Each spring, Kamehameha Schools ‘ohana begin preparing the health documents required for the upcoming school year. Starting April 1, families can submit medical clearances, immunization records and physical exam forms so their keiki can safely attend school and fully participate in campus life.

But what many families don’t see is the work happening behind the scenes. KS’ health services teams carefully review each submission to confirm students meet school health requirements and to flag any needs before the new school year begins. This review helps confirm that immunizations, physical exams, and any health needs are addressed early so students can begin the year ready to learn.

Medical assistant Julie Riveira plays a key role in that process. Now in her 24th school year supporting the Kamehameha Schools Hawaiʻi health rooms, she works alongside school nurses to keep student records current and organized. But for Riveira, her role has never been just about paperwork.

“I’ve stayed in this position because I love the kids, and I love watching them grow,” Riveira said. “Sometimes just a simple Band-Aid fixes everything but not always.”

The job gives Riveira a unique perspective on every family’s back-to-school checklist and a few helpful reminders for mākua along the way.

Get ahead of the back-to-school rush

Late summer is one of the busiest times for pediatric appointments. Scheduling early can help families avoid limited availability and long waits. An annual physical allows providers to check a child’s growth, development, vision, hearing and overall health. If concerns such as asthma, allergies or vision issues come up, families have time to work together with their provider and our school nurses to put support plans in place before school starts. Early submission also gives the health services team time to follow up with families if additional information or clarification is needed.

“It’s important that families get their physicals done early,” Riveira said. “When everything comes in on time, we’re able to review it and make sure students are cleared and ready.”

Scheduling early also allows time to review immunization records and receive any needed vaccines. If multiple doses are required, starting early helps avoid last-minute pressure.

Double- and triple-check the details and dates

Over the years, Riveira has noticed a few common issues that can delay medical clearance. One of the most frequent? Missing or incorrect dates on physical exam forms.

“Make sure the forms have the correct dates and that all the boxes are filled out,” Riveira said. “And don’t forget the doctor’s signature.”

Families should also remember that some requirements involve more than uploading forms. Parents must complete the online medical review through the parent portal so the health services team can update each student’s record.

Don’t hesitate to ask for help

For families managing multiple children, activities and schedules, the process can sometimes feel overwhelming but the good news is that support is always available.

“If parents have questions or need help uploading their forms, they can always call us,” Riveira said. “We’re here to help.”

The Mālama Ola teams want to make sure every haumāna arrives on campus healthy and ready to learn because when students are supported, the entire Kamehameha Schools ‘ohana thrives.

To access the parent portal and forms: https://www.ksbe.edu/malama-ola/forms

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