Filing/Organizational Advice

[SpartanNurse]

Hi Everyone!!

I am new to school nursing and have taken a position as a District Nurse for a very small district in Ohio. I have pre-k through 12th grade, and a total of about 800 students. I am currently trying to get a handle on our organizational system since the nurse before me didn't quite keep things together. Hoping to revamp it completely before students return to in-person learning.

I am wondering, do you primarily do online record keeping? Or do you have a file for each student with all of their necessary forms? Or do you have binders for each type of form?

Also, while I have you, is ImpactSIIS mandatory for immunization reporting?

Any and all input on these subjects is greatly appreciated!

Thanks so much!!

[BrisketRN, BSN, RN]

I try to do as much online record keeping as possible, but I have binders for Allergy Action Plans/Allergy Questionnaire, Asthma Action Plans/Questionnaire, IHPs, and Medication Forms for quick access in case there are computer issues.

[Flare, ASN, BSN]

My students have an electric and a physical file.  Physical file has hard copies of physicals, vaccine records, reports, Dr notes, etc.  Day to day charting goes on EHR.  My med orders get put into a big binder, separated by daily, PRN, diabetic plans.  Those hard copies are pulled and filed at the end of the year or med d/c.  Because there is still a lot of paper for me to handle, I hade a multi drawer thing that I "pre file" into.  That way I can separate by grade, secure the papers until I get to filing them and attempt to keep my desk clear.  

[JenTheSchoolRN, BSN, RN]

16 minutes ago, Flare said:

My students have an electric and a physical file.  Physical file has hard copies of physicals, vaccine records, reports, Dr notes, etc.  Day to day charting goes on EHR.  My med orders get put into a big binder, separated by daily, PRN, diabetic plans.  Those hard copies are pulled and filed at the end of the year or med d/c.  Because there is still a lot of paper for me to handle, I hade a multi drawer thing that I "pre file" into.  That way I can separate by grade, secure the papers until I get to filing them and attempt to keep my desk clear.  

This is pretty much exactly what I do.

I do enter data like physical dates, clearance, prescription orders, immunizations into my EMR so I don't have to look in the physical file too often. 

[NutmeggeRN, BSN]

49 minutes ago, Flare said:

My students have an electric and a physical file.  Physical file has hard copies of physicals, vaccine records, reports, Dr notes, etc.  Day to day charting goes on EHR.  My med orders get put into a big binder, separated by daily, PRN, diabetic plans.  Those hard copies are pulled and filed at the end of the year or med d/c.  Because there is still a lot of paper for me to handle, I hade a multi drawer thing that I "pre file" into.  That way I can separate by grade, secure the papers until I get to filing them and attempt to keep my desk clear.  

This year (#27 ?) I finally made 1 folder per YOG and when I am holding papers, they go into that folder till I have a few minutes to get filing done...why did it take so many years? LOLOL!!

[k1p1ssk, BSN, RN]

We have the physical file with hard copies of physicals, immunizations, and school medical forms, IEPs, 504s, IHPs, EAPs, med orders, etc., along with med orders and MD notes, absence notes, excuse notes, etc. This, along with an print-out with the eHR summary would be sent to any new school the child would go to. I keep a "substitute" binder with all of the EAPs, IHPs, and med orders. This also includes a play by play of the day, so that a per-diem fill in would have a great quick reference and not be too surprised by the med kids showing up at whatever time. I have another folder with emergency contacts, in alphabetical order, according to class. 

Another drawer in the filing cabinet is used for students who have moved on, but no request for records were made. These are kept for 10 years. 

Oh! Meant to mention that my student files are also alphabetical by name, within class groupings. I find this easier than having the entire school alphabetized as different grades have different requirements, so if I'm processing pre-k and kindergarten, I can just pull those grades and not have to worry about finding each individual student and then re-filing them.