Work the certification, site health and member health screens

Five tabs: Staff Certifications, Staff Training, Site Health Profile, Enrollment Readiness and Member Health.

Who can do this

• Site director
• Organisation admin
• Super admin

A staff member and a regional director see every button on all five tabs and are refused every one.

All five reading surfaces need only the floor policy. Every save on them needs the narrower group above.

Add a staff certification

1. Open Staff Certifications.
2. Select Add Certification.
3. Fill in Staff ID, a plain text box with no picker attached.
4. Choose a Certification Type. Only one of the eight choices works.
5. Fill in Issuing Body, Issue Date and Expiration Date.
6. Optionally add a Certification Number and Notes.
7. Select Add Certification.

Seven of the eight certification types are refused

PTRS's own record of a staff certification recognises seven names, and only one of them, First Aid, matches a name on this form. OCCL Medication Administration, the form's own default choice, along with CPR, AED, Concussion Protocol, Bloodborne Pathogens, Food Safety and Other, are all refused with "Failed to add certification".

The full mapping is in the field reference.

The certification that unblocks giving medication is not one of the eight offered. So even setting aside the missing administration screen, the certification that would authorise a staff member to give medication cannot be recorded through PTRS at all.

Checkpoint

A saved certification appears in the table with a status badge: Expired, Expiring Soon (within 60 days) or Active. Those are worked out from the expiration date each time the page is read, not stored.

Renew a certification

1. Find the row and select Renew.
2. Two date boxes appear inline. Enter the new issue date and the new expiration date.
3. Select Save.

The new expiration date has to be after the new issue date, or the save fails with "New expiration date must be after new issue date." This and its twin on create are the only two rules anywhere in this module that check one field against another.

Renewing keeps the existing certification type, so a certification created before this mismatch existed can still be renewed: the type is never checked again.

Read certification coverage and staff training

The Staff Certification Coverage card, shown on both Dashboard and Staff Certifications, tracks three certifications by name: OCCL Medication Administration, CPR (Adult/Child/Infant) and First Aid.

Staff Training shows an overall compliance rate, a total staff count, counts of fully, partially and non-compliant staff, a per-staff status matrix, and the top training gaps.

This tab is not part of this module

Staff Training reads from Staff, and carries that module's own policy. Nothing on this tab reads a record kept by Health & Safety.

Set the site health profile

One profile exists per location. If the location has none, the tab reads "No site health profile configured for this location." with a Create Profile button. Otherwise it shows the profile with an Edit control.

The fields are grouped as medication policy, safety equipment, nearest hospital, licensing and compliance, and notes.

Medication Policy Tier is the one field that changes anything else. It decides which medication types can be registered at the site:

Tier	Accepts
No Administration	Emergency medications only
Prescription Only	Prescription and Emergency
Prescription & OTC	All three types

Checkpoint

Save, then try registering a medication of the type you expect to be blocked. A refusal names the tier. If the site has no profile at all, no check runs and every type is accepted: creating the profile is what turns the tier check on.

Everything else on this form is stored and shown, and nothing acts on it. Last Radon Test and Last Safety Assessment dates have no rule at all and nothing works out an overdue date from either. AED Location is not required even when AED Available is on. Hospital Phone accepts any 30 characters with no format check.

Read enrollment readiness

Enrollment Readiness shows, for the selected location, total members, and how many are ready, need attention, or are not ready. The same figure appears as a readiness card on an individual member's own record, since both draw on the same computation.

Manage a member's health record

Open Member Health, type at least two characters into the member search, and select a member.

What the tab can do:

Record type	Add	Edit	Remove
Chronic conditions	Yes	No	Yes
Current medications	Yes	No	Yes
Physical limitations	Yes	No	Yes
Immunisation records	No	No	Not applicable
Health documents	No	No	Not applicable

Nothing on a member's health record can be edited

Every edit for every one of the five record types exists on the server and nothing on any screen calls any of them. A mistyped chronic condition has to be removed and added again.

Immunisation records and health documents are read-only from every screen: there is no way to add one, though both lists will show a record that arrives by another route.

A single read that would return a member's whole health picture in one call also has nothing calling it. The tab assembles the same picture from five separate list requests instead.

Two vocabularies are worth having on hand for reference when a record does appear. The vaccine types PTRS accepts are MMR, DTaP, polio, varicella, hepatitis B, hepatitis A, Tdap, HPV, meningococcal ACWY, meningococcal B, PCV13, influenza, COVID-19, and other. The health document types it accepts are physical exam, immunisation record, individualised care plan, emergency medical authorisation, emergency transport authorisation, allergy action plan, asthma action plan, diabetes management plan, seizure action plan, special dietary needs form, and caregiver support acknowledgment.

Adding a chronic condition requires a condition name and a severity, both free text. An ICD-10 code is optional, capped at 20 characters, with no format check. Adding an immunisation record requires a vaccine type, a date received, and a dose number greater than zero: the only numeric rule in the whole module.

Common errors

What you see	Cause	Fix
"Failed to add certification"	The certification type is not one PTRS recognises, and seven of eight are not	Choose First Aid, the only one that works
"New expiration date must be after new issue date."	The renewal dates are the wrong way round, or equal	The expiration must be strictly later
Staff not found	The Staff ID is not a staff member of your organisation	Re-copy the id from the staff record
A medication of any type registers even though the tier forbids it	The location has no site health profile, so no check runs	Create the profile
No Edit on a member's health record	There is none, on any of the five record types	Remove the record and add it again
Every button returns an error	You are Staff or Regional Director	Neither role can save here

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Related

• Medication and certification fields
• Who can do what with health and safety records
• Health & Safety troubleshooting