STATE OF IOWA EDUCATIONAL HEARFORM DATABASE GUIDE

Transcription

1 STATE OF IOWA EDUCATIONAL HEARFORM DATABASE GUIDE Overview Screen- Home Label on screen Notes Bookmark Indicates number of records in found set Can page back and forth between records Slider allows quick movement amongst records. Show All Children All students in HearForm Only students in staff s AEA will be visible. All others will indicate No Access Add a new child Add a new student record into HearForm A state ID number is required to add a child into the database Delete this child Find Training video- HearForm training onlinie videos>find-querysearch, Advanced search: operators Find%20-%20Query%20-%20Search/media/b86cbd5a-bec1-4cd1-a352-8aa4cbda02ad Can get more information under help >filemaker pro help>search>type find Delete student record only if it is a duplicate or accidental record To begin a find: 1. View>find mode OR 2. Find button OR 3. click in center student name field OR 4. on bottom browse>find Matching records- can either include or omit information found and change back and forth between them by clicking on pie area of circle by number of records. Multiple variable search- find 1 st variable> new request >2 nd variable. Use tab or click in field to choose variable, use enter to begin search. Can use operators (symbols) for more advanced searches (find>insert>operators). List found children Provides list of found set of students Can put this in Excel document to manipulate Home Takes you to overview Home page. Support Allows access to HearForm support personnel. Contact your Level 6 staff member for support, not HearForm. Forms/letters Where individual AEA forms and letters will be placed *Prior to using other AEAs letters- check content to see if they contain specific AEA information

2 Labels Search Schedule Forms/Letters Easy Button Search State Records HearForm training online videos>labels Audiogram Basic Audiogram Standard Medical Report Medical Report 2 Info Letter Medical Referral Letter School Form If student has moved from another AEA, Level 5 and 6 staff only can look student up from state records and change school. See training video on website From original HF, not supported by State of Iowa HF Future home for reports Standard Audiogram- Special Education Director requested for State of Iowa. A more basic version is also available. Options: Preview- can view single (student on home screen) or batch (found set) of forms Print- can print single (student on home screen) or batch (found set) of forms. If doing batch make sure top option says records being browsed at all times. Can save single or batch to by doing PDF (see helpful hints below) - can only use this directly if have dedicated client (ie Outlook). If use any web-based (ie Google) will have to save PDF and compose a new manually (see helpful hints below). Fax- not useful to most unless have an account When enter- fields will be blank Type student name>enter (return) To return to Home page will need to log back in Change AEA only on this page. Student will then be visible by receiving AEA Change district/school/teacher/etc. on home page - drop down list of AEA representatives Send - need to notify departing AEA of changecan only use this directly if have dedicated client (ie Outlook). If use any web-based (ie Google) will have to copy the AEA contact person s and compose a new manually. Need to provide information about departing district, building and audiologist if available. AEA representative responsible to notify appropriate

3 Student Name First and Last name Mandatory staff regarding student transfers Type Per State of Iowa Guidelines Mandatory for diagnostic testing, (note: DE will only get PES and ES kids) Status Active Deceased Inactive Office Audiologist Mandatory for diagnostic testing, (note: DE will only get PES and ES kids) Inactivate if student moves out of area or if no longer will track for hearing testing (i.e. passed hearing testing and will no longer be tested). Twelfth graders will be inactivated automatically at the end of the school year. Populates initially with only AEA. If diagnostic- choose appropriate office in AEA. Populates letters/forms. Drop down menu. This field populates letters/forms Referred Source Source Detail Optional field; table editable by double clicking in field Optional field Student State ID State ID number. Level 5 and 6 only can access this. Mandatory. To enter or change a state ID number: E next to state ID number field>enter number>update all DOB Mandatory. Will automatically compute age. Gender Mandatory for diagnostic testing for PES and ES kids Relation Relationship to student of parent/guardian District School Student Grade Teacher Recall Date Not yet certain what standard grades will be (i.e. K or 0 or 00 for kindergarten; PK or -1 for preschool) Mandatory- select from drop down list. Do not type in name. Mandatory- select from drop down list. Do not type in name. Mandatory- select from drop down list. Do not type in name. Used to pull class lists Overview of date entered in the Recalls tab Mass Dictates the teacher and student lists that are visible (screening Not sure if will be able to tailor this for individual AEAs. Shows

4 grades) all teachers and student lists at this time. Risk Factors Risk Factors Details Next Preferential Seating Table non-editable, multi-select option Drop down menu or input field, multi-select option Use this field to pull student lists for testing This field populates forms Plan Type IEP IFSP Plan Begin Plan End Chart Notes Overview Will be populated from IEP and IFSP; if no plan, will be blank. DE will only get this information for PES and ES kids. Will be populated from IEP and IFSP; if no plan, will be blank. DE will only get this information for PES and ES kids. Will be populated from IEP and IFSP; if no plan, will be blank. DE will only get this information for PES and ES kids. Can view last 3 chart notes. Predetermined notes under chart note tab. Random notes can be entered here. Amplification Overview Mandatory for PES and ES kids who have equipment. Can view 4 devices. Basic information can be entered here. Additional information can be entered in Amplification tab. Brand Drop down with prefilled list of brands; table editable Type HA-BTE HA- CIC HA-ITC HA-ITE HA-BAHA CI FM - Desktop FM - Personal Classroom Amp Rank Mandatory for PES and ES kids who have equipment. DE will pull this information. To sort different pieces of equipment (i.e. hearing aids= #1, FM #2)

5 Active/Inactive Mandatory for PES/ES. Used to distinguish equipment that is currently being used by a student from those no longer used. Tabs Amplification Chart Notes Module has been modified from original. For more advanced information: HearForm training online videos>hearing devices Recalls HearForm training online videos>miscellaneous- but important>recalls Module Misc.%20but%20Important/media/96862f29-1e33-4c4dbc5c-a8c02d5d3eaf Physicians HearForm training online videos>setting up HearForm>Physicians Reference Setting%20up%20HearForm/media/6713b4ae beee-48295f93e78b Services Comm Coach: Communication Coach Sp to Text: Speech to Text EA: Early ACCESS Accom: Instructional Accommodations/ Adaptations TDHH: Teacher of Deaf/Hard of Hearing Interp: Educational Interpreter Suppliers HearForm training online videos>miscellaneous- but important>suppliers Module Misc.%20but%20Important/media/a3a45ba6-8ad2-4c7abed3-09cafd9879b1 Mandatory for PES/ES- Type and Active. History- can enter and view full history for device Copy- copy device information from one ear to the other Delete- will delete chosen device Buttons non-editable To add chart note other than buttons: temporary chart note section>type note> save as new note To add note to last entered note> add to previous note Populates date when entered. To change to another date while entering> date other than today or double click in date field and change. To view list of all notes>view all # notes at top See training video on website. Can add or edit physicians. List will include those entered by all AEAs. See training video on website. Mandatory- only for PES/ES students. DE will pull information; table noneditable. Begin Date- Mandatory. Begin only date will mark service as Active End Date- Mandatory. Begin and end date will mark service as Inactive See training video on website. Teacher List Lists teachers in found set To return to home page: exit preview>home or script pause>continue>no to print

6 Student List Class lists by teacher Includes Next for individual students (i.e. can see if student is a diagnostic, screen, do not test, etc) To return to home page: exit preview>home or script pause>continue>no to print To enter Audiologist and date need to exit preview and then print Roster Export makes an Excel file- can use to save an electronic copy To get individual class lists with results: find>district>school>teacher>perform find>roster District and school will automatically populate Can save a PDF by right clicking at the top of the Teacher may populate but can change by double clicking in field roster>save/send Record as>pdf Grade may populate but can change by clicking in field or choosing from drop down Audiologist may populate but can change by double clicking in field Mass adequate screen- mark all adequate, if click absent will unclick adequate screen Type and preferential seating from Home page will populate Comments- can choose from list or double click in field and input Print roster- print at top Documents HearForm training online videos>new in See training video on website. HearForm11>Documents (Paperless Option) ew%20in%20hearform%2011/media/7f2d925b-b5af-45d9-97bb-6a7d67da6f8c Set Up IGNORE this tab- not for staff use at this time Viewable audiogram on the home page will be the latest record- tests are date stamped No State ID Launch Children With No State ID Report To determine students without a state ID number who will not populate HF prior to doing school testing Need to open report in Internet Explorer or Firefox (recommend not using Chrome- not as compatible) Select AEA>Submit Audiogram Portal Audiogram Portal View/Add/Delete Audiograms To start a new audiogram- Create a New Audiogram To view audiometric information from a particular date- click on any of the audiogram module tabs Audiogram Modules Start, Air, Bone, Speech, Immitance, SoundField, Aided, OAE Student s name and date of test on top left of any module Bookmark- can scroll between audiograms

7 Start Delete Audiogram To delete the current test record Hit Delete Audiogram and will delete current record Test Date Tested by Automatic completion on day select new audiogram. Best to use calendar to select date for accuracy instead of manual input. Drop down list or input Observing Party Drop down list or input. May be used when supervising an audiometrist s or graduate student s work Type Same as home page Drop down list, non-editable. Need to complete in 2 places. Populates audiogram for particular test date. Transducer type Drop down list or input Audiometer Used Test Location Drop down list or input Drop down list or input Preferential Seating Same as home page Table non-editable. Need to complete in 2 places. Populates audiogram for particular test date. Results of Ear Inspection Right and Left Audiogram Comments Table non-editable. Can select multiple options. Input field. Comments will populate forms. Air Thresholds No Response Masking Degree of Loss- Right and When check mass no response- thresholds from right and left audiograms will disappear, however, center graph will be accurate When check mass masking- thresholds from right and left audiograms will disappear, however, center graph will be accurate Copy arrows Can be entered on Right and Left audiograms or in bubbles For individual frequencies- check box to left of individual frequency bubble; for all frequencies- check box to far left For individual frequencies- check box to right of individual frequency bubble; for all frequencies- check box to far left Copy thresholds from right ear to left ear or left ear to right ear Drop down list or input; not required; option to describe degree of loss on

8 Left Loss Type- Right and Left Conductive Mixed Sensorineural N/A Slope- Right and Left Test Reliability PTA Use PTA at 500, 1000 & 2000 Use PTA at 2000, 3000, 4000 (High Freq) audiogram. Mandatory for PES/ES kids only for DE. Drop down list or input; not required; option to describe configuration of loss on audiogram. Drop down with prefilled list Mandatory for PES/ES kids for DE; non-editable; automatic calculation default is PTA at 500, 1000, 2000 for high frequency losses that meet State of Iowa Guidelines for PES/ES- must select High Frequency PTA When no behavioral results- input air thresholds based on ABR (1 or more) to generate appropriate PTA with note in comments section where came from. DE will have to make contact if no PTA Bone. Thresholds No Response Masking Copy arrows Can be entered on Right and Left audiograms or in bubbles For individual frequencies- check box to left of individual frequency bubble; for all frequencies- check box to far left For individual frequencies- check box to right of individual frequency bubble; for all frequencies- check box to far left Copy thresholds from right ear to left ear or left ear to right ear Copy Air to Bone Copy right air to bone Will copy air thresholds into bone thresholds Copy left air to bone Clear NRM Clear NRM- Clear all no response and masking Highlight Reset Highlight- Will change unmasked air conduction symbols to ears and highlight path between thresholds Reset - Will reset ear symbols back to O and X Speech

9 SRT R Masked L Masked SRT SF SRT in sound field Speech Reception Threshold, Headphones; Table non-editable SRT SFA SRT FM SRT in sound field aided SRT with FM SAT SAT R- SAT right ear SAT L- SAT left ear SAT SF- SAT sound field SAT SFA- SAT sound field aided SRT Response Comment WR WRN Speech Awareness Thresholds Drop down list Input field for comments regarding speech testing Word Recognition Quiet- Discrimination, drop down list or input fields Word Recognition Noise- Discrimination, drop down list or input fields Immittance Tympanometry- Right and Left Ipsilateral Acoustic Reflex- Right and Left Comments- Right and Left Drop down list or input fields Probe tone defaults to 226 Hz Drop down list or Input fields Drop down list, table non-editable, multi-select options Sound Field Thresholds Sound field Unaided sound field thresholds Can be entered on Left side audiogram or in bubbles, will populate audiogram Refresh- if symbols do not appear can refresh

10 Aided Aided Aided FM Aided Cochlear Implant Aided thresholds- Can be entered on Left side audiogram or in Aided bubbles, will populate audiogram FM Aided thresholds- Can be entered on Right side audiogram or in FM Aided bubbles, will populate audiogram Cochlear Implant thresholds- enter in Cochlear Implant bubbles, will not populate audiogram OAE OAE Results Right and Left Passed Did not pass Could not test Technical Failure/Artifact Drop down list, non-editable Soap Notes Soap Notes HearForm training online videos>audioram Module>Audiometric Module SOAP Notes %20Module/media/952d54f2-ded0-474f-a3a2-edc8a53626e2 Custom Reports. See training video on website. Print Options Print Options Drop down list of available forms can print from here- includes familiar sound audiogram and anatomy of the ear audiogram Can or fax only if have Outlook Can alter appearance of audiogram and information populating

11 Helpful Hints Training videos can be found at: o Most of the videos are for the commercial HearForm product. Many features and fields have been modified or removed from the State of Iowa Educational HF To multi-select options: o Windows- hold Ctrl>left click on options>enter o Mac- Command>left click Input fields- double click into field to input information If can t slide right hand slider down enough to see all information>use up/down arrows To return to Home screen from any other screen>ctrl +1 To save audiogram on computer to print>under printers choose dopdf v7 (or equivalent)>ok>determine file name>ok. If save batch- will be 1 PDF document with all kid s forms (cannot be sent separately through this method). Batch PDF may be good for sending multiple kid s documents to school, not for sending to parent. To find records that match those in a field: right click>find matching records>enter Found set- to maintain found set on home page if enter student audio- use Ctrl 1 instead of Home button to go back to home page For students with diagnostic hearing record who move out of the AEA- clear type>change status to inactive>clear district>clear school>clear grade>clear teacher>add chart note indicating moved and where from. Leave type and preferential seating in case student moves back and repopulates database so will show up on school lists pulled for testing. If an inactive student, that should be followed for hearing, appears back in a school- repopulate type from last audiogram>change status to active.