Welcome to August Schools! We know that learning a new system can be difficult, so we have written up a full introduction guide to help you and your team transition to our platform. Below you will find the self-serve training materials for the Nurse role in August Schools. The linked videos below are categorized by section and go in our recommended chronological order. The training content can be shared with anyone at your school and watched at your convenience.
After you have watched the training materials, you can supplement your learning with our extensive articles. We have also summarized some key information on the following pages in the platform: Board, Students, Encounters, Medications, Scheduled Support, Immunizations, Screenings, Plans, and Analytics.
Logging into August
Logging into August
You should have received an email invitation to your August Schools platform from [email protected]. From this invite, you will click to accept the invitation and will be brought to your site to set up a login method with one of the two options:
Single sign on (SSO) through your Google or Outlook email - this is our favorite option!
Username and password credentials
Board
Board
The Board is your personal dashboard and is home to a variety of widgets:
To-Dos: a customizable list for you to track things you need to accomplish, reminders, etc.
Schedule: shows you your encounters for the day, encounters will be pre-populated here if you utilize our calendar sync!
MAR: shows the 10 upcoming medication administrations scheduled.
Open encounters: this will show you all of the encounters still in "open" status, meaning they are in progress and need to be completed.
Scheduled Support: this will show the scheduled support for students for the day.
Analytics: gives a high-level overview of your analytics for the week, month, or all-time.
Students
Students
Students populate in August from your Student Information System (SIS) via a daily overnight sync. There are three pages within the Student page: Roster, Sections, and Groups, but the Student Card is accessible via all of the pages.
Student Card
All information regarding a student lives on their student card, which can be accessed through the following pages under Students. See a full overview of the student card here.
Roster
This student roster populates through the sync between your SIS and August Schools and contains the columns for each of the most important pieces of information about the student. Here you can filter down by column to see pertinent information about different groups of students.
Sections
Sections are synced directly from your SIS are not editable within August. The sections are broken down into specific subsets like classes, courses, advisory, sports teams, etc. If edits are necessary to the students within a Section, please make this update within your SIS.
Groups
Student Groups are built directly within August Schools are a saved subset of the student population, i.e. Students with a Peanut Allergy. These groups allow you and other staff to save time by easily accessing and exporting data for these students.
See more in depth information about how to filter the student roster page and make groups here.
Encounters
Encounters
Encounter Overview
Encounters are incidences of support between a provider and a school community member. Documentation of student visits, faculty visits, and indirect support is done in the Encounters section of the platform. August for Nurses enables documentation of encounters that are simple, single-interaction events and those that are complex multi-interaction events of different kinds with different stakeholders.
Subject and Present Fields
There are two fields on an encounter that may look similar, but have different purposes: subjects and present.
Subject(s) - The person/people being supported or cared for whether it be a student or faculty member.
Present - the Present field is to record anyone involved in an encounter, including but not limited to the subject.
Encounter and Note Status
When charting visits and care for students within encounters, you will see two statuses to be set: encounter status and note status. The encounter status indicates the status of the visit, where as the notes house the record of care administered by an individual.
Available Statuses
Open- This encounter/note is incomplete and may be edited by any user with the right permissions. This should be the status for encounters with outstanding notes.
Closed- Closing the encounter/note will mark it as complete and prevent future edits unless it is reopened. This is the preferred status after encounters and notes are complete.
Locked- Locking the encounter/note will prevent any future edits or additions. This status is best used in an emergency encounter to ensure the record is sealed.
Archived- Archiving the encounter/note will exclude it from analytics and other reporting.
No-Show*- Marking as no-show will close the encounter and record the party's failure to appear. This status is used when a visit has been scheduled.
Cancel*- Cancelling the encounter will remove it from analytics, and prevent any future edits
*Indicates as an encounter-only status
Messaging
Often school-based care necessitates notifying guardians of an event, asking a family a question, requesting a student be picked up at school, consulting a faculty member about a student, etc. By embedding messaging capabilities into the documentation experience practitioners can communicate with families and leave a documentation history in one place.
There are two ways to send the messages in August:
Within an encounter
Via the Student Card
Medications
Medications
There are two types of medications in August: Student medications and OTC medications.
Student medications follow this workflow:
Add the medication to the student card
Administer scheduled and as-needed doses
OTC Medications follow this workflow:
Build your clinic's medication inventory
Administer OTC medications
Adding Student Medications/Building MAR
Adding scheduled or as-needed medication(s) to the student's record via the student card automatically creates your daily MAR.
Search for the student that needs to be modified, with the search bar at the top of the page.
Select your student and open the student card
Click on the Medications tab.
Click on the Add student medication button.
Type in the medication you wish to add.
Select your medication from the resulting list.
Please ensure you verify strength and form for your selected medication.
Note: If the incorrect medication is selected and saved, it cannot be edited. The medication will need to be deleted and added again.
Optional: if you have a medical provider listed, you may select it from the drop down list.
Optional: set start and end date.
Set start date if the student starts this medication at a later date. Not setting a start date will add the medication to the MAR right away. If the start date is set, the medication will not show on the MAR until the date selected.
Set end date if the medication will be temporary. The medication will be automatically removed from the student card the day after the provided date.
If this is a time constrained dose, click on the "Add timed dose" button.
Important: click the check box for any medication to be administered by the school clinic.
Enter in the quantity to be administered
Enter the Unit of quantity, scroll to see the many options available
Enter the time for this dose to be administered.
Note: You must click on the OK button to save your time.
Remove the days that the school clinic is not responsible for dosage administration.
Optional: if you need to add an additional scheduled dosage during the school day, click on the "Add timed dose" button.
Once all the details for the medication dosage events has been entered, be sure to enter the following:
Inventory quantity: This is the the starting number of pills, inhaler puffs, epi-pens ect, the parent has provide the school.
File Upload: Here you can upload your medication administration order form
Notes: Enter any dosage instructions here that will then be visible on your MAR. This is a great place to enter information such as "take with applesauce" or your sliding scale orders.
Once you have entered all of your dosage requirements for the school day for this medication, select the "Create" button.
Administering Scheduled Medications
Once medications have been added to student profiles on a schedule, August will automatically create an administration schedule and task for your nurses.
Click on the Medications tab on the left side.
Select your student from the list of scheduled medications.
Hint: If your student is not on the first page of the Administration's list, please use the filter funnel to access your student
Click on the appropriate option to administer(left) or skip the medication(right)
Select the time and click "OK" to save, or click "Now"
If you administered a different dosage than scheduled, adjust the quantity.
The "Remaining inventory" count will automatically adjust the quantity on hand based on the quantity administered.
Optional: enter a note regarding this administration.
Click the Confirm button to save the medication administration
Adding OTC Medications
Clinic medications are medications that are not assigned to any given student. Maintaining accurate inventory of your clinic medications will ensure you have the necessary medications to administer.
Click on the Medications tab on the left side
Select the Inventory tab once it appears
Click on the Create clinic inventory button
Search for your medication and select from the resulting drop-down list. When selecting the medication, please ensure you verify the strength of your selection.
Enter your total quantity on hand
Optional: enter Note (IE: supplier, Lot #, etc.)
Select the "Add clinic inventory" button to save.
Administering As-Needed Medications
While giving care to a student you may need to administer a medication, which can be recorded directly within the encounter in a few easy steps.
Open your clinic encounter for your student.
Enter your Chief complaint and Summary as normal.
For Treatment, type "Medication."
Select either Student or Clinic medication accordingly.
Hover over the Add medication administration link.
Click on the Subject's name.
Click in the Medication field and select from the available medications.
Select a dosage event to administer.
Enter the time administered and click OK to save or select "Now."
Enter the quantity administered.
Optional: add a note (i.e. observed the student swallow the medication).
Click Add administration.
Close your Encounter as normal.
Scheduled Support
Scheduled Support
Schedules is a set of features in the August Schools platform that allow users to schedule, manage, and transact on recurring interventions. The platform already allows users to document different interventions, like with the Encounter feature, for example. However, before Schedules, the documentation for each intervention needed to be manually generated by the user to fill out, even if the intervention occurred on a known, regular cadence.
Immunizations
Immunizations
Nurses have a variety of tools for entering immunization records for students, from writing in shot dates one-by-one to connecting to legacy systems, state registries, and scanning from images of immunization records or electronic readouts.
The tools made available directly to health center personnel are:
Manual entry into immunization cards
Immunization Scanner
Manual Entry
Click on the Immunizations tab located on the left side of the page.
Search for your student using the filter funnel and click within the row of the student.
You should now have a window for your student of immunization records open on the right side of the screen.
Navigate to the immunization vaccine you wish to update.
Click on the shot date to enter.
Select the date from the calendar or type in the date field with the format MM/DD/YY (ex. 01/01/23). Date will save automatically when selected.
Once all shot dates have been entered, save your document to the immunization record by clicking the Add document button at the top of the window.
Click or drag and drop to the Files section to add the document.
Click the blue Add document button below the Files section to complete the process.
Repeat steps 1-9 for next student(s).
Immunization Scanner
The scanner can read various content on the record: shot dates, exceptions, student name, and DOB (to confirm identity on a multi-student upload); which will save you a lot of time in data entry!
Click on the Immunization tab on the left-hand side.
Click on Import immunization records.
Select your file or drag and drop your student's immunization record document into the upload section.
Once your file has been loaded, you will need to click on Import file in the upper right-hand corner.
The screen will display the progress of the import and what stage the import process is currently in. This may run in the background.
Once the file has completed importing, click on the file name itself to verify the import.
You will now notice that the system has read the student's name and prompted the display to change to the Student's name. Click on the student row to verify the vaccination records.
By opening the record, you will see vaccines and their associated dates that have been recognized and highlighted in matching colors. This color-coded identification facilitates a faster verification process within the Detected records.
You may add or adjust a shot record by clicking on the date associated. The system will prompt you with all of the dates it has identified, as well as the opportunity to enter a new one by clicking on "select" within the pop-up list, then clicking on the calendar icon next to the date field.
Once you have verified/adjusted the dates, you will need to approve the document by clicking on the Approve document button in the upper right-hand corner.
Screenings
Screenings
Screenings have been created within the August platform to assist schools with their state reporting and student health wellness requirements.
To start Screening documentation for a group, click on the Screenings tab on the left menu of the August platform.
Hover over the Open new group screening button. A drop-down list will be presented with the available screening options.
Select the screening you'd like to create.
Once selected, an Encounter will be created with your screening section listed as the Note.
You will assign your subjects to the Encounter by either selecting a Section or adding Individuals to the Subject field. Enter individuals as normal, to access sections, click on the Subject field and scroll down to be presented with sections available to you.
Once you have entered your subjects to the Screening encounter, you will need to generate the individual screenings for the selected subjects. Click on the Generate screenings button at the bottom of the Screening encounter.
The individual screenings associated with the individual/sections will be listed within the Screening encounter.
To action the individual screenings, you will select the screening status within the "Screening Result" column: Pass, Fail, Needs re-screen, or Unable to Screen.
Have a student that should not be part of this screening? You can archive the individual by clicking the archive link on the right.
When you have completed your screenings, you will close/lock your Screening encounter through the status buttons in the upper right corner of the encounter.
You may action any screening by clicking on the Screenings tab on the left rail. This will display a listing of group screenings created with the ability to filter results.
You may access any individual you have screened by clicking on the All screenings tab on the left rail.
You may filter by clicking on the Filter button at the top, to be presented with a number of available filters: Screening Type, Subject, Created by, Screening Result, and/or Referral Status.
Plans
Plans
Plans are where action plans for student health conditions are created and managed. Common action plans include asthma, seizure, diabetes, anaphylaxis, and more.
Adding an Action Plan
Navigate to the Plans page on the left-hand menu.
Click "Create Plan"
A modal will appear asking for the following information:
Student: search for the student name that you would like to create a plan for.
Concern: This is the type of action plan. Select from the options configured for your August Platform.
Optional Collaborators: add August users that you would like to collaborate on this plan.
Click "Confirm" and a row will be added to the Plans page with the student's name.
Click into the row of the student to open the plan details to upload the necessary document(s).
Analytics
Analytics
Analytics give you insight on what is occurring in your student body through a variety of charts and graphs. Analytics stem from your Closed or Locked encounters. Any of the charts shown below can be exported by clicking on the export button for each chart.
Encounters by Chief Complaint
This chart will show you the chief complaints documented on your encounters. This chart has up to 3 rings of information; these levels stem from the levels in the Chief Complaint tree menu.
Encounters by Encounter Type
This chart shows you the various encounter templates being used by your and/or your team. This is a great chart to show you how and where you are spending time! Again, there are up to 2 rings of information on this chart; the levels stem from the encounters within a header (Consult > Guardian Consult).
Encountered Students
This chart shows the students you have encountered in your entire student body. Interested in more information about those students you're seeing? Comparative analytics will help with this!
Chief Complaints Over Time
This graph looks at the chief complaints documented over time; showing you spikes or trends in chief complaints in your student body.
Comparative Analytics
These charts show you comparison analytics for students by grade, gender, age, race, or by practitioner. You can also switch all of the charts to show you normalized data instead of raw data; the benefit of normalized data is it will show you analytics that consider the size of the group of students being analyzed.
Questions or Concerns?
The August Schools Help Center has 40+ articles for Nurses that cover each of the sections outlined in this guide in more detail!
Didn't find what you need in the Help Center? Please do not hesitate to reach out to the August Schools Support Team at via live chat with the "Help" icon or via email at [email protected].