Magnus Health FAQ

Need Magnus technical assistance? Contact techteam@cfsnc.org

Have questions on form content? Contact health@cfsnc.org

June 12, all the documents needed for the 2023-2024 school year will be available through the Magnus Health Portal. Please be sure to review your Checklist information and submit everything by August 1. Required documents that are marked “incomplete” or have been “rejected” in Magnus must be (re)submitted by August 18. Students whose Magnus requirements have not been submitted by close of day August 18 are not eligible to attend school on August 22. Because these forms are crucial for participation, entry may be denied until the documentation has been submitted. “Pending review” status for documentation is acceptable for school entry. 

Magnus Health

• All forms should be submitted through Magnus Health. 
• We highly recommend using a browser rather than accessing Magnus Health through an app. (If you are using an app, be sure you have the latest version: Apple, Google Play.) 
• If you are unable to log in, first try clicking “Having trouble logging in?” on the Magnus portal login page. If you are still having problems, email techteam@cfsnc.org.
• NEW FAMILIES: Look for an email invitation to set up your account by 5:00 pm Monday from Mary Kallem <service@magnushealthportal.com> with the subject: “[Carolina Friends School] You're invited to join our Magnus Health account.” If you have not received an invitation to Magnus by the close of June 14, please email techteam@cfsnc.org and ask for a new welcome email. 
• When you log in, you will see a list of your student(s) and required To Do List(s).
• FIRST STEP: please go to Conditional Questions. The answers you provide in Conditional Questions may change which forms available in the To Do List.

Magnus Checklist

Items below requiring physician’s signature and/or input are bolded. Each needs a separate cover sheet, available for download in Magnus. All items must be submitted for approval by August 1.

Required, Applies To All Students

• First Step: Conditional Questions
  • New families: Please begin here: certain forms will only appear for you based on your answers to the conditional questions. 
  • Returning Families: Please Review and Update. If there are forms that don’t seem to apply to your child in their Requirement Library, or if one seems to be missing, it’s likely that one of these questions is answered incorrectly.
• Vital Health Record
• Consent to Medical Treatment
• Consent to Exchange Personal Health Information
• Consent to Authorize Emergency Medical Treatment (EMS)

Optional, Applies To All Students 

• Over the Counter (OTC) Medication (Please note that sunscreen and bug spray may only be applied, even on field trips, if this form is signed by a physician. If this form is missing from the Requirement Library, please check the Conditional Questions and answer Yes for the OTC medications question.)

Required For Students Rising to a New Unit and New Students

• Student Wellness Physical 

Required for New students, 5 year-olds and Students Entering Seventh and Twelfth Grades

• Updated Vaccination Records 

Required for All Early School Students

• Travel and Activity Authorization
• Release Authorization

Required For MS and US Athletes

• Student Athlete Physical (Separate from Student Wellness Physical)
• Student Athlete Consent to Participate
• Student Athlete Concussion Form
• Athletics Pre-Season Consent - if attending pre-season practices

Required For Students Who Need Prescription Medication(s) At School

• School Hours Medication 
• Self-Carry Emergency Medication (optional - for Emergency Medications only)

• Action Plans for: Diabetes, Anaphylaxis, Asthma, or Seizures

Required For Seniors 

• Outside School Hours Medication (in anticipation of the overnight leading up to the first day of school - this form will become available to others as overnight trips are planned)

Documents Requiring a Physician’s Signature

Physicians will sign documents for any patient who has had their well check within the past year. You can sign the document in the parent section and then drop the form off, email it, upload via MyChart, or fax it to your doctor’s office. Your physician can fill out the form and fax it straight back to Magnus for you using the fax cover sheets associated with each form from Magnus. Some offices charge a small fee for forms outside a visit. Check with your provider’s office to learn more. 

IMPORTANT: each form has its own associated fax cover sheet which triggers Magnus to upload the form to the correct place inside your student’s Magnus Health Portal. Please communicate this to the provider’s office, especially if you are asking for more than one form sent in at the same time. 

• Student Wellness Physical 
  • For new students and those rising to new units. 
  • If your student has had their well child checkup or annual physical since August 1st of 2022, you can ask your child’s physician to fill this form out based on the data they collected on that day. Students who have not had a physical since August 1, 2022, will need to receive a physical with their PCP and you can ask them to fill out the form during the visit.
  • We will also always accept the Public School form titled “North Carolina Health Assessment Transmittal Form” if you already have that form completed you may upload that instead.
  • We welcome an updated form after each yearly physical but only require it when a student enters a new unit. We expect new diagnoses to be entered via the Vital Health Record. Please notify the nurse of any new health diagnosis that may affect your student’s participation in school during the year.
• Student Athlete Physical
  • Student athletes require an annual sports physical, which can be done during a well check with your PCP or separately. If possible we prefer the PCP to perform the sports physical and your doctor knows your child best. In a pinch, urgent care centers and pop up sports physical events are an option. 
  • Your athlete’s physical is “valid” for 13 months from the date of the last physical. If the physical expires and a new one is not provided the student athlete will not be allowed to participate in sports practices or games until a new physical is submitted and approved. 
  • Parents should fill out the first two pages of this form together prior to the visit and the physician will fill out the second and third page at the visit. All four pages must be submitted.
• Over the Counter Medication
  • The main campus health office stocks a limited supply of common over the counter medications for minor medical needs with the goal of keeping students in school and able to participate. It is required for students to have their physician's and their parent/guardian's signature approving the use of medications prior to their administration. Filling out this form, alongside the Medication Administration Consent, allows the nurse, or, if unavailable (such as during a field trip), a delegate to administer over the counter medication when the need arises.
  • Durham Early School and Chapel Hill Early School carry fewer OTC medications; these are bolded and asterisked. 
  • In the event of overnight/extended day field trips, this order is sufficient for any OTC medication/vitamin/homeopathic remedies that are checked or written in. However, all prescription medications must be ordered using either the School Hours or Outside School Hours form.
  • If a student requires an OTC medication that is not available on the campus the student attends, the parent/guardian must supply the medication alongside the order.
• School Hours Medication
  • For students who require access to any prescription medication including scheduled, as-needed, or emergency medications, a doctor’s order is required to have the medication on campus. 
  • Medication orders must be exact: if the student’s medication, dose, or time of administration changes, we will need a new medication form filled out. 
• Outside School Hours Medication
  • Students who take any medication at home, including prescription, over the counter, vitamins and supplements, etc, who need access to those medications while on an extended-day or overnight field trip will need those medications ordered by the physician. 
  • If a medication has already been ordered using the School Hours Medication form, we do not need a duplicate form if ALL the details are the same [including the same medication, same dose, same administration time]. For example, if a student has an EpiPen order, we do not need a second order. But if a student takes medication at lunchtime in school, we would need an additional order to be able to give that same medication after breakfast on a field trip.
• Self Carry Emergency Medication 
  • Only EpiPen/Benadryl, Inhalers, and Diabetic supplies may be self carried. NO OTHER MEDICATIONS may be self carried.
  • The School Hours  Medication form must ALSO be completed and on file, and the provider must indicate that the student is approved to self carry and administer medications. 
• Emergency Action Plans
  • Asthma Action Plans, Anaphylaxis Action Plans, Food Allergy Action Plans, Seizure Action Plans, and Diabetic Action Plans are required for students who have a diagnosis and medication on campus, even if they are self-carried. Action plans help keep your student safe: we do annual trainings with our teachers and staff and make sure to cover EpiPens but in the event of an emergency, we want any adult or chaperone to be able to follow a clearly laid out plan confidently and assured that they are taking the correct action. 
  • If your student has a diagnosis that is not mentioned above but you feel would be benefited by an Action Plan, please contact the Nurse at Health@cfsnc.org and Nurse Sara will be happy to work with you on developing a plan. 

Medication Handling

• Prescription medication must be in pharmacy labeled bottles with the student's name, medication name and dose, time to give, and be inside the expiration date. Pharmacies will provide an extra "school bottle" with the pharmacy label upon request.  
• Medications that are stored at school must be brought to the Nurse’s Office by a parent or guardian. Medications may not be brought to or removed from school by students. Upon receiving medication, the nurse will count the medication and the parent/guardian and nurse will sign the receipt of the medication. When a parent/guardian picks up the medication, it is also counted and signed by the nurse and parent/guardian. 
• Each time the medication is administered the administration is recorded.
• Medications that are given on a scheduled basis may be administered in the Health Office by the nurse or delegated to an administrator or teacher based upon the nurse’s designation of what is most appropriate for each student and each situation. Medication administration is a team approach to best meet the needs of each student.
• In the case of a brand new non-emergent medication the student must take the first dose at home. 
• If the student will be taken on a field trip, attend Camp CFS, or otherwise have an unusual day planned where the student will not be following their usual schedule or be in their usual location with their usual supervising staff, it is the parent’s responsibility to alert the nurse of the planned change so that the student’s medication can be prepared and a UAP can be trained for the alternatively programmed day. Parents should give the nurse at least 3 days notice for on-campus administration needs such as CFS camp days and a week’s notice for in-State field trip administration needs. 

Immunizations

• Students are expected to be up to date on required immunizations for the State of North Carolina. 
• Students entering Kindergarten, 7th Grade, and 12th Grade have vaccines due prior to entry into that grade. 
• If your student is identified as being “due” for a vaccine, you will be notified and given a deadline to immunize your student. Failure to do so may result in missing school until the immunizations are up to date. Some vaccines require time between doses; the student will be allowed to continue attending school while they are waiting for mandatory time to elapse in this scenario.