District s Network. 2. On the browser s address bar, type and then press [Enter]. 3. In the Username field type: sbc-district\firstnamelastname 4. In the Password field type: the same password you use for Outlook and your district computer. 5. In the Database field, verify that SBCUSD appears. If not, select it from the drop-down list. 6. In the Year field, select the current year from the drop-down list. If you want to login to a previous year, select the desired year from the drop-down list. You must request access to any previous year s database after the start of a new school year. 7. Click the Sign In button. The second sign in screen appears. 8. In the School field, select the desired school from the drop-down menu. 9. Click the Continue button. The Aeries home screen appears. Fun tip: The background image on the login page changes to a new image approximately every week. At the bottom of the login page, there is a link to view Background Image Info. This provides more information about the background image featured. SBCUSD IT Applications Training and Support Page 3

7 CHANGE TO ANOTHER SITE OR YEAR You will only see sites and past years if you have permissions to do so. Our Security Team can assist you with this. 1. From any location within Aeries, click on the Change School or Year drop-down list and make your selection. LOG OUT OF AERIES 1. From any location within Aeries, click on the arrow to the right of your name in the upper right corner. 2. Select Log Out. 3. Close your web browser window. SBCUSD IT Applications Training and Support Page 4

8 LESSON 2 SEARCHING FOR STUDENTS AND FINDING INFORMATION The Student Search tool is accessible at the top of the Navigation Tree. Once you find the student, the Nodes (categories) available to you will show in the Navigation Tree. Search for students using: Complete student name Student s last name First couple letters of the student s last name Or first letter to locate all students starting with that letter Student Number Permanent ID State Student ID Users can also click the magnifying glass icon to bring up the Student Search window. This window allows for a new search to be started and lists search tips to assist the user in accessing the desired search results. Use the carrots (arrows) to the right or left of the current student s name to scroll to other students. Clicking on the current student name will show a listing of recently viewed students. At the District Level you can use the a. You can also search using the Reverse Lookup in this screen. E.g., address, phone, contact name, and more. Search Icon and go to search students by Groups. Read more about Searching for Students Or type this address in your browser: And, more about Looking Up Students Or type this address in your browser: SBCUSD IT Applications Training and Support Page 5

9 LESSON 3 USING THE DAILY MEDICAL LOG The Daily Medical Log is for the health aide s and office staff use. It allows them to input a consecutive list of every student seen in the Health Office on a specific day. The student s records will be listed by time from top to bottom, e.g. 8am is the first entry at the top of the page, 9am follows etc. 1. From the Navigation Tree, click on the Pages icon, type daily in the Filter Pages field. 1. Click on Daily Medical Log. The Display Settings screen appears. 2. Click on Add New Record. 3. Click in the Student field. 4. Type either the student s name or ID number. Click on the Search Student button. 5. Click on the student s name. 6. Click on the arrow in the Code field (this closes the search window). 7. Type in the Start Time and End Time of the visit (02:15PM) and then tab to the next field. 8. Type or use the calendar icon for the Start Date and End Date of the visit. Click on the arrow in the Result field to input the result of the visit. The Tag field, Billing Code field, and the Units fields are not used. 9. Type your initials into the field under Initials (not the Current Initials). 10. Type a note regarding the visit and click on the floppy disk icon to SAVE the data. The back is undo, the trash can deletes (if you created it, you can delete it). Edit your entry using the icon. To see student names, uncheck the Hide Names box and then click on Update Page. Leave this screen open. When students arrive, click on Add New Record and repeat the steps above. SBCUSD IT Applications Training and Support Page 6

10 The system will log you out after 20 minutes. VIEW PAST MEDICAL LOG RECORDS 1. Within the Daily Medical Log screen, click on the Date calendar icon and select the day you want to view. To see student names, uncheck the Hide Names box and then click on Update Page. If a student was dropped from your school as a Leave, a No Show, or a Wrong School and is now enrolled at another school in the District, the student s visits to the Health Office will appear on the Daily Medical Log at both the school that they are currently enrolled at and the school that they left. If the Health Aide at the school site where the child is no longer enrolled deletes the record from their Daily Medical Log, it gets deleted at the student s current school too, so there is no record of the student s visit to the Health office. Therefore, please do NOT edit or delete a record on the Daily Medical Log unless you created it. VIEW A STUDENT S MEDICAL LOG 1. From the Navigation Tree, click on the Pages icon, type Medical in the Filter Pages field. 2. Click on Medical Log. 3. Search for the student using the Search Students field. To edit in the Medical Log: Do not edit a record that was not created by you unless the Head Nurse approves doing so or it is your entry. Use the icon if edits are absolutely necessary. SBCUSD IT Applications Training and Support Page 7

11 LESSON 4 IMMUNIZATIONS AND PHYSICALS The Immunizations area is used to view immunization data and to add to a student s immunization and physical record. 1. From the Navigation Tree, click on the Pages icon, type immunization in the Filter Pages field. 2. Click on Immunizations. 3. Search for the student using the Search Students field. Use Code C for any Temporary or Permanent Medical Waivers. Temporary has to include an end date. If a code is used, you must also input an exemption date. This area is for Immunizations ONLY 4. Click on the button to edit or add data to an immunization record. The Physical field is for the First Grade Physical. 5. Exemption Code for FIRST GRADE PHYSICALS, use personal beliefs or a medical exemption. P Exempt is only for First Grade Physicals. 6. Exemption Date has to be filled in if a code is used. 7. Click on the button to save your changes or click on the button to make no alteration to the student s record. SBCUSD IT Applications Training and Support Page 8

12 LISTING OF STUDENTS MISSING IMMUNIZATIONS Run these Aeries queries to get a list of students that are missing any Immunizations: Site level 1. Click on the icon in the Navigation Tree. 2. In the Filter Reports.. field, type immun. 3. Select Student Immunization Status. 4. Select the options you want on the report. 5. Run Report. Run these Aeries queries to get a list of students that are missing Physicals: District Level 1. Go to Query in the Navigation Tree 2. Click the Load button (on the right) 3. In the Query Name Filter: field Type physical 4. Select Missing 1st Grd Physical by Juanita Upshaw This populates the Command area of the query screen 5. Click Run to see a preview listing and then close that window 6. Click Excel to get a listing you can sort School Site Level 1. Go to Query in the Navigation Tree 2. Click the Load button (on the right) 3. In the Query Name Filter: field Type physical 4. Select Kinders Missing Physical by Juanita Upshaw 5. Follow steps 5 and 6 above. SBCUSD IT Applications Training and Support Page 9

13 Run these queries to get MMR and TDAP reports Using the same steps as above for District and School Site Type in the Query Name Filter: MMR Or TDAP Select the query you wish to use. SBCUSD IT Applications Training and Support Page 10

14 LESSON 5 HEARING EXAM The Hearing Exam form is used to store and display results from a hearing test. 1. From the Navigation Tree, click on the Pages icon, type hearing in the Filter Pages field. 2. Click on Hearing. 3. Search for the student using the Search Students field. 4. Click on Add New Record. 5. Input the student s information. 6. SAVE using the floppy disk icon. Undo using the half circle icon. Edit using the pencil icon. LESSON 6 VISION EXAM The Vision form is used to store and display results from a vision test. 1. From the Navigation Tree, click on the Pages icon, type vision in the Filter Pages field. 2. Click on Vision. 3. Search for the student using the Search Students field. 4. Click on Add New Record. 5. Input the student s information. 6. SAVE using the floppy disk icon. Undo using the half circle icon. Edit using the pencil icon. LESSON 7 DENTAL AND ORAL HEALTH EXAM The Dental form is used to store and display results from a dental checkup. 7. From the Navigation Tree, click on the Pages icon, type dental in the Filter Pages field. 1. Click on Dental. 2. Search for the student using the Search Students field. 8. Click on Add New Record. 9. Select Oral Health or Screening from the drop down menu. 10. Input the student s information. 11. SAVE using the floppy disk icon. Undo using the half circle icon. Edit using the pencil icon. SBCUSD IT Applications Training and Support Page 11

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