Transforming school first-aid.

Following a review submission via EdTech Impact, our team contacted Carol Rowlands at the school. Carol is the School Business Manager at Edward Wilson Primary School and has used Medical Tracker for over 5 years in several schools. 

More about the Edward Wilson context

Edward Wilson Primary School is a 1-1.5 form entry local-authority maintained primary school in Westminster, with two special resource units - one for Visually Impaired children and one for children with Autistic Spectrum Disorder.

The challenges of a manual system.

Before implementing Medical Tracker, managing first-aid incidents and medical records at the school was a cumbersome process that could have been improved. Accidents were recorded in a handwritten Accident Record duplicate book, leading to inconsistencies in documentation. "Some handwriting was better than others," explains Carol, "and the details included in the books were not uniform." A challenge I'm sure many school healthcare staff can resonate with.

Beyond first-aid incidents, medical condition management relied on Word documents and paper files. Reviewing expiry dates for medication required manual diary reminders, which depended heavily on staff members remembering to check and update records. "We would be making last-minute phone calls to parents, putting them under pressure to renew medication or update medical evidence," she recalls.

Additionally, reporting to Governors required manually counting incidents and analysing trends—a time-consuming and error-prone task. There was also a lack of data on near misses and recurring injuries, making it difficult to identify potential hazards around the school. 

The search for a better solution

Recognising the inefficiencies and risks posed by their manual system, Carol sought an alternative. "Although staff are dedicated and conscientious, I felt there was too much margin for inaccuracy", Carol explains.

A recommendation from another School Business Manager led to an introduction to Medical Tracker in 2017. From the outset, she was impressed by some of its capabilities:

The challenges of a manual system.

Before implementing Medical Tracker, managing first-aid incidents and medical records at the school was a cumbersome and error-prone process. Accidents were recorded in a handwritten Accident Record duplicate book, leading to inconsistencies in documentation. "Some handwriting was better than others," explains Carol, "and the details included in the books were not uniform." A challenge I'm sure many school healthcare staff can resonate with.

Beyond first-aid incidents, medical condition management relied on Word documents and paper files. Reviewing expiry dates for medication required manual diary reminders, which depended heavily on staff members remembering to check and update records. "We would be making last-minute phone calls to parents, putting them under pressure to renew medication or update medical evidence," she recalls.

Additionally, reporting to Governors required manually counting incidents and analysing trends—a time-consuming and error-prone task. There was also a lack of data on near misses and recurring injuries, making it difficult to identify potential hazards around the school. 

The search for a better solution

Recognising the inefficiencies and risks posed by their manual system, Carol sought an alternative. "Although staff are dedicated and conscientious, I felt there was too much margin for inaccuracy and error in this completely manual system," Carol explains.

A recommendation from another School Business Manager led to an introduction to Medical Tracker in 2017. From the outset, she was impressed by some of its capabilities:

Implementation and immediate impact

Once implemented, Medical Tracker quickly proved its value. "The system is simple to use and required minimal training for staff members," she notes.

By integrating with the school's MIS, the process of logging incidents became faster and more accurate. "The drop-down menus streamline the details of incidents and accidents recorded, ensuring uniform information." With a single keystroke, parents could be notified of injuries, eliminating the risk of lost or overlooked paper slips.

Medical Tracker also improved the management of medical conditions. "Care Plans are simple and accurate, with expiry and review dates recorded. Email reminders ensure that families receive notifications in good time for replacements to be obtained." Additionally, signed Care Plans and supporting documents can be uploaded directly to a child’s record, making it easier to access essential information when needed.

Measurable improvements in first-aid and communication

The impact of Medical Tracker on first-aid procedures and health monitoring has been significant. "We are confident that all salient information is properly recorded on our accident records and that parents receive notification before the end of the day," she says.

A game-changer for parental communication

Parents have also responded positively to the digital notification system. "They appreciate the improved communication on the day of the event, with an explanation," Carol told us. Having access to historical records also provides reassurance. "Parents appreciate the ease with which we can share their child’s records going back several years."

Beyond injury notifications, Medical Tracker has helped the school identify broader health concerns. "In one case, our notifications alerted a family to an unusually high number of falls their child was experiencing. Looking back at the records, we confirmed the pattern. The parents were able to use this evidence with their GP, which led to further investigation."

The features that make a difference

Asked to pinpoint a favourite feature, Carol highlights the instant reporting of minor injuries. "We can evidence that families have received these notifications, reducing parent concerns about a lack of communication. Teachers also benefit, as they no longer have to field as many end-of-day queries."

Other features have also become indispensable:

✅ Medication tracking, ensuring expiry dates are monitored and updated in advance.

✅ Risk assessment notes, documenting corrective actions for compliance with DfE statutory guidance. 

✅ Customisable reports and dashboards, offering real-time insights for Carol and her school leadership.

A platform that the school can't live without.

Reflecting on the transformation brought about by Medical Tracker, the School Business Manager is clear: "It is an integral part of how we effectively manage our first-aid and children’s medical condition records in school."

When asked how she would feel if the school could no longer use the platform, her response is emphatic: "VERY disappointed. I would recommend Medical Tracker without reservation to all schools."