Documenting Student Sessions in Healthy Campus

🎯 Objective

This module guides practitioners on how to document a session with a student using the Healthy Campus platform, including key workflows, options, and documentation requirements.

🚨 Before You Begin: Important Notes on Student Data

• Do not test with real student data!
  • Never perform dry runs, sample visits, or testing using your real email/account with actual student profiles.
• Use the demo link and credentials provided during training for any testing or practice.
  • If you need help accessing the demo environment, contact your district staff.

🏠 Step 1: Navigating to a Student Profile

• Log in to the Healthy Campus platform.
• On the homepage, you’ll see a list of students along with their clearance status (Red, Yellow, or Green).
  • Only Yellow or Green students can be documented for services.
• You can search for a student by name, student ID, or birthday. You can also filter by school and grade. Once you locate your student, click on the student to view their profile and begin a visit.

🗓️ Step 2: Starting a Visit

When viewing a student’s profile, you have three visit options:

1. Walk-In Visit (demonstrated in this module)
2. Schedule an Appointment
3. Create a Care Plan

Note: This module focuses on Walk-In Visits. Click Walk-In Visit from the student profile to begin!      

Student Session Screen

• Once you begin a session, the timer starts automatically (to track the session duration for auditing purposes, not billing purposes).
• You can enter the notes after the session. If entering the session later, you can manually adjust:
  • Start time
  • End time
  • Session Date

🧾 Step 3: IEP Status

• The system will ask: “Are the services part of the student’s IEP?”
  • Yes = Documentable but no claim will be generated.
  • No (default) = Services are billable and will generate a claim.

➕ Step 4: Adding Services to the Session

• Under Today's Services, click the blue “Add” button to choose services:
  • You will search or browse your district’s catalog of services on the right hand side
  • Examples: Initial assessment, GAD-7 screener, service bundles, etc.
• Select your service(s) and note the green check mark when selected
• Click the blue “Add to Session” button at the top to add selected services.
• Services will appear under “Today’s Services”:
  • Red service = Needs completion
  • To complete a visit, click on each service to fulfill required fields (e.g., surveys or documentation).
  • Simpler services may not require any input—mark as complete.
• Optional: You can repeat the above steps to add Next Steps

🧭 Step 5: Documenting the Session

• Use the notes field on the right to document your session.
• You may:
  • Type free-text notes.
  • Use templates provided by your district via dropdown.
  • Upload a photo of handwritten notes (click the photo icon).
• Always consult your clinical training and supervisor guidance on what to include in session documentation

🖊️ Step 6: Finalizing Notes and Ending the Session

1. When finished taking your note, click the blue “Save” button to save..
2. On the bottom left of the session screen, sign the note:
   • Click the signature field (bottom-left).
   • Your signature will be auto-saved.

1. Click the red “End Session” button.
   • Adjust session start/end time and date if needed.
2. Click the green “Confirm” button to:
   • Finalize the services.
   • Automatically generate a claim (if eligible).

✅ You're Done!

You have now successfully documented and completed a student session in the Healthy Campus platform and helped support sustainable behavioral health services for your community. Congratulations!

🧠 Tips & Reminders

• Use demo credentials for practice—not your real account.
• Use district-provided templates or handwritten note upload if preferred.
• Document accurately per clinical standards and supervisor guidance.
• Always save, sign, and confirm the session.