This documentation applies to both versions of Online Registration.

Classic View: Census > Online Registration > Health Staff Processing

Search Terms: Health Staff Processing

Online Registration Workflow | Health Staff Processing Search Editor Fields | Health Review | Map Health Conditions

The Health Staff Processing module allows health staff to search approved student health applications.

Health Staff Processing

Once a parent or guardian has entered an online registration through the Portal, the designated health staff person can begin processing the application for specific health concerns. Applications can be reviewed by status, by first name/last name of the person who entered the registration, application number (assigned when the application is submitted) or an email address of the person who entered the registration.

Staff can only search for applications associated with the calendar rights assigned to them (unless the Disable Calendar Filter for Staff Processing checkbox is marked). For example, a user who has rights to the Middle School and not to the High School can only view and approve applications for students at the Middle School.

Online Registration Workflow

This article is for Campus Online Registration (OLR) and Campus Online Registration-Prime (OLR Prime).

Step		Campus Location	OLR	OLR Prime
Calendar and Enrollment Management
1	Create calendars for the next school year	Scheduling & Courses > Calendar Setup > Calendar Wizard	X	X
2	Roll enrollments forward for the next school year.	Student Information > General Student Administration > Enrollment Roll Forward	X	X
3	Review the grade levels associated with each calendar, and if desired, mark the Exclude from Online Registration Calculations checkbox.	Scheduling & Courses > Calendar Setup > Grade Level Setup	X	X
Online Registration Setup
4	Add Languages.	System Settings > Online Registration Setup > Language Groups	X	X
5	Enter language translations that display on Online Registration panels.	System Settings > Online Registration Setup > OLR Literals Bank	X	X
6	Enter language translations that display on Online Registration panels in the dropdown lists.	System Settings > Online Registration Setup > OLR Lists Bank	X	X
7	Create letters to send to parents announcing acceptance or denial based on their applications.	Reporting > Ad hoc Reporting > Letter Designer	X	X
8	Create approval/denial statuses.	System Settings > Online Registration Setup > OLR Status	X	X
9	Enter OLR setup information for online registration.	System Settings > Online Registration Setup > OLR Setup	X	X
10	Enable the Online Registration Portal outline link for the active date range on the OLR Setup.	System Settings > Custom Data and Links > Custom Tool Setup	X	X
11	Select OLR System Settings.	System Settings > Online Registration Setup > OLR System Settings	X	X
12	Enter registration dates for each school.	System Settings > Online Registration Setup > Registration Window by School		X
13	Set Document Upload Options.	System Settings > Online Registration Setup > Document Upload		X
14	Modify fields that appear on pleats using the OLR Builder. (OLR version has limited functionality.)	System Settings > Online Registration Setup > OLR Builder	X	X
15	Create Notifications.	System Settings > Online Registration Setup > OLR Notification Editor		X
16	Reference the OLR Information Center to view links to OLR tools.	System Settings > Online Registration Setup > OLR Information Center	X	X
17	Create application queues.	System Settings > Online Registration Setup > OLR Queue Setup		X
18	Modify application queues.	Census > Online Registration > OLR Queue Applications		X
19	Review the Configuration List Editor to verify the appropriate options are in the dropdown lists.	System Settings > Online Registration Setup > OLR Configuration List Editor	X	X
Student Application Entry These articles are intended for the parents/guardians entering the registration information. All articles can be saved as a PDF and given to the parent, or made available on the district website. See the Enter Applications article for information on accessing OLR and other important information.
20	Enter Household Information.	Portal > Online Registration > Household	X	X
21	Enter Parent/Guardian Information.	Portal > Online Registration > Parent/Guardian	X	X
22	Enter Emergency Contact Information.	Portal > Online Registration > Emergency Contact	X	X
23	Enter Other Household Children.	Portal > Online Registration > Other Household (non-enrolled children)	X	X
24	Enter Student Information.	Portal > Online Registration > Student	X	X
25	Review and complete student registration.	Portal > Online Registration > Completed	X	X
Process and Analyze Applications
26	View applications that have been submitted by year or school and by status.	Census > Online Registration > OLR Dashboard	X	X
27	Search for applications by status and begin review and approval of them. Staff Processing Student Processing Health Staff Processing Parent Information	Census > Online Registration > Staff Processing, Student Processing, Health Processing, Parent Information	X	X
28	Run the OLR Summary.	Census > Online Registration > OLR Summary	X	X
29	Merge list options from the List Bank Replacer from the OLR database into Campus.	System Settings > Online Registration Setup > OLR List Bank Replacer	X	X
30	Merge list options from the List Value Updater from the OLR database into Campus.	System Settings > Online Registration Setup > OLR List Value Updater		X
31	When necessary, mass re-post registration data.	System Settings > Online Registration Setup > Mass Re-Post Applications		X
32	Review the Data Change Tracker tools to track OLR information being added to Campus.	System Settings > Data Change Tracker	X	X

Health Staff Processing Search Editor Fields

Option	Description
Application Number	System-assigned number associated with the application.
Student Number	Locally assigned identification number for the student. This number is created when the enrollment is saved.
Student First and Last Name	Legally recognized name of the student.
First and Last Name	Legally recognized name of the parent/guardian who entered the application.
Email Address	Email address entered when the application was created, usually of the parent/guardian.
Application Start and End	Date fields used as a range to return applications entered between the two dates.
Application End Year	Indicates the ending school year for which the application is associated. For the 2017-18 school year, the end year is 2018.
Application Status	Indicates the status of the application. This includes all core statues, link errors, post errors and custom statuses. Core statuses are as follows: New Approved and Existing Approved - This option displays all new and existing applications that have been approved and posted. New Approved and Existing Approved or Submitted - This option displays all approved new, approved existing, and submitted Existing applications. New Approved - This option displays all new approved applications. Existing Approved - This option only displays Existing approved applications. Existing Approved or Submitted - This option displays existing approved or existing submitted application.
Medical Status	Indicates the status of the student's medical/condition history. New Condition/Medication or No longer current Condition/Medication All New Health Condition or Medication Condition or Medication no longer current
Health Type	Indicates the type of health record: Conditions or Medications Health Conditions Medications
Max Application Returned	This field can be used to minimize a large number of returned applications in the search results area. Options include 100, 500, 1000 and al.
Health Approval Status	Indicates the status of the application for the entered health reasons: Not Health Approved - This option will display applications that have not been verified by health staff. Health Approved - This option will display all applications that have already been verified.

Applications matching the entered criteria display on the Search Results tab.

Health Staff Processing Search Results

Health Review

Upon selecting an application to review, the application opens on the student list screen. From here the health staff can clearly see which students have health conditions or medications that need verification.

Health Review

Health Conditions and Medications Review

When reviewing student’s health conditions or medications, the health staff sees information added by the parent. From this screen, the health staff can directly open the student’s health Conditions and Medications tools from a single click for data entry. It is highly recommended that users have two computer screens to easily copy information from the application to the student's Conditions and Medications tabs. See the Conditions and Medications articles for information on how to enter student medical information into Campus.

Health Review - Conditions Data Entry

Health Processing Approval

Once all health conditions and medications have been verified, the health staff will approve the health information. This flags the application as being complete.

Health Review - Health Approve/Save

The student screen will show a green check next to the caduceus medical symbol indicating that health information is complete for that student.

Health Review - Student Application Health Staff Approved

To undo the approval, click the Undo Health Approval button (available for OLR Prime only).

Undo Health Approval

Map Health Conditions

Locate and have available the Description and Code of the health condition from the Condition List (System Administration > Health > Condition List).

Select the Person - Health Conditions from the Language Group/OLR Lists.
Enter the Description and Code from the Condition List for the conditions that should be mapped on the List Bank Translations tool.
Save the entry.

Health Conditions, Health Literals Values

The Health Staff Processing tool displays the mapped conditions.

Health Processing - Mapped Conditions

In order to map the medical/mental health conditions:

Mark the Post condition to Campus for each condition that should be mapped.
Staff need to add their initials.
Open the conditions to review or post student conditions.

Verify the conditions are there by clicking the Medications tab on the Health Processing view. Medications do NOT post automatically.

If districts use the optional Type field when entering conditions into the Condition List (System Administration > Health > Condition List), the Type and Condition must be entered together, with no spaces, in the OLR Lists Bank Code field (see example below).

Condition List Type OLR Lists Bank Setup

Health Staff Processing