The Medical Info section stores student health-related information that authorized staff may need for school support and emergency response. It includes critical alerts, medical notes, immunization or physical records, nurse visits, healthcare providers, insurance information, and preferred medical facilities.

Because medical information is sensitive, it should be accessed and updated only by users with the appropriate permissions.

Navigate to Medical Information

1. Log in to openSIS.
2. Select the required school and academic year.
3. From the left navigation menu, expand Students.
4. Select Student Information.
5. Search for the required student.
6. Select the student’s name.
7. Under Student Details, select Medical Info.

Navigation: Students > Student Information > Student’s Name > Medical Info

The Medical Information page contains two tabs:

• Activities
• Provider Information

Understand the Activities Tab

The Activities tab organizes the student’s health-related records into the following sections:

• Alert Information
• Medical Notes
• Immunization/Physical Record
• Nurse Visit Record

Each section provides an option for adding a new record.

Add Medical Alert Information

The Alert Information section is used to record important health information that authorized staff may need to notice quickly.

The list includes:

• Critical Alert: Indicates whether the alert is considered critical.
• Alert Description: Describes the health condition, risk, restriction, or required response.

To add an alert:

1. Open the Activities tab.
2. Select Add Alert Information.
3. Enter the requested alert details.
4. Mark the alert as critical when appropriate.
5. Enter a clear description.
6. Save the record.
7. Confirm that the alert appears in the list.

Critical alerts should be reserved for information that requires immediate attention or may affect the student’s safety.

Examples may include institution-verified severe allergies, emergency conditions, or other urgent health risks. Follow the institution’s approved medical-data procedures when entering an alert.

Write a Clear Alert Description

An alert description should be:

• Specific
• Concise
• Factually accurate
• Based on verified information
• Relevant to school staff responsibilities

Avoid vague descriptions that do not explain the nature of the alert. Do not include unnecessary personal or medical details beyond what authorized users need to understand.

Medical alerts in openSIS do not replace the institution’s emergency plan, medical documentation, or professional healthcare guidance.

Add Medical Notes

The Medical Notes section stores dated notes related to the student’s medical record.

The list includes:

• Date: The date associated with the note.
• Doctor’s Note: The medical note or information recorded for that date.

To add a medical note:

1. Select Add Medical Notes.
2. Enter or select the applicable date.
3. Enter the relevant note.
4. Attach or reference supporting information when the available workflow permits.
5. Save the record.
6. Confirm that the note appears under Medical Notes.

Medical notes should accurately reflect the information provided by an authorized healthcare professional, parent, guardian, or institutional staff member according to the institution’s procedure.

Do not use the Medical Notes section for unrelated administrative comments. General student comments should be entered under Student Details > Comments.

Add an Immunization or Physical Record

The Immunization/Physical Record section maintains dated health-compliance or physical-examination information.

The list may display:

• Type: The type of immunization or physical record.
• Date: The date of the immunization, examination, or record.
• Comment: Additional applicable information.

To add a record:

1. Select Add Immunization/Physical Record.
2. Select or enter the record type.
3. Enter the applicable date.
4. Add a relevant comment when necessary.
5. Save the record.
6. Verify that the information appears in the list.

Use the date shown on the verified documentation. Avoid entering an estimated date unless the institution’s policy specifically permits it.

This area may be used for institution-configured immunization types, health examinations, or physical records. Available values depend on the system configuration.

Add a Nurse Visit Record

The Nurse Visit Record section tracks a student’s visit to the school nurse or other authorized health office.

The list includes:

• Date
• Time In
• Time Out
• Reason
• Result
• Comment

To record a visit:

1. Select Add Nurse Visit Record.
2. Enter the date.
3. Record the Time In.
4. Record the Time Out when the visit ends.
5. Enter or select the reason for the visit.
6. Record the result or outcome.
7. Add a concise comment when required.
8. Save the record.

The result may reflect the disposition recorded by authorized staff, such as returning to class, contacting a parent, or another institution-defined outcome.

Nurse Visit Records should document what occurred without adding unsupported diagnoses or unnecessary personal commentary.

Review Provider Information

Select the Provider Information tab to review the student’s healthcare provider and insurance details.

Available fields may include:

• Primary Care Physician
• Primary Care Physician’s Phone
• Insurance Company
• Policy Holder’s Name
• Preferred Medical Facility
• Preferred Medical Facility’s Phone
• Dentist
• Vision

A hyphen appears when information has not been entered.

This information can help authorized staff identify the student’s healthcare contacts when required by the institution’s procedures.

Edit Provider Information

1. Open the Provider Information tab.
2. Select Edit Information.
3. Update the required healthcare-provider details.
4. Verify phone numbers and names.
5. Review insurance information.
6. Save the changes.
7. Return to the view page and confirm the updated information.

When entering a provider’s phone number, include the applicable country or area code according to the institution’s data-entry practice.

Maintain Accurate Insurance Information

When insurance information is collected:

• Enter the correct insurance-company name.
• Confirm the policy holder’s name.
• Update the information when coverage changes.
• Avoid entering sensitive financial credentials or unnecessary policy details in general text fields.
• Follow the institution’s data-retention and privacy requirements.

The presence of insurance information in openSIS does not guarantee active coverage. Institutions should use their approved verification process when confirmation is required.

Review Medical Information Regularly

Authorized staff should review medical information when:

• A new health document is received.
• A parent or guardian reports a change.
• An alert is no longer applicable.
• Immunization or physical records are updated.
• Provider or insurance information changes.
• A nurse visit must be recorded.

Outdated medical information can create confusion. However, historical records should not be removed without following the institution’s approved retention policy.

Important: Medical information is sensitive and may be subject to additional privacy requirements. Only authorized users should view, add, edit, export, or share student medical records.