39 Medical Conditions, One Multi-Select Field
The medical history multi-select is the clinical intake at scale. Thirty-nine conditions ranging from epilepsy and diabetes to Haemophilia, motion sickness, spinal injuries, and vertigo — plus the all-clear option "NO or NIL to the above list" that confirms the field was actually reviewed, not just skipped. Every ticked item in that list changes what staff need to know before sending a student into the bush.
Fainting spells and blackouts in a student attempting a high-ropes course. Haemophilia in a student doing a whitewater section. Abnormal response to heat or cold in a student doing a desert navigation exercise. These are not edge cases — they're the conditions that turn a standard incident into a serious one when staff didn't know.
Most outdoor education programs collect this information in a paper form that gets filed in a binder at base camp. The binder is at base camp when the student is two hours upriver. This template puts the complete medical profile on the supervising instructor's phone, accessible offline, at the moment it's needed.
The Asthma Section Is Four Fields Deep
Because asthma is the most common serious condition in school-age outdoor participants, this template gives it dedicated depth that a simple yes/no field cannot provide.
Last asthma attack date. Attack frequency. Last hospitalization date. Trigger factors. Four fields that transform "this student has asthma" into a risk profile that a first-aider can actually use. A student who had an attack last week, is hospitalized approximately once a year, and is triggered by cold air and exertion is a different risk profile from a student who had their last attack three years ago, has never been hospitalized, and is triggered only by cat dander.
The cold-air-and-exertion combination matters at altitude when temperature drops fifteen degrees between the valley floor and the ridgeline. Knowing the specific triggers before the hike starts, not after the inhaler comes out in the field, is the difference between managed risk and reactive first aid.
The medication section reinforces this: medication name, dosage, time of administration, and special administration or care required. If a student needs a spacer with their Ventolin and the student forgot to pack the spacer, the staff member who knows this on day one can source a replacement before day two's early start. The staff member who reads "asthma: yes" on a paper form has no idea a spacer is involved.
Emergency Contact Architecture
Two full emergency contact records — name, relationship, address, landline, and mobile — for each student. The depth of information here reflects the reality of multi-day residential trips: parents are often unreachable by their primary contact method for predictable reasons, and the second contact exists for exactly that situation.
The relationship field matters operationally. "Carer 2: McLaughlin, Family Friend" communicates something very different from "Carer 2: McLaughlin, Grandparent with legal guardianship during overseas travel." A text field gives the instructor the context they need when calling at 0600 with an injury report and the first carer isn't answering.
Medicare Number and Medicare Expiry, plus Private Health Insurance details and number, sit alongside the emergency contacts. In a country with Medicare, the Medicare number is what the treating clinician needs at intake. In a dual-coverage situation where private health covers ambulance and the student needs air evacuation, the private health number is what the coordinator provides to the air ambulance dispatcher. Both are accessible in the student record, at the moment the phone call is made.
Tetanus and Infectious Disease Flags
Three binary yes/no fields before the main medical history: tetanus status with approximate date, infectious disease contact, and communicable disease current status. A student who is currently positive for a communicable disease cannot attend a residential camp — the flag surfaces immediately. A student without a tetanus immunization who receives a penetrating wound from a rusty stake in the campsite needs medical attention for tetanus prophylaxis within a specific window. The flag ensures the treating clinician knows, without having to ask a parent at 2200.
The international travel question — overseas in past six months, with destination — is the infectious disease screening layer. A student returning from a region with endemic malaria or typhoid, presenting with fever on day two of the expedition, needs the travel history to inform the differential.
The consent fields at the end of the record are behavioral, not medical: attempt everything, respect the environment, no unprescribed substances, follow safety instructions. Signed and dated in the database. When a student claims they weren't told the behavioral expectations, the record shows they signed off on them before departure.
The student photo field is the identification anchor. When thirty students are distributed across multiple groups in unfamiliar terrain, and a new staff member needs to locate a specific student quickly, the photo in the record is what makes an immediate visual ID possible.