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Medications and eMAR

Use the Electronic Medication Administration Record (eMAR) to safely administer, track, and document participant medications. The eMAR helps your organization maintain the "five rights" of medication administration: right patient, right drug, right dose, right time, and right route. With this tool, your medical team can chart daily doses, monitor prescription inventory, and pull compliance reports.

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Chart Medications

Use the eMAR to record scheduled doses, log unadministered medications, or correct charting entries during medication passes. When charting, you can set a medication to one of four statuses:

  • Given: Confirms the participant received the scheduled dose.
  • Not Given: Records that a dose was skipped and prompts you for a mandatory clinical reason.
  • Pending: Keeps the dose visible for follow-up if a participant is temporarily unavailable.
  • Error: Flags an incorrect entry and returns the medication to the active administration schedule.

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    When you chart a medication, initials will be displayed to indicate the provider that completed the charting. You can click the Menu icon (Hamburger_icon.png) to see the audit trail showing the date and time that a medication was charted and updated. 

    To chart a medication in the eMAR:

    1. In the Menu, click eMAR. Medications scheduled for the current date and time appear automatically.
    2. If you are administering a dose outside the default schedule, apply one of the following filters on the right side of the screen:
      • To chart for a different time or day, select the relevant date in the Date and Time of Day boxes.
      • To chart an As Needed medication, on the right-side of the page check the 'As Needed' box.

      • To modify an entry from earlier today, select the Previous Entries check box.

    3. Do one of the following, depending on whether you need to chart a medication as given, not given, pending, or error:

      • To chart as Given: Click the GIVE button. Your provider initials and the timestamp appear.

        administer.png

      • To chart as Not Given: Click the Menu icon (Hamburger_icon.png), select the Not Given check box, and type the clinical explanation in the Note box. (Tip: Select a pre-written reason from the Note Templates list. Learn more in our General Settings article.)
      • To mark as Pending: Click the Menu icon (), and then select the Pending check box.
      • To correct a charted dose: Click the Menu icon (), and then select the Error check box. Once the page refreshes, the medication returns to the active administration list.
      • When you have added the necessary information, click the Save button.

    medicationoptions.png 

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    Add, Edit, or Deactivate a Medication

    You can manage a participant's prescriptions directly within their profile.

    To add, edit, or deactivate a medication for a participant:

    1. Click the name of the participant to open the profile.
    2. In the participant's profile, click the Medications tab.
    3. Do one of the following:

      1. To add a medication: Click the ADD MEDICATION button, type the prescription details, and then click the SAVE button.

      2. To edit an unadministered medication: Click the medication name, click the EDIT MEDICATION button, update the details, and then click the CONFIRM CHANGES button.

      3. To deactivate a medication: Click the medication name, click the DEACTIVATE button, and then click the Deactivate button in the window that appears.

        Important: To protect patient history, you cannot edit a medication that has an active entry in the eMAR. To update an active prescription, deactivate the existing record and add a new medication with the updated instructions.

    participantmedication.png

    To view deactivated medications:

    1. In the participant's profile, click the Medications tab.
    2. In the submenu, click Medications.
    3. Click the SHOW DEACTIVATED button.

    show_deactivated_medication.png

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    Medication Quantity Tracking

    Turn on quantity tracking to monitor prescription supplies and prevent shortages during active sessions.

    Enable Medication Quantity Tracking

    To enable Medication Quantity Tracking:

    1. In the participant's profile, click the Medications tab.
    2. On the Medications page, do one of the following, depending on whether you are adding tracking to a new medication or a current one:
      • For a new medication: Click the ADD MEDICATION button and complete all required medication information. In the Tracking Quantity section, click the YES button, and then click the SAVE button.
        Important: Complete all general medication fields before clicking the YES button in the Tracking Quantity section.
      • For an existing medication: Click the medication name, and then click the EDIT MEDICATION button. In the Tracking Quantity section, click the YES button, and then click the CONFIRM CHANGES button.

    Medication_Quantity_Tracking.png

     

    Fill and Refill Medications

    After adding Medication Quantity Tracking, you can fill and refill a medication.

    To fill and refill a medication:

    1. In the participant profile, click the Medications tab.
    2. In the Track Quantity section, in the Quantity box, type the number of units received. To deduct damaged or discarded doses, type a negative number.
    3. If you received the medication earlier, select the date received in the Date boxes.
    4. (Optional) In the Notes box, add any notes about the medication.
    5. Click the FILL button. Each recorded administration automatically deducts the scheduled dose from the inventory balance.
      Tip: To set an alert when medication doses run low, configure alerts in our General Settings article.

    Medication_Fill.png

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    Missed Medications

    To ensure participants receive timely care and maintain clinical compliance, unrecorded medications automatically flag in red at the top of your eMAR. From this alert bar, you can review overdue doses or download a compliance report for your records.

    To view medication that was missed and download a Missed Medication report:

    1. In the Menu, click eMAR. Missed medications appear in red at the top of the page.
    2. Do one of the following, depending on whether you want to view and update medication that is missing or export a Missed Medication report:
      • To review and update a dose: Click the scheduled time of day or date to open the participant's charting details.
      • If you want to export a Missed Medication report, click the Download icon (eMAR_Export_Icon.png) for the specific date you want to review.

    missed.png

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    eMAR Filters

    Filter your medication administration schedule by participant name, medication name, date, time of day, group, or tag. You can also save custom filter views for you and other providers at your organization for routine medication administrations, such as morning pill passes or field trip groups.

    To filter the list of medications:

    1. In the Menu, click eMAR. Doses scheduled for the current date and time appear automatically.
    2. (Optional) To apply a previously saved search, click the Load Filter box, and then select the filter name.
    3. Apply any of the following criteria to narrow your schedule:
    • By participant or medication: In the Search box, type the name of the participant or the medication.
    • By date: In the Date boxes, select the date.
    • By time: In the Time of Day box, select the scheduled time.
    • By group: In the Groups box, select one or more groups.
    • By tag: In the Tags box, select one or more tags.
    • By earlier entries: Select the Previous Entries check box to view doses charted earlier today.
    • By as needed: Select the As Needed check box to view As Needed medications. Select the Only 'As Needed' check box to hide regularly scheduled doses.

    asneeded.png

    1. (Optional) To save these criteria for future shifts, click the SAVE FILTER button. Choose whether to create a new filter or overwrite an existing one. To share the view with your staff, select the check box to share the list, and then click the SAVE button.

    emarfilter.png

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    Export Individual eMAR History

    You can export the eMAR history of a participant in the participant's profile.

    To export the eMAR history of a participant:

    1. In the participant's profile, click the Medications tab.
    2. In the submenu, click eMAR.
    3. Click the EXPORT EMAR HISTORY button.

    Export_eMAR_History_-_Individual.png

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    Medication Administration History

    You can download a Medication Administration History report of medications charted in the eMAR.

    To download the Medication Administration History report:

    1. In the Menu, click eMAR.
    2. On the lower left side of the page, click the HISTORY button.
    3. In the Start Date and End Date boxes, select the dates on which you want to report.
    4. (Optional) If you want to narrow your report to a specific group or groups, click the Groups box, and then select the group or groups.
    5. Click the DOWNLOAD button.

    eMARHistory.png

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    Paper MAR and Medication Reports

    If you are away from a computer or mobile device, a paper Medication Administration Record (MAR) is available so that you can chart medication administration by hand.

    To export a paper MAR:

    1. In the List Builder, filter for the participants you want to include in the paper MAR.
    2. In the List Builder menu, click REPORTS.
    3. In the submenu that appears, click STANDARD.
    4. In the Report Type box, select Medication Administration Records (MARs).
    5. In the Weeks box, select One Week MAR or Four Week MAR.
    6. In the Printing for Date boxes, select the start date for the schedule.
    7. Click the EXPORT button.
    8. In the Name Your Report window, type the name of your report, and then click the Submit button.
    9. In the Report Request Successful window, click the OK button.
    10. In the List Builder menu, click DOWNLOADS.
    11. Click the Download icon (Download_Icon.png) to save a printable PDF.

    emarreport.png

    There are other helpful Medication Reports that you can find in Standard Reports:

    • All Medications: Lists all active prescriptions across selected participants for quick administrative review.
    • Medication Confirmation Forms: Generates individual check-in forms for parents or guardians to verify prescription dosages during intake.
    • Medication Counts: Summarizes total dosages required across your roster to simplify pharmacy ordering and inventory audits.
    • Medication Labels: Prints dosing labels formatted for participant medication bins and storage bottles
    • Medication Summary: Provides a consolidated roster of participant allergies, active prescriptions, and administration schedules
    • Authorized OTCs: Displays over-the-counter medications approved by parents or physicians for each participant.
    • Unauthorized OTCs: Flags over-the-counter medications that participants cannot receive, preventing accidental dispensing.

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    Medication Administration Bulk Entry

    When a session or program ends and participants leave before the end of the day, you can use Bulk Entry to update any remaining medications for the participants.

    Important: Take care when creating entries in bulk because they cannot be removed or corrected in bulk.

    Enable Bulk Entry

    Before you can update medications in bulk in the eMAR, you want to make sure that you have this feature enabled. 

    To enable Bulk Entry:

    1. In the Menu, click Settings.
    2. In the submenu that appears, click General.
    3. Click the Medications tab.
    4. Select the check box to enable Bulk Entry in the eMAR.
    5. Click the SAVE button.

    BulkEntryMedications.png 

    Update Medications in Bulk 

    To bulk update medications in the eMAR:

    1. In the Menu, click eMAR.
    2. Filter for the date, time, and participants you need to update. Check out the eMAR Filters section for more details.
    3. Click the BULK ENTRY button.
    4. In the Time Slot box, select the scheduled time of day.
    5. (Optional) In the Recorded at boxes, select the administration time. It will default to the current time.
    6. Select the status option: Given, Not Given, or Pending.
    7. (Optional) In the Note Templates box, select a pre-written reason from the Notes Templates box, or type your clinical note in the Note box.
    8. Click the Record button.

    eMAR_Bulk_Entry.png

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