> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.xap.rocks/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Illness - Service recording an Illness # Illness - Service Recording an Illness This article will assist you with recording an Illness that has affected a child at your Service. ### Overview If a child is unwell while at your service, you can record this in the Xap portal. ###### The Medications & Incidents Screen allows you to: * Note medications that have been administered to the children * Record guardian authorisation signatures * Send notifications of administered medications to guardians * View prior medication forms * Create Injury/ Incident/ Traumas & Illness records * Record guardian, staff & witness signatures ### Recording an Illness 1. Select the **Medication & Incident** screen 2. Select the **Incidents** tab ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_11fdeqr.png) 3. Select the Green** + Add** button ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1yyi9io.png) 4. If you are in Enterprise/multi-centre view, select the **Service name**. If you are in single Centre view the Service name will automatically be selected. 5. Select **Illness** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-094448_1juxzr5.png) 6. Use the filters to search on the child. Filters include: a) Keyword - name of child b) Date of attendance c) Room name d) Session/fee child is booked under e) Attendance status eg. signed in/out/absent or pending ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1ys6oqs.png) 7. Select the **name of the child** 8. Select **Next** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1w2r0u3.png) ### Completing the details of the Illness Complete the details of the Illness including: 1. **Illness Type(s)** * Allergic Reaction (Not Anaphylaxis) * Colds and Flu * Conjunctivitis ('Pink Eye') * Diarrhea * Headaches * High Temperature * Infectious disease (incl gastrointestinal) * Mononucleosis * Poisoning * Rash * Respiratory * Seizure/ unconscious/ convulsion * Sprain/ swelling * Stomach Aches 2. **Circumstances surrounding the illness, including apparent symptoms** 3. **Location** of illness 4. **Date and Time** Illness occurred 5. Is the illness life threatening - select **Yes or No** 6. Select **Next** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-095202_158zowf.png) ### Noting the Injuries This section allows you to record the type and location of any injuries 1. Are there any visible injuries? If **No** > select Next ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_pglv3t.png) If **Yes** Select **Injury Type** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-095322_po0b00.png) 2. Indicate where the injury occurred by clicking onto the diagram, this includes front and back options. 3. Select **Done** once injury type has been selected ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-095558_1p1ztux.png) 4. **Add More** - Can be selected if the child has a different type of injury eg. Abrasion/Scrape & Cut/Open wound. If so repeat the process from Step 10 - 12. 5. Select **Next **once all Injuries have been documented. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-095734_1es5nci.png) ### Action Taken This section allows you to: * Add in details of action taken. * Advise if medical attention was required. * Add any steps the Service may need to take to prevent this occurring again. 1. Add in the details of **actions taken** 2. Select **Yes or No** if emergency services attended If **Yes** add in further details 3. Select **Yes or No** if medical attention was sought from a registered practitioner or hospital If **Yes** add in further details 4. Select **Yes or No** if any attempts are required to be taken to prevent or minimise this type of injury in the future. If **Yes** add in further details 5. Select **Next** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-100040_1s87du.png) ### Staff & Witness Details This section allows you to: * Assign the staff member completing the Incident report * Assign the staff witness details and obtain their signature * Set the date and time the report is being completed 1. **Staff Name** - select the staff members name who is completing the incident report 2. Set the **Date & Time** the report is being completed 3. **Witness Name** - select the staff member who witnessed the incident and is confirming the details of the Incident report are correct 4. Witness can **sign** the illness report 5. Select **Next** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-100324_14teidr.png) ### Parent Acknowledgement and Manager Details 1. **Manager Name **- Select the name of the Manager that has been notified about the Injury 2. **Mode of Conduct** - How the Manager was notified: * Email * Face to Face * Notification * Phone 3. **Date and Time** of contact 4. **Add Manager** - Allows another Managers name to be selected for notification (if required) ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-100617_6z90rw.png) ### Notify This option allows the Service to send a notification to the guardian to view the Illness report via the Web Portal for Guardians & Carers. 5. Select **Notify** 6. Select the **Parent/Guardian name/s** to send the notification to 7. Select the **Date and Time** the notification is being sent 8. Select **Next** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-101145_pz5uks.png) ### Sign Now Allows the guardian to sign the Illness report at the time, if they are present at the Service. 1. Select **Sign Now** 2. Select the **Parent/Guardian** who is signing the Illness report 3. Guardian can sign the Illness report 4. Select the **Mode of Contact**: * Email * Face to Face * Notification * Phone 5. Add the **Date and Time** of Contact with the Guardian 6. Select **Next** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-101418_1rdob5p.png) ### Manager's Decision This option allows the Educators to send the Illness report to the Manager/ Director to sign before it is sent to guardians. The Manager will then send the Illness report to the guardian to acknowledge. 1. Select **Managers Decision** 2. Add **Notes to the Manager** regarding the report 3. Select **Next** ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-101612_1ilrrvw.png) ### Review This section allows you to review the completed Illness report information. 1. **Save as Draft** - Allows you to save the report if information is still being completed 2. **Post **- Posts the completed Illness report to be visible to the guardian ||| Note: If you have selected Managers Decision you will only have the option to select SAVE AS DRAFT to allow the Manager to review the report prior to posting to the Guardians. ![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/screenshot-2024-02-19-101822_a1twyf.png)