Medical Archive Records

Hello. Now, we're going to go over

medical records and we're also going to

go over archiving. So, this is something

that you really need to know because

you're going to be given a lot of

medical records from either Trisha or

Judy. They are the current aology

aiologist at the moment. And what you

need to know is where to be able to save

and put the students information. So

first we're going to be in the aiology

Google drive which is in your shared

drives. Then you're want to go ah you're

going to want to click on one student

files.

Once you click that you can see all the

student names and their birth dates. So

this is where you're going to be able to

find your students. And this is where

you're going to save your records. So

when they give you the record, you're

going to have it in either your Google

Drive or in your one drive. So for

example, for me, I usually like to scan

the medical records in my one drive. And

so I will find it right here. And I've

already done that one. As you can see,

it's already checked off. Going to go

into downloads. And as you can see, I

put you need to put the date which the

medical record um has on there. So if at

the beginning of the information release

form, it has just like with this one, uh

January 16, 2026, that is the year that

you're going to put down. And then

you're going to put CH,

which means Children's Mercy Hospital.

If it is um some other hospital, make

sure to write that down. And then you're

going to put either information release

form, hearing aid information, colear uh

colear implant information or audio or

any other uh kind of documentation that

it is and you will specify it. But

you'll see a lot of examples to know

what to be able to save it as. So for

this student, I've saved it as that and

then I would find them in the system.

You could go through here and find the

student, but it's it's really long. So

what I would recommend is you would go

in and I'm just going to use an example

of a student and say someone with the

last name of Lee. So we're going to type

in Lee and then we're going to press

enter.

Now, there's a lot of lees in here. And

also, you're going to see that there's

other files where it just has Lee. So,

something that I usually like to do to

help me is I will go over here and click

on the button for type. And then I'm

going to click folders. So, then it's

only specifically folders of the

students. Now, like you see, we see Lee

Royal and then Lee Royal right here.

Just so you could see at the bottom this

says student one royale and this is

within the aiology

um file but as you can see over here

this is in student folders but this is

in the DHH. When you are saving medical

records you need to make sure that it's

one student files this is under aiology

because these are aiology records they

are medical. So make sure to pay

attention to that. And a good simple

rule is that if it doesn't have a birth

date, then it's in DHH. If it does have

a birthday, it's in aiology.

So, you're going to save all the

personal files within here. And then

also, you're going to make sure to save

and go down to synergy. So, click into

here. I'm going to quickly log in.

Let that load. We'll just go into this

students just as an example.

And then as you can see the student has

a lot of things but you're going to make

sure as you can see all these little

things of demographics, parents, teams,

additional um uh HOC documents. You want

to make sure that you're under

historical documents at all times. And

then when you scroll down,

you will see uh some files down here

that pretty much show where to be able

to upload your um audio. This is a place

that you want to put it because this is

for students IEPs or um 504s. So, you

would just click add

and then wherever the students audio um

that you saved it under, you're going to

add it in and then it's going to be

added into the system. So, that's how

you would do it with Synergy. And you

just need to drag and drop into a

student's file for the Google Drive.

Now, going back to student files real

quickly, I'm going to go under archive

because this is a very important thing

that you're going to have to do mostly

near the end of the year.

And I also made sure to put a good

checklist so then you know what to save

and also some instructions. So, if

you're not too sure, please look at

these for additional information. But

what you're going to do is you're going

to gather all of the files that are

going to be retired. So, for example,

this year is 2026. And so, you're going

to look for the students who were born

in 2006 because they would be over 20

years old and they would not be in

school anymore. So, they need to be

retired. And what you're going to do is

just like you can see, you're going to

put May and then the year. And you're

going to save the students file within

there. So as you can see all the records

are in here. And also I want to

emphasize because some of the students

will have very bulky folders. And this

is because they have a lot of things

that needed to be um archived for them.

But you need to focus on only Blue

Valley forms because we are just focused

on what Blue Valley has pretty much

documented. If it's from any other

medical place, you don't need to worry

about that. That's for them and they

have that record. We are saving our

records. So BV audiograms, BV hearing

screenings, OAES,

chaps, life, uh, sifter, hearing aid

waivers, amplification, aiology reports,

anything that is Blue Valley you want to

save and that is what's going to be

archived. You do not need to archive or

save anything that is from other um

medical places,

but students will already have that in

there. So, just keep that in there. It

So, as you can see, like this one's from

Children's Mercy. These are from

Children's Mercy. These just stay in

there. But your main concern when

archiving for us and when you are

retiring the file is to just save the

documents that is Blue Valley documents.