Letter Criteria (Health)

Health > Letters > Run Letter > Letter Criteria

This tab allows you to set criteria for printing Health letters for immunizations due, referrals, or screenings. Letters are generated for students with record status 1, 2, or 3.

Notes about immunization due letters

Notes about referral letters

Notes about screening letters

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Select the letters to print:

Field

Description

Immunizations

Select the immunizations for which to print letters.

To select all immunizations, select the check box for the Immunizations group.

NOTE: Immunization doses can be administered four or fewer days before the minimum interval or age.

Referrals

Select the type of referrals for which to print letters.

Referral letters are printed for students who failed a screening and have no referral date in their record for the current year.

The students' referral date (if blank) is updated with the date on which the letter was printed when you click Update Referrals from the Print Letters tab. An existing referral date is not replaced; a letter is only generated if the referral date is blank.

Hearing or vision referrals are generated when Pass/Fail is Fail or Inconclusive.

Spinal referrals are generated when Signs/Symptoms is Kyphosis, Scoliosis, or Other.

Acanthosis referrals are generated when AN Marker is other than 0 - negative.

Spinal and acanthosis screening letters are not printed for students who have a religious exemption.

Screenings

Select the type of screening for which to print letters.

Letters do not print for students with a religious exemption if the affidavit date is prior to the date on which letters are generated.

Run Criteria

Letter Template	The letter types for the selected letter category (immunizations, referrals, or screening, as set up on Letters > Create Letter) are listed. Select the letter type.
Address to Print	Indicate if the student's or contact's address should be printed on the letters. Contact address is from Registration > Maintenance > Student Enrollment > Contact (top priority contact, which is the contact with the lowest priority number (e.g., 1)). Student mailing address is from Registration > Maintenance > Student Enrollment > Demo1.
Letter Sort Order	Select the order in which to print letters. Contact Zip Code - Contact’s zip code, zip + 4, student's last name, student's first name, student's middle initial, grade level, and student ID Student Zip Code - Student's mailing zip code, mailing zip +4, student's last name, student's first name, student's middle initial, grade level, and student ID Student Name - Student’s last name, first name, middle initial, grade level, and student ID
As of Date	Type the date in the MMDDYYYY format. Or, click to select the date from the calendar. The date is used to determine what is due for the student.
Campus	Select the campus. Leave blank to select all campuses.
Status	Select active or withdrawn students. Leave blank to print letters for all students.
Grade	Select a grade level. Leave blank to print letters for all grade levels.
Student ID	Type a student ID to print the report for one student. Leave blank to select all students. If you do not know the ID, click Student ID to access the directory.
Use Next Year Grade Level	Select to generate immunization letters using the next school year grade level and immunization criteria. If a students is in PK and will still be four years old on September 1 of the next school year, the grade level will not be incremented to KG; therefore, KG rules will not apply to the student (DTP, polio, MMR, varicella, and Hep A).

2. Under Label Criteria, make the following selections for the labels:

● Select Grade Level to print the student's grade level on the label.

● Select Campus Name to print the campus name and ID on the label.

● Select “To Parent/Guardian of” to print “To the Parent/Guardian of” on the label.

● Select Student ID to print the student ID on the label.

Note: The labels are designed using the Avery 5162 template, which prints 14 labels per page, 1 1/3“ x 4” each.

4. Click Run to process the letters. The Print Letters tab is displayed. To return to the Letter Criteria tab, click Return.

Note: For referral letters, the students' referral dates are updated with the date on which the letter was printed.

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Letter Criteria (Health)

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