Nurses are able to navigate through Focus to view, enter, and update new and existing medical data. This document will guide nurses to understand the fundamentals of Focus, how to change and update addresses and contacts, the district specific health tabs for each student, updating individually and in mass, and various reports to run.
Portal Header
1. Focus /District Logo: Click on the logo to return to the Portal page.
2. Select Student/Staff: This pull-down is available at the top of all screens. Click on the pull-down, select the Students tab or the Staff tab and a list of all students/staff displays. Filter by student/staff name or student/staff ID. Clicking on a student/staff name navigates to the Student/User Info page for the selected student/staff.
3. Screen Name: Displays the name of the screen currently being viewed. Click on the screen name to add the page to Favorites.
4. Username: Displays your first and last name.
5. Profile/Role: Displays your assigned profile or role. A pull-down displays if you have more than one assigned profile, allowing you to switch between your assigned profiles, such as Coach and Teacher.
6. School: Displays the name of your school. If access to more than one school is granted, the school name displays in a pull-down where you can switch between schools, as needed.
7. School Year: Allows changing from the current year to view previous/future years.
8. Marking Period: Allows changing from the current marking period to view previous/future marking periods. Defaults to the currently active marking period.
9. SIS/ ERP: Clicking SIS takes you to the Student Information System. Clicking ERP takes you to Enterprise Resource Planning for finance, human resources, and payroll (depending on your district).
Portal Body
1. Main Menu: The Focus navigation menu is along the left side of the screen. If you hover over any of the menu icons, the menu opens and the menu titles appear. Because you may have different Preferences set up, your menu may be located along the top of the screen.
2. Dashboards/Portals: The district can create various dashboards for different user profiles. These usually contain graphical representations of student/staff data. If you have multiple profiles that have different portal block options, you can select the desired dashboard from the pull-down.
3. Last Login: Security feature that shows the your last date and time of login.
4. Alerts: Profile based system alerts e.g., teachers that have not taken attendance, admin discipline referrals that have not been processed, etc.
5. District & School Announcements: This contains notifications or reminders from both the school and/or district. These can be profile specific.
6. Upcoming Events: District and school calendar of upcoming events.
7. Find a Student/User: Search for a student/user from the Portal page by entering student/user name or ID number. Use the pull-down to select the sub-menu to view.
8. Focus University: Online training videos and help documents available for reference. These are NOT district specific.
9. Favorites/Recent Programs: Quick links to access the programs within the Focus menu that were flagged as Favorites from the screen name. Recent Programs displays a list of the most recently visited screens within Focus. Clicking the link navigates to the corresponding screen, as well as the student previously viewed, if applicable.
Portal Footer
1. Magnifying Glass: Used to filter and search through all of the menu items to quickly locate a specific menu option.
2. Help: Provides contextual help for the open screen. Links to Focus University can be opened in a new window. Allows users to sign up for a Focus University account and receive email notices for webinars.
3. Logout: Closes the Focus application.
By default, Focus times out after 24 minutes of inactivity unless the District has modified the time.
Health related tabs can be accessed from a student’s demographic screen. On the left side, there are a series of tabs that allow for student data to be recognized by specific categories.
The Daily Visit Log allows nurses to input data about daily clinic visits for students.
1. Enter the appropriate information in the top blank row.
a. Enter the date the student visited the clinic in the Date seen in Clinic text box.
b. Enter the time the student entered the clinic in the Time in text box.
c. Select the reason for the clinic visit from the Codes_Description pull-down. Based on DOH reporting policies the codes need to be correctly setup to match the descriptions.
d. Select the FTTY check box if it's the first time the student is being seen in the clinic this school year.
e. Select the First Aid (5031) check box if first aid was administered.
f. Enter a description of the first aid administered in the First Aid Description text box.
g. Select the user who assessed the student from the Assess by pull-down.
h. Enter the name of the Unlicensed Authorized Personnel, such as school support staff member, in the UAP Name text box.
i. Enter the Assess Total in the text box provided.
j. Enter the Health Consult (5051) information in the provided text box.
k. Enter any Additional Notes in the provided text box.
l. Enter the time the student left the clinic in the Time out text box.
m. Select the Sent Home check box if the student was sent home.
n. If a follow up has been scheduled with the student, enter the date in the Followup Date text box.
2. Once finished, press Enter/Return key.
The newly added line will remain yellow until the record has been saved.
3. Click Save.
Immunization records can be input on the Immunizations tab. Here nurses can view and edit any immunization related information.
Immunization Status
This allows nurses to determine the student’s immunization status such as an exemption, and if the student is up to date on all shots.
Immunizations Compliance
This is typically entered in elementary school when the student enters the county for the first time. This allows nurses to make sure the student is compliant with Florida regulations for vaccinations to allow the student into a district school.
Any changes made to Immunizations will NOT reflect on the same day. There is a nightly process, and changes will reflect the next day.
Input Immunizations
This allows nurses to view, add, and edit all previous Immunizations. Nurses may also choose to Import from Florida Shots.
Import from Florida Shots
1. Click Import from Florida Shots. If the immunization records exist within Florida Shots, the records will be imported into Focus.
If there are too many matches or duplicate records are found, a pop-up window will display where you will be prompted to select the appropriate student in order for the immunization records to import. If a student has an exemption status, the immunizations will not be imported since there is not an immunization record in Florida Shots.
2. Hover over the Patient card to flip it and see the Relatives associated with the Patient. Click the Patient to verify the correct student.
Focus links to Florida Shots and has no control over the shots that import from their records. Even though you might be holding a printed sheet from Florida Shots, it might take some time for the records to reflect in their system. If something is inaccurate, please contact Florida Shots.
This will only work on the production site as long as it’s setup.
Manual Entry
1. Type in the name of the Vaccination, the Vaccination Date(s), and any comments, as well as any other required fields.
2. Press the Enter/Return key. The newly added line will remain yellow until the record has been saved.
3. Add the next shot record.
4. Press the Enter/Return key. Continue this process until all shots have been entered.
5. Click Save.
Enter a new immunization record for a student.
- Select a student.
- Select the Immunization tab.
- Enter the Vaccinations for the selected student.
Print medical-related letters to send home.
1. Select the Immunization, Medical, or other applicable student tab.
2. Select the appropriate letter from the pull-down. If there isn’t a pull-down on the student tab, there is no letter attached to that student tab.
Review the letter.
3. A PDF preview of the letter displays where it can be downloaded or printed.
a. Click the down arrow to download the PDF.
b. Click the printer icon to print the letter.
4. Select one or more of the options to the right:
a. Email Student
b. Email Student Personal Email
c. Email Linked Users
d. Email Custodial Contacts
e. Send to Student Log
Sending the letter to the Student Log automatically creates a letter in the Letter Log student category, which will include a time stamp and printable version of the letter.
5. Click Send Letter after making selection(s).
6. Click Done when finished.
Do NOT select email addresses in the training/testing site as the letter WILL get sent if the emails exist in Focus.
To view the letter, select the student’s Letter Logging tab.
By selecting the Medical tab, nurses may be able to view Medical Alerts.
Medical Alerts
1. Type in the Medical Alert in the provided text box.
2. Press the Enter/Return key. The newly added line will remain yellow until the record has been saved.
3. Press Save to finalize data entered.
Enter a new medical alert for peanuts.
Medication Administration & Order
The Medication Administration tab allows nurses to enter in prescription medication information.
1. Enter the Date Administered in the provided text box, as well as the Amt Given, Dosage, Time, etc. The field name may vary depending on your district.
2. Press the Return/Enter key to save the information entered.
The newly added line will remain yellow until the record has been saved.
3. Click Save.
4. Enter the appropriate information in the Medication Order section.
5. Press the Enter/Return key to save the record and/or add new record.
6. Upload a Medication Order file into the See Order field.
1. Enter the appropriate information about the received medication in the Medication Supply Received section, such as the Date Received, Amount Received, and Witness.
2. Press the Enter/Return key.
The newly added line will remain yellow until the record has been saved.
3. Click Save.
1. If applicable, enter this data each time the student has their blood sugar levels tested.
2. Press the Enter/Return key.
The newly added line will remain yellow until the record has been saved.
3. Click Save.
By selecting the SAR tab, Nurses are able to view a Student’s Accident Report (SAR) for a log of injury/accident and the date of the injury/accident.
1. Enter or select the appropriate information, such as Title and Date of the Injury/Incident.
2. Press the Enter/Return key.
The newly added line will remain yellow until the record has been saved.
3. Click Save.
4. Click View next to the appropriate row.
5. Enter the appropriate information into SAR.
6. Click Save.
By selecting the Screening tab, Nurses are able to view/edit a student’s results from the district/school health screenings. Nurses can also add screenings en masse in Mass Add Log Records (see the next section).
Enter Screening Results Individually
The Vision Screening logging field will be used for this example.
1. Enter the information in the fields within the row.
a. Enter the Screening date in the provided text box.
b. Select the result of the screening from the Status pull-down.
c. Select the Resulted in referral check box if the screening resulted in a referral.
d. If a student is referred, select the relevant option from the Referred To pull-down.
e. Enter the Referred Date in the provided text box.
f. Select the Outcome of Referral from the provided pull-down.
g. Enter any applicable comments in the Comment text box.
2. Press the Enter/Return key.
The newly added line will remain yellow until the record has been saved.
3. Click Save.
The Hearing, Scoliosis, and BMI logging fields contain the same options.
Mass Add Log Records can be used to add screenings in mass to a group or an individual student.
1. Go to the Students menu and select Mass Add Log Records.
The By Student tab is selected by default.
2. Select the type of logging field to be added.
3. Select the applicable Student from the corresponding pull-down (use the Filter field to enter the student’s name or ID number).
4. Enter the applicable information based on the selected Logging Field.
5. Press the Enter/Return key to save the record and enter the next student’s information in the row at the top.
1. Click the By Group tab.
Conduct a student search and select More Search Options to target a certain group of students.
For Example: Mrs. Smith brings her class for a hearing test. Select More Search Options > Scheduling > Scheduled into Teacher > Select Teacher from pop-up window > click Search.
2. Select the Logging Field from the pull-down. The selected Logging Field will determine what fields display at the top of the screen.
3. Complete all applicable fields.
The entered data will apply to all students as the fields are populated.
Make applicable changes to the individual students, as needed.
4. Select the check boxes to select the student(s) for whom the data should be saved.
5. Click Save.
Once the records have been successfully changed, a green confirmation displays.
- Mass Adding Log Records
- Select a specific class (More Search Options > Scheduling > Select Teacher).
- Add a Hearing Screening.
The Add/Drop Report provides a snapshot of students that have enrolled or withdrawn during a defined time frame.
1. Go to the Students menu and select Add/Drop Report.
2. From the Add / Drop Report screen, set a time frame by clicking the month, day, and year pull-downs. You can also click the calendar icon to select a date.
3. If you have access to multiple schools, you can select the All Schools check box to pull data from all accessable schools.
4. Click Go.
The Add / Drop Report displays the Student name, Student ID, School, Grade Level, Enrolled date and/or Dropped date, and the Reason for the add or drop, such as (E02) Transferring from a public school out of district but in the state.
5. To export data to an Excel spreadsheet, click the floppy disk icon.
6. To retrieve the report in PDF or to print, click Print at the bottom of the screen.
7. To view Enrolled students only:
a. Click the Filter button.
b. From the column pull-down, select Dropped.
c. From the rule pull-down, select Less Than.
d. In the criteria text box, enter 1.
e. Click Run Filter.
Enter shot records:
- From the Students menu, run the Add/Drop report.
- Select a newly enrolled student and check the immunization tab for the new student.
- Enter a new shot records for the selected student.
The Florida Health Services Reports were designed to help with reporting the Department of Health. There are 4 tabs with a different report on each.
The Daily Visit Log must contain all the original standard fields to display the Florida Health Reports correctly. The order of the fields can be switched, but the content and individual fields must remain the same.
1. Go to Florida Reports and select Health Services Reports.
I-C.1 Types of Health Conditions
TheI-C.1report loads by default. This report contains statistics of Types of Health Conditions by School Level broken down for each school level, and then totals in the column on the far-right.
Select the All Schools check box to expand the scope of the report so it includes district-wide information.
I-D.1 School Year: Num Students Needing Meds
This report defines the number of students needing procedures and/or medications within the school year.
For both the I-D.2 and the Health Services Statistical Form, the scope of the report is defined by a specified date range. Click the Go button to reload the data after making any adjustments.
I-D.2 Weekly: Num Students Needing Meds
This report defines the number of students needing procedures and/or medications on a weekly basis.
Health Services Statistical Form
This report displays the number of times each of the Codes & Descriptions was utilized and by whom.
1. Click the Students menu and select Advanced Report.
2. Search for the group of students to be in the report.
a. Click More Search Options to use the options that will define a specific subset of students for the Advanced Report. More Search Options allows you to specify who you need to pull into the report.
b. The More Search Options feature displays as a pull-down where all applicable menu and menu options are displayed and can be used to conduct a search. Once a specific menu option is selected, additional search options can be entered or selected to conduct the search.
c. To remove a filter, click the black minus sign (delete button).
d. Some filters will allow you to duplicate the data. Click the black plus sign (add on) to duplicate the filter and filter by different data.
You also have the ability to save searches, create student groups, and apply previously saved searches here.
e. To run the parameters against a Student Group, select the applicable group from the corresponding pull-down.
f. Select the Search All Schools check box to include students from all schools in your search.
g. Select the Include Inactive check box to include students who do not have an active enrollment record at the selected school or all schools (if Search All Schools is selected).
h. Select the Previous Years check box to include previous year of inactive data in your search.
i. Select the Use Most Recent Enrollment check box to use the most recent enrollment records when conducting a search that includes inactive students.
3. Upon locating the fields/information you’d like to display in your report, you can drag and drop any of the blue boxes into the Fields to include in Report section. You also have the option to simply click on the green plus sign in order to add the field.
4. Select as many fields as you would like displayed in your report. Once all fields have been selected, you can rearrange the fields to determine how the information will be displayed in the generated report by dragging and dropping. You also have the ability to delete any selections made by clicking on the red X.
5. Click Run Report when all of the parameters have been set to run the Advanced Report.
6. Once the report has been run, click Modify Report at the top left of the screen to return to the previous screen and modify the parameters of the Advanced Report.
7. If you’ve selected student name to display in your report, click on the student to open the Student Info screen in a new window.
8. Click the Only Display Records with Errors button in the top right corner of the screen to view all data errors found within the results.
9. The Include students without log records in '{$field_name}' check box only displays when a logging field is included on the report. When selected, all students who match the search results will display, regardless of whether or not they have a log record. If this check box is left cleared, only students who have a log record will display in the report. To apply changes once the check box is selected, click Go.
10. To save a hard copy of the data, you can print the report. Click Print at the bottom of the screen next to Create Report.
11. Depending on the fields selected in order to pull data, you may have additional options at the top of the screen. For example, in the report shown, scheduling data has been pulled; therefore, you may also have the option to set a Schedule Effective Date and Include Inactive Student Schedule(s).
12. To save the report, click Create Report at the bottom of the screen next to Print.
13. Clicking Create Report navigates to the Saved Reports screen where you can title and save the report.
Enter a Report Title, and click OK to save.
a. As explained, once the report is saved, it will be accessible from the Reports menu where you can run it at any time. As shown in the image, you can click directly on the report under My Reports or click on Saved Reports to edit the report and run it from this screen. You can also publish the report for other users from the Saved Reports screen.
14. From the Saved Reports screen, you can run the report or delete the report. To publish the report, select the Profiles and Schools that should have access. This information will save automatically. Note: The option to publish is based on profile permissions.
15. To view all reports that have been published and made accessible to you by other users, click on the Published Reports tab. Note: Depending on your profile permissions, you may or may not be able to edit Published Reports data.
16. To make changes to a saved report, run the report, then click Modify Report. Make any necessary changes and click Run Report. To save changes, click the Create Report button.
a. To save the report with changes made in place of the original report, click Save & Overwrite.
b. To keep the original report as is and save the change as a new report, click Save as New Report Instead.
c. Click Cancel to exit and return to the advanced report.
1. Create an Advanced Report to include the following fields in the exact order listed below. Use More Search Options to define the group of students.
- Last, First Name.
- Grade Level.
- Two other fields of your choice. (Alpha ID = local student ID)
- Health Examination Status
- Life Threatening Allergies
- Screening Status
2. Save and name the report.
3. Go back to the main Portal page and locate the saved report.
4. Add a filter to the report; include only the highest-grade level of students at the school.
5. Export the report to Excel.
6. Resave and name the report.