Find Student

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Find Student Screen

Purpose

The find student screen is used to search and locate any school student existing in the system using predetermined sets of search criteria.

Functionality
Search Results

Functionality - Search Criteria

The following is a list of available search methods. Click on the links below to learn about the specific methods used for searching.

Patient Name Search
- Patients With No First Name
Medical Record Number Search
CAIR ID Search

Patient Name Search

In order to locate a student in the system using birth date and one additional field must be entered as described below.

Note: In order to locate a student in the system using birth date and one additional field must be entered as described below.

1. You can perform a search by entering the birth date and entering "No First Name" in the first name field, and entering last name, middle name, mother's first name, or phone number. This type of search will only include students who match the birth date and do not have a first name.
2. You can perform a search by entering the birth date and entering the last name, leaving the first name field blank, and entering middle name, mother's first name, or phone number. This type of search will only include students who match the birth date and match or extend the last name entered and do not have a first name.

Field Name	Requirements
Last Name	At a minimum the first two characters of the patients last name must be entered if searching on the last name field.
First Name	There is no minimum character entry for the first name field.
Middle Name	There is no minimum character entry for the middle name field.
Birth Date	Required. At a minimum a valid birth date prior to today's date and after 01/01/1890 needs to be entered in conjunction with at least one additional field.
Mother's First Name	There is no minimum character entry for the mother's first name field.
Phone	At a minimum all 10 characters of the phone number must be entered if searching on the phone number field.

Notes:

For quicker, more precise searches, entire Last Names and First Names should be used whenever available.

Searches executed using very general search criteria information may cause the search engine to hit the threshold limit.

First and Last Names with special characters (spaces, single-quoted, dashes) can be searched without typing the character.

Example: O'Neil can be search by typing O'Ne or ONe.

Back to Search Criteria List

Medical Record Number Search

In order to locate a patient in the system using his or her Medical Record Number, the criteria must be entered as described below.

Field Name	Requirements
Medical Record Number	Required. A valid Medical Record Number assigned by the specific provider organization logged in as must be entered.

Notes:

The search engine will only return a student who has a Medical Record Number that exactly matches the number entered.

Searching on Medical Record Number takes precedence over patient name search criteria.

Back to Search Criteria List

CAIR ID Search

In order to locate a patient in the system using his or her ALERT IIS ID, the criteria must be entered as described below.

Field Name	Requirements
CAIR ID	Required. A valid CAIR ID must be entered.

Notes:

The search engine will only return a patient whose CAIR ID exactly matches the CAIR ID entered.

Searching on CAIR ID takes precedence over patient name search criteria and Student ID search criteria.

Back to Search Criteria List

Search Results

Command Button	Description
	After the Find button is clicked and the patient search within the database is finished, one of three results will occur as described below.
	Clicking the Clear button will Clear all search criteria that was entered and clear the Search Results table as well in order to conduct a new search.

Exact Student Match

An Exact Student Match means the search engine returned only one student. The student match is returned and displayed in the table. An Exact Student Match will usually occur when the search criteria entered contains information inherently specific to a particular student or student AKA Name.

List of Possible Matches

A List of Possible Matches means the search engine returned more than one, and less than or equal to 75, possible student matches.

All possible student matches returned are then displayed in a table. The student result table is sorted alphabetically by Last Name. Other relevant information is also included in the table for each student.

Using the information displayed for each of the students in the table, the student can be selected by clicking on the Last Name. The Student Immunization History screen is then displayed containing all relevant information regarding the student selected.

Threshold Limit

When the search engine is executing a search in the database, it begins to accumulate students in memory who are to be considered as possible matches from the search criteria entered. If the number of students exceeds 75 available matches, then no students will be listed for further selection. Instead, the following message will display:

"XX students were found. Please refine your search criteria to limit your student list."
(Where XX is the total number of possible students found in the search.)

This threshold limit occurs to restrict the extremely long lists of possible students to choose from.

In the event a threshold limit is encountered while executing a student search, the scope of the search must be narrowed. Revisit the search criteria that was previously used, and add any more information that is available for the student. Be sure to observe the search criteria restrictions listed above in the Functionality - Search Criteria section.

Search Results Table

Column	Description
Last Name	Displays Last Name as a hyperlink of the patient followed by AKA: in the following row if an AKA Name exists for the patient. Clicking the hyperlink displays the Edit Patient screen for the patient.
First Name	Displays First Name of the patient followed by AKA Names of that patient in the following row if an AKA Name exists for the patient in the format of AKA Last Name, AKA First Name, AKA Middle Name.
Middle Name	Displays Middle Name of the patient.
Birth Date	Displays Birth Date of the patient in a MM/DD/YYYY format.
Mother's First	Displays the patient's Mother's First Name.
Gender	Displays the patient's Gender.
Status	Displays the patient's Status with the Organization the user is logged in under.