Medical Records Validation Tables
Alerts
Defines the medical alert codes used by your district; for example, asthmatic or allergic to bee stings. Validates the Medical Alerts fields on the Emergency Information and Medical Alerts pages.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Sensitive | This feature is not implemented at this time. | Checkbox |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
BMI Status
Defines the codes and minimum and maximum percentiles for each BMI Status. For example, BMI statuses may be underweight, healthy weight, at risk of overweight, and overweight. When users enter a weight and height for the Growth exam, the BMI percent and status are automatically assigned.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/15 |
Min (Minimum) BMI | Minimum BMI percent that the status can be assigned for. For example, if the status for healthy weight should be assigned to students with a BMI percentile of 6 through 85, enter 6 for the minimum BMI. | Small Integer |
Max (Maximum) BMI | Maximum BMI percentile that the status can be assigned for. For example, if the status for healthy weight should be assigned to students with a BMI percentile of 6 through 85, enter 85 for the maximum BMI. | Small Integer |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Decibels
Defines specific levels of sound at which the student is tested. Validates levels in the Hearing Detail page accessed from the Hearing Exam page.
Field | Description | Data Type |
|---|---|---|
Decibel Level | The decibel level that is used in the test. | Small Integer |
Sequence Number | The display order for this decibel. Decibel levels and frequencies with the same sequence number will be displayed as pairs on the Hearing Exam Detail page. | Small Integer |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Disabilities
Defines the disability codes used in your district; for example, HI for hearing impaired. Validates the Disability fields on the Emergency Information and Disability pages.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Sensitive |
| Checkbox |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Examinations
Defines the exams to include on the Physical Exam page, and whether the exams are required for athletics. Exams are pre-loaded at the time of installation but can be changed by your district.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
Active Normal | Checked if this assessment should be included in a normal physical exam. | Checkbox |
Active Athletic | Checked if this assessment should be included in an athletic exam. | Checkbox |
Seq. No. | Order in which the exam should be displayed on the Physical Exam page. | Integer |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Exemptions
Defines the reasons a student may be excused from some immunizations, such as R for religious exemptions. Validates the Exemption field on the Immunization Shot and Immunization Series pages.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Followups
Defines the types of follow-up medical treatment/referral recommended for or taken by the student. Validates the Followup field on the Referral page.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
Dental | Checked if this code can be entered for a dental exam. | Checkbox |
Growth | Checked if this code can be entered for a growth exam. | Checkbox |
Hearing | Checked if this code can be entered for a hearing exam. | Checkbox |
Immun (Immunization) | Checked if this code can be entered for an immunization. | Checkbox |
Office | Checked if this code can be entered for an office visit. | Checkbox |
Other | Checked if this code can be entered for another exam. | Checkbox |
Physical | Checked if this code can be entered for a physical exam. | Checkbox |
Scoliosis | Checked if this code can be entered for a Scoliosis exam. | Checkbox |
Vision | Checked if this code can be entered for a vision exam. | Checkbox |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Frequencies
Defines the frequency levels for hearing exams. This information is used in combination with the Decibels table on the Hearing Exam Detail page. Values are pre-loaded, but may be changed. Validates levels in the Hearing Detail page accessed from the Hearing Exam page.
Field | Description | Data Type |
|---|---|---|
Frequency Level | The frequency level that is used in the test. | Small Integer |
Sequence Number | The display order for this frequency. Decibel levels and frequencies with the same sequence number will be displayed as pairs on the Hearing Exam Detail page. | Small Integer |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Interventions
Defines the possible treatments for students who go to the nurse's office. Validates the Intervention field on the Daily Log and Office Visits pages.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
Medicaid Code | Medicaid code for the treatment. | Character/10 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Lens Types
Defines what lenses, if any, were used when the vision test occurred; for example, Contact Lenses or With Glasses. Validates the Lens field on the Vision Exam page.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Locations
Defines where an exam was given. Validates the Location field on the exam pages in the Student Medical Center and the Medical Center Daily Log.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Medicines
Defines the medicines that can be given to students. Validates the medicines entered on the Medication Requirements, Medication Log, and Day Sheet pages.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
Prn (When necessary) | Checked if this medicine is given as needed, rather than on a specific schedule. For example, parents may indicate that a student may receive Tylenol as needed. PRN medications must still be entered for a student on the Medication Requirements page, but they do not need a dose number or time given entered, and their start and end dates are set to the entire school year. Medications that do not have the PRN flag checked must have each dose number and time to be given entered on the Medication Requirements page. | Checkbox |
Medicaid Code | Medicaid code for the medicine. | Character/10 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Outcomes
Defines the types of outcomes for an office visit. For example, you could have codes sent home, sent to the doctor, parents contacted, or returned to class. Validates the Outcome field on the Office Visit and Daily Log pages. The Medical Building Setup determines whether the Outcome field is displayed for office visits.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Percentiles
Defines the percentile associated with male and female students' height and weight at a given age. Percentiles are pre-loaded by PowerSchool for ages 2 through 17.5, in half-year increments. Percentiles included at each age are 5, 10, 25, 50, 75, 90, and 95.
Percentiles are used on the Growth page in the Student Medical Center and Medical Center Daily Log.
Referral Types
Defines where or to whom a student can be referred, such as a health clinic or physician. Validates the Referral field on the exam pages in the Student Medical Center and the Medical Center Daily Log.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
Dental | Checked if this code can be entered for a dental exam. | Checkbox |
Growth | Checked if this code can be entered for a growth exam. | Checkbox |
Hearing | Checked if this code can be entered for a hearing exam. | Checkbox |
Immun (Immunization) | Checked if this code can be entered for an immunization. | Checkbox |
Office | Checked if this code can be entered for an office visit. | Checkbox |
Other | Checked if this code can be entered for another exam. | Checkbox |
Physical | Checked if this code can be entered for a physical exam. | Checkbox |
Scoliosis | Checked if this code can be entered for a Scoliosis exam. | Checkbox |
Vision | Checked if this code can be entered for a vision exam. | Checkbox |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Source Documents
Defines the source for immunization shot information, such as Doctor records. Validates the Source Document field on the Immunization Shots Detail page.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Screenings (Other)
Defines the additional medical exams for which your district wants to screen students. The Medical Center includes the ability to store results for dental, hearing, growth, vision, physical, and Scoliosis exams. If your district wants to track additional screenings, you can define the exams you want to screen. For example, you may add a screening for head lice.
Note The Medical Card report prints the standard medical exams. It does not include the screenings that your district has defined. |
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Status
Defines the possible results to be entered for exams; for example, Pass, Fail, Normal, Abnormal, or Watch. Validates the Status field on many of the exam pages in the Student Medical Center and the Daily Log.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Temperature Method
Defines the codes used by the district to indicate how a temperature was taken.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Vaccinations
Defines the codes used by your district for the types of immunizations for students. It also defines the order in which these codes will be displayed on pages and in reports and whether the shot code also can be used to track an immunization series. Validates the Immunization Shot and Series fields on the Immunization Shots and Immunization Series pages.
In the Vaccination table, you can define:
- The shots that students may have received.
- Whether the shot code can also be used to track an immunization series. Immunization series are used for tracking and reporting purposes and validating whether immunization requirements are met. Depending on your setup, a student may receive one or more types of shots to fulfill a dose. For example, if you define a shot DTP that is also a series. But for each dose required of the DTP series, a student may receive either the DTP shot or a DTAP shot, or a combination of a TD and a Pertussis shot.
- A disease type that can be used instead of a shot. For example, for Varicella (chicken pox), the series requirement could be fulfilled by either having the Varicella shot(s) or having the Varicella disease itself.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
Shot Order | The display order for this shot on the Immunization Shots page and reports. | Small Integer |
Auto Generate | Checked if the Immunization Validation program and Immunization Shots page should automatically generate a blank shot record for students who do not have this immunization shot. Tip: Check for shots that most students will receive, so that nurses do not have to remember to add them. Leave unchecked for alternates that most students do not get and diseases. | Checkbox |
Live Virus | Checked if the vaccine is live. If checked, the Immunization Validation program always bases the minimum valid date for the next dose on the previous dose, whether or not it was valid. If unchecked, the Immunization Validation program disregards the invalid dose and bases the minimum valid date for the next dose on the last valid dose. | Checkbox |
Shot Requirement | Text describing shot requirements; is included in letters. This field is only needed for series. | Character/25 |
Series Flag | Checked if the shot is also considered an immunization series. If you want the Immunization Validation option to check whether the requirements for this shot have been fulfilled, this field must be checked. | Checkbox |
Licensing Date | The date on which a shot was approved for use. Shots given before the date will be considered invalid by the Immunization Validation process. If you do not keep track of licensing dates, enter a date that is earlier than any possible shot date for students; for example, 01/01/1900. | Date |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
PESC Code | Code developed by the Postsecondary Electronic Standards Council (PESC) that corresponds to this shot or series. Select the code for this vaccination. This field is validated by the Vaccination PESC Codes validation table. | Character/50 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Vaccination PESC Codes
Defines the PESC Codes corresponding to the vaccination types in your district. Validates the PESC Code field in the Vaccinations validation table.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/50 |
Description | Description of the code. | Character/255 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Visit Reasons
Defines the reasons why a student comes to the nurse's office. Validates the Reason field on the Daily Log and Office Visit pages.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/10 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |
Vision Exam Type
Defines types of eye exams given at your district. For example, you may give eye exams using a Snellen eye chart or a Titmus Vision Tester.
Field | Description | Data Type |
|---|---|---|
Code | Code identifying the record. | Character/5 |
Description | Description of the code. | Character/255 |
State Code Equiv | State-defined code that corresponds to your validation code. Your district can define codes for local reporting; the State Code Equiv field will be used by your state reporting system to convert the local value to a state value. Refer to your state reporting documentation to determine if you need to enter an equivalent code for the table. | Character/10 |
Active | Indicates if the code should be available when a user modifies a record. If your district requirements change and you no longer want to use a code, remove the checkmark from the Active checkbox. Users will no longer be able to select the code when maintaining records. | Checkbox |