How Medical Tracker handles school MIS changes to ensure a smooth transition.
What happens if we change our MIS?
When we detect that your school’s MIS has changed, we temporarily pause the daily sync of your students, staff and medical conditions.
Why do you pause the sync when we change MIS?
This prevents duplicate records being created.
The pause also gives our tech team time to carefully match the existing student and staff records with the ones coming from your new system, and to merge them when it is clear they are for the same person. We also match student medical conditions wherever possible.
How will we know if the daily MIS sync has been paused?
You’ll see a clear message in Settings > Add ons like the one below. You’ll also find that the toggles and buttons are disabled while the daily sync is paused.
How will we know when the sync is up and running again?
We’ll email the super admins on your account to let you know when the sync has been started again. This is usually within 5 working days.
What should I do now?
We recommend the following steps:
- Check that the total number of students matches the total number of students you have on roll. If you identify any duplicate students, please submit a support ticket to Support@medicaltracker.co.uk
- Check that the total number of staff matches the total number of staff in your MIS. It is also worth checking that their first aid qualifications have been transferred. Any issues, please submit a support ticket to Support@medicaltracker.co.uk
- Take a careful look at your medical conditions. We recommend focusing on two or three students who you know have care plans.
I’m seeing duplicate medical conditions for the same student
You may see duplicate medical conditions because different MIS providers record medical conditions differently. For example, some will record ‘Food allergy’ while others allow inputs like ‘No pineapple’.
To help identify the newly-created conditions, you can filter or sort the 'created date' column.
If you feel confident in archiving medical conditions you do not need then simply follow the steps in this article to bulk archive - https://help.medicaltracker.co.uk/en/archive-medical-conditions-in-bulk
If you need help working out which conditions you want to keep, and which ones you would like to archive, please submit a support ticket to Support@medicaltracker.co.uk
I’m seeing duplicate students
We will only merge student records where we have a high confidence that the students are the same, for example, when their name, date of birth and UPN all match in both the old and the new MIS.
Where we do not have enough confidence to match a record, we do not merge them, and this is why you may see duplicates.
Please submit a support ticket to Support@medicaltracker.co.uk with the name(s) of the students you would like to merge into a single record and we will take care of it.