Step 6: Invite staff members to access Medical Tracker

Giving staff members who are not directly involved in using Medical Tracker can be beneficial.

Although Medical Tracker is used mostly by staff members to enter records of events that happen throughout the day and notify parents/carers, it can be beneficial to give staff members who are not directly involved in these roles access to Medical Tracker.

For example, the following roles can benefit from:

Office staff:

• Receive automated alerts if students, or staff, go home or to the hospital as the result of an incident to update registers

• Access to medical condition reports to assist in creating risk assessments for school trips

• Ability to find a historic incident using filters

• Keeping parents/carers up to date with email notifications

School Business Managers:

• Receive automated alerts for near misses, staff/visitor incidents or if a student goes home or to hospital due to an incident so they can investigate

• Analyse reports to find trends and H & S hotspots

• Ensure the school is compliant with statutory guidance

Teachers:

• Receive automated alerts for specific events and incidents for students in their class

• Have instant access to medical condition records

• Have instant access to a full profile of all records relating to each student

SLT:

• Instant access to students' medical history

• Create reports for Governor, CP or family meetings

• Ensure records are compliant

• Receive automated email alerts for serious incidents

How are users managed on Medical Tracker?

Medical Tracker uses team-focused permissions to manage users. This means users are grouped into categories based on their job role and what they need to access - this is called a 'Team'. Each user has to belong to a 'Team' and a user inherits the permissions that specific 'Team' has access to.

By default, Medical Tracker has seven teams but these teams can be edited or removed and new teams can be added. The default teams are:

• Basic Recording Access (No parent notifications)

• Learning Support Assistants

• Lunchtime Supervisors

• Medical Tracker Administrators

• Office Staff

• PE Staff

• Senior Leadership Team

• Teachers

To know what permissions each team has you will need to go to Settings - Users and Teams and select a team in the drop-down then select Team Actions and Edit team. Here you can then edit the permissions for that team.

For example, the default Lunchtime Supervisors team can:

• Access student data

• Communicate with parents and staff

• Ability to view and add medication administration records

• Ability to view and add incidents

The default Senior Leadership Team can:

• Access student data

• Communicate with parents and staff

• Ability to view and add medication administration records

• Ability to view, edit and add medication expiry records

• Ability to view and add incidents

• Ability to view medical conditions (IHCPs)

• Create reports

Learn how to create a custom team using this guide