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Health Log

The Health Log allows you to chart screenings, illnesses, and injuries for participants.


In this article:

 

 

New Health Log Entry

Before you begin creating Health Log entries, you can customize the locations and dispositions available in the Health Log. You can learn how to do this in the Settings > Health Log article.

When you create a new Health Log entry, you can add additional fields by selecting items from the Subjective, Vitals, Physical Exam, Assessment/Plan, and Additional sections of the Health Log Menu. In addition to fields for assessing a participant's condition, you can add a Follow-Up reminder, Nursing Diagnosis, Medical Diagnosis, and Attach a Document. Drafts automatically save as you type, and you can come back to make edits at any point in time.

To create a new Health Log entry:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click New.
  3. In the Patient box, type the name of the participant, and then select the name from the list that appears.
    Important: You can only create entries for the dates that fall within the time that a participant is registered to attend a session. If you try to create an entry during a date outside of these times, you will receive an error message that says, "Patient has no active registrations at the time selected above."
  4. Hover your cursor over the red or gray Medkit icon (Medkit.png) that appears on the upper-right side of the page in order to see any allergies and medications used by the participant.
    Note: A red Medkit icon (Medkit.png) indicates that a participant has allergies, and an allergy followed by an exclamation mark indicates that the participant is at risk for anaphalaxis for that allergy.
  5. (Optional) If you want to change the date and time of the Health Log entry, click the Logged boxes and select the correct date and time.
    Note: The date and time defaults to the current date and time.
  6. (Optional) If you want to use a template for the entry, click the Load a Template box, and then select the template that you want. You can learn how to create templates in the Health Log Templates article.
    New_Health_Log_Entry_Name_and_Load_a_Template.png
  7. Complete the information in all of the boxes outlined in red. These are required fields, and you can hover your cursor over the Tool Tip icon (ToolTip_Icon.png) to see a description of the type of information needed.
    Tip: Location is an optional field; however, this information is tracked in the Statistics feature and can be helpful in identifying the most common places that injuries occur.
  8. (Optional) Click Health Log Menu items in the Subjective, Vitals, Physical Exam, Assessment/Plan, and Additional sections to add fields to the Health Log form.
    Tip: In the Assessment/Plan section, if you click to add the Follow-Up field and set a date and time, an alert will appear in the News Feed to remind you to follow up with the participant.
  9. (Optional) If you want to upload a document, click the File box and select the document or drag and drop the document in the box.
  10. (Optional) If you want the authorized users on a participant's profile to receive an email summary of the Health Log entry, click the Do NOT Notify box, and then select Notify Authorized Users.
    Note: By default, authorized users cannot view and are not notified about Health Log entries.
  11. Do one of the following, depending on whether you want to submit the Health Log entry, submit the entry and begin a new entry, or delete the Health Log entry draft:
    • If you want to submit the Health Log entry, click the SUBMIT button.
    • If you want to submit the Health Log entry and begin a new entry, click the SUBMIT AND NEW button.
    • If you want to delete the Health Log entry draft, click the DELETE DRAFT button.
      Important: A Health Log entry cannot be deleted after it has been submitted. You can mark it as an error if there is a mistake with a submitted entry, and you can learn how to do that in the Addendums, Errors, and Linked Visits article.

New_Health_Log_Entry.png

 

 

Health Log Drafts

A Health Log entry draft is an entry that has been started but not yet submitted. As soon as you select the name of a participant in a new entry, a draft is created. All drafts appear in red, and only the provider who initially created the entry is able to delete and edit the draft.

To edit a Health Log entry draft:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click View.
  3. In the Profiles box, type the name of the participant, and then select the name from the list that appears.
  4. In the draft that you want to edit, click the Edit icon (Red_Edit_Icon.png).
    Important: The Edit icon (Red_Edit_Icon.png) only appears if you are logged in to the application as the provider who originally created the draft.*
  5. Add the necessary information.
  6. Do one of the following, depending on whether you want to submit the Health Log entry, submit the entry and begin a new entry, or delete the Health Log entry draft:
    • If you want to submit the Health Log entry, click the SUBMIT button.
    • If you want to submit the Health Log entry and begin a new entry, click the SUBMIT AND NEW button.
    • If you want to delete the Health Log entry draft, click the DELETE DRAFT button.
      Important: A Health Log entry cannot be deleted after it has been submitted. You can mark it as an error if there is a mistake with a submitted entry, and you can learn how to do that in the Addendums, Errors, and Linked Visits article.

EditingDrafts.png

* If a provider did not create a Health Log entry draft, they are still able to click the Update icon (Red_Expand_icon.png) to add a Linked Visit, create a new visit, and print the participant's Health Log entry draft. 

Expanded_Health_Log_Draft.png

 

 

Filters and Saved Lists

You can search for a subset of Health Log entries on the View page of the Health Log by adding conditions such as date, chief complaint, location, and provider. If you add a set of conditions that you want to use frequently, you can save and share the set of filters with other providers at your organization. Saved lists appear in the Lists box in the upper-left side of the page.

To create, save, and share a list: 

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click View.
  3. On the View page, click FILTER.
  4. Select the appropriate conditions from the drop-down menu in each Condition box.
    Tip: If you want to filter for all participants in a past session, add the Group Select condition, and be sure to check the Show Past Groups box that appears. You can add as many groups as you want to the third box of the Group Select condition.
  5. (Optional) Click the ADD CONDITION button to add more filters.
  6. Repeat steps 4 and 5 to add as many conditions as you need to narrow your list of Health Log entries.
  7. (Optional) If conditions exist that you want to remove, click the Remove icon (X_button.png) next to the condition.  Health_Log_Filters.png
  8. (Optional) Do one of the following, depending on whether you want to save a new list or overwrite an existing one:
    • To save a new list, in the List Name box that appears, type the name of your new list, and then click the SAVE button.
      Tip: If you want to share your saved list with other providers at your organization, check the Share this list with other providers box.
    • To overwrite an existing list, click the New List box, select Overwrite Existing, click the Which list to overwrite? box, select the list that you want to overwrite, and then click the SAVE button.
      Note: Saved lists appear in the Lists box on the upper-left side of the View page. Health_Log_Save_List.png

 

 

Health Log Reports

You can download and print several Health Log reports. The reports will contain information for the profiles that you filter for:

  • All Entries report in CSV and PDF format
  • Individual PDFs report with entries for each profile on separate pages
  • Summary PDF report including each complaint, the number of occurrences, and the associated profiles

To create a Health Log report:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click View.
  3. Click FILTER.
  4. Select the appropriate conditions from the drop-down menu in each Condition box.
    Tip: If you want to filter for all participants in a past session, add the Group Select condition, and be sure to check the Show Past Groups box that appears. You can add as many groups as you want to the third box of the Group Select condition.
  5. (Optional) Click the ADD CONDITION button to add more filters.
  6. Repeat steps 4 and 5 to add as many conditions as you need to narrow your list of Health Log entries.
  7. Click EXPORT.
  8. In the section for the report that you want, click the EXPORT button.

 

hlexport.png

 

 

Addendums, Errors, and Linked Visits

Addendums

If you need to update a Health Log entry after you submit it, you can add an addendum. 

To add an addendum:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click View.
  3. In the entry that you want to change, click the Update icon (Upate_Icon.png).
  4. In the Add An Addendum box, type a message about your update.
  5. (Optional) If you want to add an attachment, click the Choose File button, and then select the file that you want to attach.
  6. Click the SAVE button.

 

AddAddendum.png

Errors

If you need to remove a Health Log entry, you can mark it as an error. It’s important to note that this cannot be undone.

To mark an entry as an error:

  1. In the entry that you want to remove, click the Update icon (Upate_Icon.png).
  2. In the lower-right corner of the page, click the MARK AS ERROR button.
  3. In the Confirmation window that appears, click the CONFIRM button. A Success window will appear.

HealthLogError.png

Linked Visits

Linked Visit allows you to track follow-up visits for the same chief complaint.

To create a linked visit:

  1. In the entry for which you want to add a linked visit, click the Update icon (Upate_Icon.png).
  2. Click the LINKED VISIT button.
  3. Complete the linked Health Log entry, and then click the SUBMIT button. On the View page of the Health Log, Linked Visits are signified by a Linked Visit icon (LinkedVisitIcon.png).

LinkedVisit.png

 

 

Review Entries

Some organization have an onsite or offsite doctor or other medical provider review their Health Log entries at the end of every day or every week. If your medical provider has a provider profile, they can review Health Log entries electronically.

To review Health Log entries:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click View.
  3. Click the chief complaint of the entry that you want to review.
  4. Review the entry, and then click the MARK REVIEWED button.

Health_Log_Mark_Reviewed.png

You can also view additional details for the Health Log entry such as addendums and attachments before you mark it reviewed.

To review additional details for Health Log entries:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click View.
  3. In the Health Log entry that you want to review, click the Update icon (Upate_Icon.png).
  4. Review the entry, and then click the MARK REVIEWED button.

Health_Log_Review_Additional_Details.png

 

 

Blank Template

For organizations that might need to administer care in areas that do not have internet access, we recommend using our Blank Health Log Template to record the entry. When you return to a location with internet access, you can add these entries to the Health Log.

To download a blank template:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click New.
  3. On the lower-left side of the page, click the DOWNLOAD BLANK TEMPLATE button.

Blank_Health_Log_Template.png

 

 

Triage Mode

You can place a laptop or tablet with internet access in your clinic for participants to check-in and provide basic details for their visit. The entries appear in the Triage List that appears in the Triage feature. 

To enable Check-In Mode on a device with internet access:

  1. Log in to your Provider Portal.
  2. In the Menu, click Health Log.
  3. In the submenu that appears, click Triage.
  4. Click the ENTER CHECK-IN MODE button.

health-log-triage-mode.jpg

When a participant checks in, they are prompted to enter their name and chief complaint. After they check in, they appear in your Triage List, and you can prioritize your visits by the severity and urgency of the chief complaints.

To chart your Triage entries in the Health Log:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click Triage.
  3. In the entry that you want to chart, click the Update icon (Expand_Icon.png), and then complete the entry. You can learn more about how to do that in the New Health Log Entry article.

checkintriage.png

 

 

Tracking Board

You can quickly see all of your patients from the last 30 days with the Tracking Board, and you can filter them by disposition. This makes it especially easy to review your patients with your health staff at the end of the day, end of the week, and end of the month. 

To filter your patients by disposition(s):

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click Tracking Board.
  3. Click the Filter by Disposition box, and then select the disposition(s) that you want to view.
  4. (Optional) To update an entry, in the entry that you want to chart, click the Update icon (Expand_Icon.png).

Health_Log_Tracking_Board.png

 

 

Statistics

In Statistics, you can filter by dates at the top of the page and view statistics for visits per day, chief complaints, top providers, top locations, dispositions, and male/female patients.

To filter for the dates that you want:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click Statistics.
  3. Do one of the following, depending on whether you want to filter by specific dates or time periods:
    • To filter by specific dates, click the Showing data from boxes, select the dates that you want to view, and then click the GET STATISTICS button.
    • To filter by time periods, click the time period that you want to view (i.e., Today, Yesterday, Last Week, Last Month, Last 7 Days, Last 30 Days).

Health_Log_Statistics.png

PDF Report

A Statistics PDF report will include all of the graphs for which you filtered. 

For a PC, to print a PDF report of the Statistics graphs:

  1. Click the Statistics page.
  2. Press the Control (Ctrl) and P keys on your keyboard at the same time.

For a Mac, to print a PDF report of the Statistics graphs:

  1. Click the Statistics page.
  2. Press the Command (Apple) and P keys on your keyboard at the same time.

 

 

Health Log Templates

Check-in and clinic visits can be very busy with repetitive tasks. Is your physical exam, assessment, and plan the same for all participants who come in with a cough and runny nose? You can create templates with default values for any field available in the Health Log. Save the template as “Upper Respiratory Infection”, and then quickly open the template for any future participants that come in with the same issue.

To create or modify a Health Log Template:

  1. In the Menu, click Health Log.
  2. In the submenu that appears, click Templates.
  3. In the Create a new template or update an existing one? section, do one of the following, depending on whether you want to create a new template or modify an existing one:
    • If you want to create a new template, check the New box, in the New Template Name box, type the name, and then, in the Select a template box, select the template with which you want to begin.
      Note: The Default Template is the default for new templates. 
    • If you want to modify an existing template, check the Existing box, and then, in the Template to overwrite box, select the template that you want to modify.
  4. In the Subjective, Vitals, Physical Exam, Assessment / Plan, and Additional sections, check the boxes to select the fields that you want to include in the template.
  5. Type or select the information that you want to include in the fields that you choose.
  6. (Optional) Check the Share Template with other Providers box to allow other providers at your organization to have access to the template that you created or modified.
  7. Click the SAVE TEMPLATE button. 

Health_Log_Template.png

In a new Health Log entry, you can add a template that you created or that was shared with you by clicking the Load a Template box, and then select the template that you want to add.

New_Health_Log_Entry_Load_Template.png

 

 

Profile Health Log Tab

You can view, edit, print, and begin a new Health Log entry in the Health Log tab of a profile.

To view, edit, print, and begin a new Health Log entry:

  1. In the participant's profile, click the Health Log tab.
  2. Do one of the following, depending on whether you want to view, edit, print, or begin a new Health Log entry:
    • To view a Health Log entry, click the chief complaint.
    • To edit a Health Log entry, click the Update icon (Upate_Icon.png). If you want to learn more about updating a Health Log entry, see the Addendums, Errors, and Linked Visits article.
    • To print the Health Log entries, click the PRINT THESE ENTRIES button.
    • To begin a new Health Log entry, click the NEW ENTRY button.

Profile_Health_Log_Tab.png

 

 

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