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HealthOffice Year-End Checklist

Explanation of Year-End Processing

The Year-End Processing portion of HealthOffice is a set of functions designed to be used at the end of each school year any time after the last day of school for students. It is important to make a backup of HealthOffice before any year-end functions are used. Only the System Administrator can access Year-End Processing. Perform Year- End Processing for each school in the HealthOffice database. For your convenience, we have recommended several reports that have been useful for our nurses and we hope will be useful to you.

How to Get to Reports

The following steps highlight the commands in creating a Report in the HealthOffice program. For more detail, please refer to the Reporting section of this Tutorial.

  1. Log into the HealthOffice Report Program, either through the HealthOffice Main program, or through the HealthOffice Reporting program. To open the Report program, select the “Start” button, then HealthOffice with your User ID and Password, and open the Reporting program. Remember, you must be a member of a User Group that has Reporting authorizations.   
  2. Open the Report Folder, which is located within the “Report Items” folder. The Report Folders contain the individual reports to be created.   
  3. Select the desired Report. Proceed to either “Sort Fields” or “Selection Criteria” to further detail the report you are generating.   
  4. Proceed to either “Sort Fields” or “Selection Criteria” to select what you want your report based on and the order it should generate in.   
  5. Select the “Options” tab to tell the Report program in which format to generate your report. By default, all Reports are generated in a Preview format.

Recommended Year End Reports

1. Office Visit Statistics

The Office Visit Statistics report provides statistical counts of Office Visits and related information. The Office Visit Statistics report lists the number of office visits per month by category. Some of the categories included in the Office Visit Statistics report include School, Grade, and OV Type. The Percent column on the Office Visit Statistics report shows the percent the detail line has, as it compares to the category total.

Common Uses:

  • Report the number of Office Visits for the month of September.   
  • Report the number of injury-related office visits.   
  • Report counts of system group (ex: how many Ear/Nose/Throat) Office Visits.

2. Exam Statistics

The Exam Statistics report provides statistical counts of all exams and related information. The Exam Statistics report lists the number of exams by type of exam by Result, Action, and Disposition. Some of the exam types included on the Exam Statistics report: Blood, Dental, and Physical. The Exam Statistics report totals some of the commonly selected Results, Actions, and Dispositions. The Exam Statistics report does not include counts for Office Visits, Prescription Administrations, Standing Order Administrations, and Special Need Administrations.

Common Uses:

  • Report the count of a Blood exam with an Action of Referred.   
  • Report how many Parasitic Infestation exams have been performed with a Disposition of Sent Home.

3. Event Statistics

The Event Statistics report provides statistical counts of all events, which include exams, office visits, and administrations. The Event Statistics report lists the number of events by type of event by result, action, and disposition. Some of the event types included on the Event Statistics report: Office Visits, Special Need Administrations, and Physical exams. The Event Statistics report totals some of the commonly selected results, actions, and dispositions. The "% of Total" column reports the event type total as a percentage of the total of all event types.

Common Uses:

  • Report the count of Un-Scheduled Office Visits.   
  • Report the count of Immunization Administrations.   
  • Report how many Blood exams had a Result of Unsatisfactory.

4. Medication Statistics

The Medication Statistics report is designed to give the user a count of certain medication administration information.

Common Uses:

  • To get a count of how many Medication Administrations were done by grade.   
  • To get a count of how many administrations were done by type (ex: Emergency/As Needed, Scheduled).

5. Incident Statistics

The Incident Statistics report provides statistical counts of Office Visits. The Incident Statistics report lists the number of incidents per month by category. Some of the categories included on the Incident Statistics report: school, grade, and injury type. The percent column on the Incident Statistics report shows the percent the detail line has, as it compares to the category total.

Common Uses:

  • Report how many Incidents were recorded in the month of September.   
  • Report how many incidents occur on Mondays.   
  • Report how many incidents that required a certain treatment.

6. Special Needs Statistics

The Special Need Statistics report is designed to give the user a count of certain Special Need information.

Common Uses:

  • To see how many Special Need Administrations there were.   
  • Print out counts of Missed Administrations.   
  • Print out counts of Special Needs by grade.

7. Health Services Summary

The Health Services Summary report provides statistical counts of events. The Health Services Summary report lists the number of events by category. Some of the categories included on the Health Services Summary report: school, grade, and location. The percent column on the Health Services Summary report shows the percent the detail line has, as compared to the category total.

Common Uses:

  • Report how many Office Visits, Medications, and Special Needs were administered in the month of February.   
  • Report the number of events completed by an examiner.   
  • Report count of a certain disposition, such as how many students were sent home.

Year-End Processing Checklist
(Please see Tutorials for more detail on any action)

In the following paragraphs, we have created a “Checklist” to assist the User /Administrator in Year End Processing. For more details on any subject areas in the HealthOffice program, please refer to our Help Program or the Program Tutorial. Any additional questions may be directed to Healthmaster Customer Support at 1-800-732-7317 or support@Healthmaster.com.

*Please note that additional help through Healthmaster Customer Support is for authorized Users/Districts with current support. If you are unsure of your support status, please contact Healthmaster at the above number.

1. Remember to make Backups of ALL your data before doing your year-end processing.
2. Print all reports needed for the current school year for your State Reports. This will be the last chance to create reports with that year’s information, unless you restore from a previous backup.
3. Delete all old data that you wish to remove from the database for Students, Persons, Organizations or any other data that won’t be needed during the new year.
4. Activate the next grade in the Administration portion of HealthOffice.
A. Log on to Administration.
B. Select “Security” from the Main Toolbar.
C. Select “Manage Schools.”
D. Select your school from the list and click on “Edit”, this will show the grades you have listed for that particular school. Check the next highest grade. (Example: to promote the 12th grade, check Graduate or for 5th grade check the 6th grade)
E. Click on “OK” and close out of “Manage Schools.”
5. Promote your highest grade to the next highest or your 12th grade to Graduate, using the “Promote” function in the Administration program.
A. Log on to Administration.
B. Select “Database” from the Main Toolbar.
C. Select “Promote,” you will then see a dialog box that explains that you will be modifying a large portion of your database. Select “Yes.”
D. Select your School and then select your Grade. You will see your students in the box below.
E. Click the “Add All” button.
F. Click on the “Process” button and HealthOffice  will begin promoting your students.
G. Click on “Close” to exit out of the “Promote” function.
6. Promote the rest of your students to their next level.
A. Promote students one grade at a time.
B. Start promoting students in higher grades first, then do lower grades.
7. Transfer your Graduates or your highest grade out of the database, to be ready to transfer in new students for the next school year. Note: If your district runs on a single database, then the transfer process is not needed.
A. Log on to the Main Program of HealthOffice.
B. Select “File” from the Main Menu.
C. Select either “Outgoing” or “Incoming” Student Transfer.
D. Select your “Incoming” or “Outgoing” File Transfer Path.
E. Select your School and Grade. You will see your Students in the lower box.
F. Click on “Add All” to add your students to the other side of the dialog box.
G. Click on “Process” to begin processing your transferred students.
H. When processing has finished, click “Close.”
8. Purge all deleted students and information from your database.
A. Select “Database” from the Main Toolbar.
B. Select “Purge.” You will then see a dialog box that explains that you will be modifying a large portion of your database. Select “Yes.”
C. Select your School and Grade. You will see your Students in the lower box.
D. Select “Person Type,” usually set to “Students.”
E. Set “Status” to “Deleted,” the students that you have deleted will appear in the box below.
F. Click “Add All” to add the deleted students to be purged to the Selected Persons side.
G. Click on Purge to start the “Purge” process.
NOTE: When selecting the status “DELETED AND TRANSFERRED,” the student’s status MUST be both Deleted and Transferred.
9. Backup your database into a Year End Folder. The backup can be completed from either the Server Admin program, SQL Server Managment tools, or other SQL Server backup tools.  
10. To set up your Beginning School Year enter the Administration program. Select “List” from the Main Toolbar. Select “Set Days Off”. Enter the Start and End Dates for the next School Year. Check which “Weekdays” you will have off. Add your “Holidays” that you will have off.
11. Import new data for the next year into HealthOffice.

If you have any questions regarding Year-End Processing, please contact Healthmaster Customer Support at 800-732-7317, or e-mail us at Support@Healthmaster.com.