Articles on: Medication & Incidents

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



  1. Select the Green + Add button



  1. 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.
  2. Select Illness



  1. 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



  1. Select the name of the child
  2. Select Next



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
  1. Circumstances surrounding the illness, including apparent symptoms
  2. Location of illness
  3. Date and Time Illness occurred
  4. Is the illness life threatening - select Yes or No
  5. Select Next



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



If Yes

Select Injury Type



  1. Indicate where the injury occurred by clicking onto the diagram, this includes front and back options.
  2. Select Done once injury type has been selected



  1. 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.
  2. Select **Next **once all Injuries have been documented.



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

  1. Select Yes or No if medical attention was sought from a registered practitioner or hospital

If Yes add in further details

  1. 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

  1. Select Next



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



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
  1. Date and Time of contact
  2. Add Manager - Allows another Managers name to be selected for notification (if required)



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.


  1. Select Notify
  2. Select the Parent/Guardian name/s to send the notification to
  3. Select the Date and Time the notification is being sent
  4. Select Next



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
  1. Add the Date and Time of Contact with the Guardian
  2. Select Next



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



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.


Updated on: 19/02/2024

Was this article helpful?

Share your feedback

Cancel

Thank you!