Communicate - Creating Health & Incident Journals

This guide outlines out to create both Health & Incident journals in the Child Friendly Communicate module. Be sure to view the main Communicate Journals guide first. These two journal types work differently from other journals because they are first sent to admin for approval, before being posted to the child’s profile and sent to the parent portal/app.

You can also download the attached PDF guide.

Open the Child’s Profile

1. Click the Communicate icon on the left hand side to access this module.

      2.   Select the Journal tab.

      3.   Find the child you would like to add the journal to in the list on the left-hand side. You can also search by entering the
            child’s name in the Search field.

      4.   Select the child’s name and click the plus (+) symbol to the right, beside the date. The plus sign appears once a 
            child’s name has been selected.

      5.   There are various types of journals that can now be created from the New Journal dialog box. Click on the Type 
            drop-down arrow to view the journal options.

Create a Health Journal

The Health journal replaces paperwork needed for illnesses. An example is a child who has developed a fever. To add a new Health journal:

      1.   Select Health as the Journal Type. If desired, upload a photo i.e. a picture of a rash may be helpful.

      2.   In the Title field, enter a brief description or word i.e. Fever.

      3.   In the Time Identified field, add the time the health issue was first identified. Make sure you do NOT check off Staff 
            or Admin View Only. You want to ensure parents have access to this record.

      4.   If the child has a fever, select Celsius or Fahrenheit and enter the Temperature in the field provided.

      5.   Select the Symptoms drop-down arrow for a list of pre-defined symptoms. You can select multiple symptoms if 
            needed. These pre-defined symptoms also include policies for parents or guardians, so they are aware of the next 
            steps. For instance, the child must be picked up and kept at home for 24 hours from when the fever ends without
            medication.

NOTE: Symptoms are created in the Setup module and include key actions to take.

      6.   You can also add any other details in the box provided.

      7.   Lastly, if any first aid was required, select the toggle. You will be required to enter details, including what was given to 
            the chil
d and who gave it to him or her.

      8.   Click Submit to save the journal. When you select Submit for the Health journal, it is sent right away to admin for
            approval, and will appear in the Approval Pending tab for staff, until an administrator has approved the journal. This

            way the office will be able to approve the journal, add notes if necessary, and contact a parent or caregiver for pick-

            up. Admin staff can see any pending approvals in the Incident/Illness Dashboard in the Illness Dashboard. Once the
            journal is approved, it will show up in the journal section for staff as well as the parent app.

Incident Journal

The Incident journal replaces paperwork for all incident reporting. The process for submission and approval works the same as illness reporting.

      1.   Select Incident as the journal Type.

      2.   Enter a Title for the incident. This is where you specify if this is an “Incident” or an “Accident.”

      3.   Add the Time of Incident.

      4.   Select the Location of Occurrence drop-down arrow. You will then be able to select the room or area of the center 
            where this happened.

      5.   In the Incident observed by field, enter your name or the name of anyone who was there to witness the incident.

      6.   Next, you can add a description of the incident, what was happening when the incident occurred, and how the 
            incident was resolved.

      7.   If first aid was needed, select the First aid needed checkbox. A dialog box will open to add details. For instance, was 

            an ice pack used, or a bandage applied? This box is mandatory to fill out only if the first aid box is selected.

      8.   The last checkbox is used to select if the parent was notified immediately. You may not know this, so if not, you can
            leave this box unchecked and the area blank. When you click the Submit button, the incident journal type will go right
            to the office for admin approval before it is added to the child’s chart. Once the journal is approved, it will go right to
            the parent app. The office can also call parents if deemed necessary, and then select this checkbox.

While the Incident journal does replace all paper incident reporting, it is still important to indicate in the report if parents were also notified by phone. For minor incidents, notifying parents through the journal is sufficient, but depending on the nature of the incident, you may still need to contact parents by phone as well.