Work the illness, emergency plan and care plan screens

Three tabs: Illness Records, Emergency Plans and Care Plans.

Who can do this

• Site director
• Organisation admin
• Super admin

Every button is shown to a staff member and a regional director too, and every one refuses them.

Reading illness records and care plans needs only the floor policy. Reading emergency action plans needs a policy that excludes Regional Director, so that role can read illness records and care plans and not a single emergency action plan.

Record an illness

1. Open Illness Records.
2. Select Record New Illness.
3. Fill in Member ID and Reported By Staff ID. Both are plain text boxes with no picker attached.
4. Describe Symptoms. Required, up to 2,000 characters.
5. Choose a Disposition. Two of the five choices are refused. See below.
6. Optionally add Diagnosis, First Aid Provided and Notes.
7. Set Contagious if the illness is.
8. Save.

Checkpoint

The record appears in the list. If you marked it Contagious, PTRS quietly writes a private note naming "Delaware Division of Public Health". Nothing is sent to anyone. See what actually happens.

Two of the five Disposition choices are refused

peligro

The Disposition choice offers five values, and PTRS's own record of an illness only recognises four:

Option shown	What PTRS does with it
Isolated	Accepted
Sent Home	Accepted
Returned to Program	Accepted
Hospital Transport	Refused. PTRS's own name for this outcome is different from the one offered
Refused Entry	Refused. PTRS has no outcome by this name at all

The failure shows as "Failed to record illness".

The most serious outcome is the one that cannot be recorded. A child taken to hospital is exactly the event a licensing inspector will ask about, and that choice is refused every time.

Until this is fixed, record such an event as Sent Home or Isolated, put the true outcome in Notes, and raise an incident report in Incidents, which is the correct home for it in any case.

Record parent notification and pickup

Both are row actions on an existing illness record.

Action	What it asks for	Result
Parent notification	The name of the person who made the notification. Required, up to 200 characters	PTRS stamps the time itself. A success message reads "Parent notification recorded"
Pickup	Nothing beyond the record	A success message reads "Pickup recorded, 24-hour return rule applied", and that message is true: this is one of the few safety rules in PTRS that works start to finish

The return rule really is enforced, by Attendance

Recording a pickup sets the day the child may return to 24 hours ahead. Checking that child in the next time refuses the visit while that day has not yet arrived, naming the eligible date.

Two details worth knowing:

• The rule means "not before tomorrow", not a literal 24 hours, because it compares against today's date rather than a time of day. A pickup at 9 am on Monday and one at 11 pm on Monday both clear on Tuesday morning, and both block for the remainder of Monday only.
• There is no way to lift the block from a screen. Check-in can be told to make an exception, and PTRS records when that happens, but no screen in PTRS ever sends that instruction. A child who genuinely needs to return the same day cannot be checked in at all.

What a contagious illness actually triggers

Recording an illness marked contagious writes a private note naming "Delaware Division of Public Health" as the authority to tell, with a short description of the illness and the location.

Nobody is notified

PTRS writes the note and nothing more. No message of any kind is sent to anyone, the authority named is fixed and cannot be changed, and no screen in PTRS lists these notes. Reporting a contagious illness to the Division of Public Health remains an entirely manual task.

Create an emergency action plan

1. Open Emergency Plans.
2. Select the control to create a new plan. The list can be filtered by type (Allergy, Asthma, Diabetes, Seizure, Other) and by status (Draft, Active, Archived, Expired).
3. Fill in the form. All of the following are required: Condition Description, Triggers, Mild Symptoms, Severe Symptoms, Response Steps, Physician Name, Parent/Guardian Name, and Emergency Contact 1 with a phone number.
4. Emergency medication name, type, dosage and location are optional, as are a second and third emergency contact, a preferred hospital, a photo, and notes.
5. Save.

The five required clinical fields are each capped at 2,000 characters and carry no other rule. Phone numbers are capped at 30 characters with no format check of any kind.

Activate or archive a plan

Row actions Activate and Deactivate move a plan's status. The success messages read "Emergency action plan activated" and "Emergency action plan archived".

A plan is created as a draft and has to be activated before it counts on the Dashboard tab's Active EAPs figure.

Checkpoint

The Dashboard tab shows Active EAPs and Expired EAPs counts. If a plan you just activated does not appear, confirm you are on the location the plan belongs to.

Manage care plans

Care Plans lists individualised care plans for the selected location, with create, edit, activate and deactivate.

Required on create: Plan Type, Description, Staff Awareness Notes and Effective Date. Physician name and phone, review frequency and notes are optional.

Staff Awareness Notes is worth writing carefully. It is required, capped at 2,000 characters, and it is the field meant to tell a frontline staff member what to watch for. Nothing else on the plan is shown to staff anywhere else in PTRS.

The plan types PTRS accepts are behavioural accommodation, medication schedule, activity modification, dietary management, mental health support and other.

A care plan cannot be seen from a member's own record

The read that would show a member's own plans on her own record exists and nothing calls it. Care plans are reachable only through the location-wide list on this tab.

Review Frequency is stored as free text and nothing works out a next review date from it, so no plan is ever flagged as due for review.

Common errors

What you see	Cause	Fix
"Failed to record illness" after choosing Hospital Transport or Refused Entry	The outcome is not one PTRS recognises	Choose Sent Home or Isolated, record the truth in Notes, and raise an incident report too
"Failed to record illness" with no obvious cause	A required field is empty, or the member or staff id is not in your organisation	Symptoms and Disposition are both required. Re-copy both ids
Every button returns an error	You are Staff or Regional Director	Neither role can save here
A Regional Director sees no emergency plans at all	The read is not open to that role	Expected. Every emergency plan read refuses it
A plan you created is not counted as active	It is still a draft	Use Activate

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Related

• Who can do what with health and safety records
• What Health & Safety can and cannot record
• Health & Safety troubleshooting