Organizational Tips

[MHDNURSE]

When I started here in 2015, we only had K. Only a couple kids with Epi pens, a couple inhalers, and thankfully, no daily meds. This year we have grown and doubled in size. Next year we are growing again by another 125 kids, so going from 250 to 375. I have already gone through the files of the in-coming Kindergarteners and started a spread sheet for them with medical info, immunizations, etc. I already feel like I am in a much better place than I was at the beginning of this school year. I also created a spredsheet with all students who have epi pens with Lot #'s and expiration dates in case of another recall, and also so I can call a month prior to expiration. But I know there are probably a lot of helpful hints I could learn to make things even better.

What things do you do to keep yourself organized? I would appreciate any and all suggestions :)

[NurseBeans, BSN, RN, EMT-B]

I color-code as much as possible. Epi-pens, inhalers, daily meds, all are coded by grade. Then at field trip time I know what color to pull. There are folders with the code on them, one per grade, with all the information (class lists, medical needs/allergies, phone numbers, instructions for the epi-pens) that goes on the field trip.

I made a habit of checking my meds/inhalers/epi-pens once a month for expiration dates and take this time to do a controlled med count and correct in the computer as needed; I keep these in a folder by year.

For med refills I took a tongue depressor, one per student, and put their last name on it. When I go to give a med and realize there are 2 left, I pull the tongue depressor and put it in my pocket. At some point in the day I notice the tongue depressor and make the call/send the text or email.

For records I made a label that goes on the front of the folder with the immunizations on it, there is a space for an X if the student is missing anything. There is a space for "complete" if that is the case. Also a space for my initials when I put the record into our electronic system. So I can see at a glance what/if the student is missing anything. I also keep a record, in pencil, on the front of the student's folder, under the label, for any correspondence with parent about medical records. I also don't file any records that are incomplete so they sit on my desk, in my face until complete.

This all works for me; hope this is helpful!

[LikeTheDeadSea, MSN, RN]

LOVE the tongue depressor idea!!

[KKEGS, MSN, RN]

My health aide has a hanging file folder in a large filing cabinet for each student that has PRN meds and/or an Emergency Care Plan. She keeps the med, a copy of the orders and a copy of the ECP in a ziploc baggie with the student names on it. We keep them in alphabetical order so we can just pull the whole bag when a student needs their med or to throw in the backpack that teachers take on field trips. She also makes a copy of the orders and ECPs and keeps them in a 3 ring binder on her desk.

For scheduled meds she keeps little plastic cubbies on a shelf in our locked cabinet. Each cubbie is labeled with the student's name, med and dose and she keeps these in order of time of day that they are administered so we can just go down the line. She is also very good about having the student say their name, the name of the med (methylphenidate is adorable when a 5 year old says it, by the way) and the dose because she believes (and I totally agree) these kids should know their meds and what they are putting in their bodies from an early age.

She also does a spreadsheet with meds and their expiration dates organized by month so we can call a month before to let parents know the meds are expiring.

She has a master list of ALL kids with meds (scheduled, PRN and emergency) and/or ECPs.

[ruby_jane, BSN, RN]

I am in awe of this level of organization - kudos to you all. I am completely dependent on my electronic health record, which provides me details about who needs vaccine or which exemptions are coming due as often as I want to run the report. We have a lot of kids on catch-up schedules and I don't know how I would function without the data mining given that I have over 2000 kids.

Next year I am not going to accept any medication that expires before the end of the school year. Right now I am saying "bring a new, unexpired, small bottle." I may have to make an exception for EpiPens and glucagon but there's no reason someone's Advil should expire here.

[WineRN]

The online system we use has the student's pictures uploaded, so the nurse before me printed out the student's picture and attached it to their epipen/inhaler/med cubby.

I have a binder with all of the daily and PRN meds with copies of the PO and parent permission sheet, again with the students picture attached.

This made life SO MUCH easier when I started because I could SEE that it was the correct student.

I love everything the others have posted. I am planning out color coded binders for next year.

[grammy1]

Next year I am not going to accept any medication that expires before the end of the school year. Right now I am saying "bring a new, unexpired, small bottle." I may have to make an exception for EpiPens and glucagon but there's no reason someone's Advil should expire here.

We started that a couple of years ago, no meds (otc) that expire during the school year. It will make your life much easier.