This is currently a draft page and is under review
The consent screen is accessed from the Class List screen. It allows you to record the different types of consents for the individual child you are viewing. The title bar shows the name of the child you are viewing. The consent date must be added, along with the consent version.
Consent type
If the consent form used is different from the default ‘Consent Screen’, click ‘Change Consent Version’. This screen will display all available consent forms and update letters.
For fluoride varnish consents, you should input information from the consent form regarding whether the child has any allergies (and what those allergies are) or has been hospitalised due to asthma or allergies (alongside the hospitalisation date) to this screen.
If a child has been hospitalised due to asthma or allergies, a DHSW or dentist should speak with the family and record full details in the ‘Notes’ box on this page.
* Owing to the continuous updating of consent forms, the layout of information in consent forms and the layout of corresponding information on consent screens may appear different.
Minimum data required for a ‘complete’ consent form:
If the form has not been completed fully (i.e. all details specified above are NOT available and it is signed) then the ‘Form Incomplete’ button must be pressed.
Note: Consent changes only come from a parent / guardian; a child refusing to receive a fluoride varnish application is not a change to the consent. If the parent has refused consent either by form, by letter or verbally, this should be recorded by clicking the ‘Parent Refused’ button.
When saving a consent record, a valid consent date must be entered or ‘Save’ will not be enabled. A ‘Valid Consent Date’ must be today or earlier and is the date that the form was signed, not the date the form is entered into the system.
* A valid consent date is important for reporting the progress of the Childsmile programme. The consent date must be accurately recorded from the consent form as the date the parent / guardian signed the form, not the date the information is entered into the system. To ensure high quality data it is important that consent dates are recorded accurately.
For fluoride varnish consents, in addition to entering a valid ‘Consent Date’, the consent status (i.e. ‘Form Incomplete’, Awaiting Dentist Validation’, ‘Parent Refused’ or ‘Validate Consent’) must be entered and a valid version of the consent form must be recorded for ‘Save’ to be enabled.
* Remember to click ‘Save’ before exiting the screen.
For fluoride varnish consents, you should input information from the consent form regarding whether the child has any allergies (and what those allergies are) or has been hospitalised due to asthma or allergies (alongside the hospitalisation date) to this screen.
If a child has been hospitalised due to asthma or allergies, a DHSW or dentist should speak with the family and record full details in the ‘Notes’ box on this page.
* Owing to the continuous updating of consent forms, the layout of information in consent forms and the layout of corresponding information on consent screens may appear different.
Minimum data required for a ‘complete’ consent form:
If the form has not been completed fully (i.e. all details specified above are NOT available and it is signed) then the ‘Form Incomplete’ button must be pressed.
Note: Consent changes only come from a parent / guardian; a child refusing to receive a fluoride varnish application is not a change to the consent. If the parent has refused consent either by form, by letter or verbally, this should be recorded by clicking the ‘Parent Refused’ button.
When saving a consent record, a valid consent date must be entered or ‘Save’ will not be enabled. A ‘Valid Consent Date’ must be today or earlier and is the date that the form was signed, not the date the form is entered into the system.
* A valid consent date is important for reporting the progress of the Childsmile programme. The consent date must be accurately recorded from the consent form as the date the parent / guardian signed the form, not the date the information is entered into the system. To ensure high quality data it is important that consent dates are recorded accurately.
For fluoride varnish consents, in addition to entering a valid ‘Consent Date’, the consent status (i.e. ‘Form Incomplete’, Awaiting Dentist Validation’, ‘Parent Refused’ or ‘Validate Consent’) must be entered and a valid version of the consent form must be recorded for ‘Save’ to be enabled.
* Remember to click ‘Save’ before exiting the screen.
Validating consents
Add all information from the consent form. If both medical history questions are answered ‘No’ and consent is provided via the current consent form a medical update letter, this screen can be used to validate the child for fluoride varnish application by clicking the ’Validate Consent’ button. After clicking ‘Validate Consent’, remember to choose your details from the ‘Validated By’ drop down box. A visit record will be generated for the child when the ‘Save Consent’ button is clicked and the screen is closed.
If either of the medical history questions is answered ‘Yes’ or if the child’s previous status was invalid, you should click ‘Awaiting Dentist Validation’. In addition, if a parent / guardian returns changes to a child’s medical history, make these changes to the child’s consent record and click ‘Awaiting Dentist Validation’.
’Invalid’ children will automatically show again on dentists screens as ’Awaiting Validation’ instead of being automatically invalidated as they had been in earlier versions of the Childsmile programme. Dentists will decide whether the child should receive fluoride varnish based on professional opinion and the child’s medical history and will validate or invalidate the child via the administration website(see page 69), as necessary. You or the dentist may contact the family for more information depending on local protocols.
An option has been added so that all children with an allergy to colophony will be permanently excluded from the nursery / school programme by the validating dentist. These children will not receive medical update letters and local Childsmile staff should inform the parent / guardian of the reason why their child cannot receive fluoride varnish as part of the nursery / school programme.
* If you have added a duplicate consent in error, use the superuser account to delete the duplicate consent from the system. Eliminating duplicate records is important for reporting the progress of the Childsmile programme.
* Remember to click ‘Save’ before exiting the screen.
If either of the medical history questions is answered ‘Yes’ or if the child’s previous status was invalid, you should click ‘Awaiting Dentist Validation’. In addition, if a parent / guardian returns changes to a child’s medical history, make these changes to the child’s consent record and click ‘Awaiting Dentist Validation’.
’Invalid’ children will automatically show again on dentists screens as ’Awaiting Validation’ instead of being automatically invalidated as they had been in earlier versions of the Childsmile programme. Dentists will decide whether the child should receive fluoride varnish based on professional opinion and the child’s medical history and will validate or invalidate the child via the administration website(see page 69), as necessary. You or the dentist may contact the family for more information depending on local protocols.
An option has been added so that all children with an allergy to colophony will be permanently excluded from the nursery / school programme by the validating dentist. These children will not receive medical update letters and local Childsmile staff should inform the parent / guardian of the reason why their child cannot receive fluoride varnish as part of the nursery / school programme.
* If you have added a duplicate consent in error, use the superuser account to delete the duplicate consent from the system. Eliminating duplicate records is important for reporting the progress of the Childsmile programme.
* Remember to click ‘Save’ before exiting the screen.
Consent list
This is a feature which shows which consent forms are available for viewing. All available consent forms for appropriate consents can also be downloaded and viewed offline. Click on the consent form and then ‘View Consent’ to open the scanned image of the relevant form.
Process for sending fluoride varnish consent forms to HIC for scanning
Completed fluoride varnish consent forms should be stored locally for six months and then sent to HIC for scanning at six-monthly intervals in March and September. To arrange delivery contact HIC helpdesk email.
To create legally-representative electronic copies, and to help HIC with the efficient scanning of consent forms, Childsmile staff must ensure that:
1. Only original documents are sent – not photocopies.
2. Packaging consent forms
3. HIC requires consent forms to be separated and identified by establishment and session.
4. Each establishment’s bundle of consent forms must be accompanied by a Childsmile HIC packing slip, available from: http://childsmile.tayside.scot.nhs.uk/Help.aspx Section (10)
5. Where possible, establishments should be separated into individual classes, though this is not a strict requirement.
6. Sessions are bundled into separate batches – Session 1 and Session 2, with a slip for each.
7. Consent forms and Medical History Update letters, please separated by school, class, version and consent/medical history.
8. Forms should all be the same orientation (e.g. no forms upside down).
9. No staples should be used – these have to be removed prior to scanning.
The number of forms in each batch must be recorded on the packing slip.
Documents are batched together and described accurately on the accompanying “HIC packing slip”.
Please leave the ‘HIC Use Only’ section on the packing slip blank.
Any additional documentation will be appropriately destroyed.
To create legally-representative electronic copies, and to help HIC with the efficient scanning of consent forms, Childsmile staff must ensure that:
1. Only original documents are sent – not photocopies.
2. Packaging consent forms
3. HIC requires consent forms to be separated and identified by establishment and session.
4. Each establishment’s bundle of consent forms must be accompanied by a Childsmile HIC packing slip, available from: http://childsmile.tayside.scot.nhs.uk/Help.aspx Section (10)
5. Where possible, establishments should be separated into individual classes, though this is not a strict requirement.
6. Sessions are bundled into separate batches – Session 1 and Session 2, with a slip for each.
7. Consent forms and Medical History Update letters, please separated by school, class, version and consent/medical history.
8. Forms should all be the same orientation (e.g. no forms upside down).
9. No staples should be used – these have to be removed prior to scanning.
The number of forms in each batch must be recorded on the packing slip.
Documents are batched together and described accurately on the accompanying “HIC packing slip”.
Please leave the ‘HIC Use Only’ section on the packing slip blank.
Any additional documentation will be appropriately destroyed.