Health & Clinic Management
Run the school clinic on the same record as the classroom — every visit, medication, screening and injury attached to the child it happened to.
What this module is
The sick bay is the one part of a school that is still run on paper almost everywhere. A ledger on the nurse’s desk records who came in; a note goes home in a bag; the allergy that matters is on a form in a filing cabinet in the office. It works until the day it does not — the day a child collapses and the person holding them does not know what they are allergic to, or the day an inspector asks for two years of incident reports.
Health & Clinic Management puts that whole record inside the system that already knows the child. A visit is logged against the pupil, not a name in a book, so it sits next to their attendance, their year group and their guardians. Guardians are notified automatically the moment a visit or incident is logged, because the platform already knows who they are. And when medicine is dispensed, the charge can land on the family’s invoice rather than in a cash tin.
The module divides into seven surfaces for the nurse — overview, visits, records, medications, screenings, incidents and clinic stock — with a private self-service view for staff, a read-only view for the pupil, and a summary on the ward page for parents. What follows walks each of those roles through the screens they actually use.
What you get
The allergy is where the emergency is
Blood type, allergies, chronic conditions, current medication and emergency contacts sit on the pupil’s own record — reachable in seconds by whoever is with them, not in a folder in another building.
Guardians are told automatically
Logging a visit or an incident dispatches a notification to that child’s guardians in-app and by email. Nobody has to remember to ring, and nobody finds out at pickup.
A defensible incident trail
Every injury carries severity, location, first aid given, whether emergency services were called, when the parent was told, and what was done about it — the record a safeguarding review or an insurer asks for.
Medicine that is accounted for
Dispensing draws down clinic stock and, where it is priced, writes a line onto the family’s fee invoice. The consumable and the charge stop being two separate acts of memory.
Screening campaigns that finish
Vision, hearing, dental, BMI and general screenings are run as campaigns against year groups or classes, with results and referral counts tracked to completion rather than to a clipboard.
The cupboard never quietly empties
Clinic stock carries reorder levels and expiry dates, and low or expired items are counted on the overview — so the school finds out before the plasters run out, not after.
How Health & Clinic Management actually works
Everything below is the real application, running live on this page with sample school data — not screenshots. Each screen is the same one your team would use.
School nurse / clinic admin
The nurse runs the module day to day, and these seven screens are the whole job: know what today looks like, work the door, know the child in front of you, give medicine safely, run the screening programme, record what went wrong, and keep the cupboard stocked.
Start on the clinic overview
The landing screen answers the questions a nurse gets asked without warning — how busy are we, what is outstanding, and is anything about to run out.
Work the clinic door
Visits are the daily loop. Every attendance at the clinic is logged against the person it happened to, whether that is a pupil or a member of staff.
Know the child in front of you
The health record is the module’s foundation — one per pupil and per member of staff, holding what matters before anyone needs it.
Give medicine safely, and account for it
The medication log records every dose the school gives, and is the module’s most consequential screen — both clinically and financially.
Run the screening programme
Screenings are campaigns rather than appointments — a year group at a time, often with an external provider on site for a day.
Record what went wrong
Incidents are the safeguarding half of the module. This is the screen that gets read by somebody other than the nurse — a head, a governor, an insurer.
Keep the cupboard stocked
The clinic keeps its own stock, separate from the school’s general asset register, because the things that matter here are expiry dates and reorder levels rather than depreciation.
Teachers & other staff
Staff are patients too. Their clinic history is private to them, kept apart from the pupil-facing side of the module, and reached from their own workspace rather than the clinic’s.
Their own health page
An employee gets a “My Health” area in their staff workspace: how many times they have used the clinic, what happened most recently, and what is on their record.
Their own clinic visits
Every attendance at the school clinic, with the complaint, the visit type and the outcome — visible to the individual without asking the nurse to look it up.
The record the clinic holds on them
Blood type, allergies, chronic conditions, current medication, immunisations, dietary restrictions and physician details — the same structure as a pupil’s record, owned by the employee.
Medication given to them at school
Anything dispensed or administered to an employee, logged for them — and where the item is priced, charged to their staff account rather than the school’s.
Students
Older pupils benefit from seeing their own health record — it is theirs, and a boarder in particular needs to know what the clinic holds and when the next screening is. Everything here is read-only.
Their own health home
A pupil lands on their own summary: total clinic visits, upcoming screenings, medications logged, and whether the school holds a complete record for them.
Every visit they have made
The date, the complaint and the outcome for each attendance — so a pupil (and, through them, a parent) can see what happened and when.
What the clinic holds on them
Allergies, conditions, medication and immunisations as the clinic has them recorded — which is also the quickest way to find out that something on file is wrong.
Medication given at school
Each dose the school administered or dispensed, with the date and dosage. Nothing about the pupil’s health is hidden from the pupil.
Parents & guardians
Parents get no clinic screen and do not need one. What they need is to know their child went to the clinic — which arrives as a notification the moment it happens, and stays visible on the ward page beside everything else the school tracks.
Clinic activity on the ward page
A ward’s clinic standing sits on their page with attendance, results and library — including whether they are in the clinic right now.
How it connects to the rest of the platform
Pupils and staff come from the base platform
Patients are the school’s existing people records. There is no clinic roster to import or maintain, and a pupil’s health history stays attached to them through year changes and transfers.
Dispensed medicine reaches the fee ledgerrequires School Fees & Finance
A priced dose becomes a line item on the family’s draft invoice under a health-clinic fee code — or on the employee’s staff invoice — so the clinic recovers its costs through the same billing run as everything else.
Guardian notifications use the platform’s own channels
Visit and incident alerts are dispatched to the pupil’s guardians in-app and by email through the shared notification service, addressed to the guardians already recorded against the child.
Access control treats the clinic as its own module
Clinic actions sit in their own permission namespace with a School Nurse role, so a nurse can run the clinic without broad administrative rights — and a general administrator does not silently inherit medical records.
The parent portal surfaces it on the ward page
Clinic activity is one of the strands on a ward’s page, alongside attendance, library and hostel, rather than a separate destination a parent has to know about.
Common questions
Who can see a pupil’s medical record?+
Only roles granted the clinic’s own permissions — typically the school nurse and whoever covers for them. It is a separate permission namespace from general school administration, so a bursar or an office administrator does not inherit access to medical records.
Are parents told when their child goes to the clinic?+
Yes. Logging a visit or an incident for a pupil dispatches a notification to their guardians in-app and by email automatically, using the guardian records already on the platform.
Can we charge for medicine we dispense?+
Yes, where School Fees & Finance is enabled. Give an inventory item a dispense price and each dose is written as a line on the family’s draft invoice — or onto a staff member’s own invoice — with the quantity and unit recorded.
Does it handle staff as well as pupils?+
Throughout. Visits, records and medication logs all exist for staff, and each employee sees their own in their staff workspace — kept apart from the pupil-facing side of the module.
Do we need a full medical record for every child before we start?+
No. Visits can be logged against any pupil from day one, and records are built up as the clinic sees each child. The record is what makes the module valuable, but it is not a precondition for using it.
Is the clinic’s stock the same as the Inventory module?+
No — the clinic keeps its own stock, because it cares about expiry dates, reorder levels and dispense units rather than asset tagging and depreciation. Inventory Management remains the register for the school’s equipment.
Other specialized modules
Run your whole school on one connected platform
Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.