1 Go! Guide: Medication Administration Introduction Medication administration is one of the most important aspects of safe patient care. The EHR assists health care professionals with safety by providing up-to-date patient information. Some EHR systems have built-in error checking when medication orders are entered to verify there are not any conflicts with allergies or other medication orders. Even if there is error checking, it is important to always review the patient s identity, current condition, vital signs, other active medications, administration history, allergies, and other treatment orders when giving medications. The term medication administration generally refers to a health care professional administering a scheduled medication or infusion for someone who is considered an inpatient. This guide does not address outpatient medications which are typically self-administered by the patient. The EHR provides details about the medication order, including the dosage, route, frequency, and additional information from the provider who created the order. Scheduled medications and infusions are administered individually in the EHR. In Neehr Perfect Go!, inpatient medications can be administered with or without a barcode scanner, as you may encounter in practice. Additional resources For additional information on entering or modifying medication orders, please refer to the Go! Guide to Medication Orders. This guide focuses on medication administration. If you re a faculty user and you d like to add a past medication administration to a case patient, please see the Go! Guide to Adding Medication History. FAQs about medication administration 1. I don t have a scanner or barcodes. Can I still administer medications in a patient chart? a. Yes, medications can be administered without a scanner or barcodes. Please see Administering Medications section. 2. How do I know when the case patient last received a medication? a. The administration history will be displayed on the Meds tab. It is also displayed within the order details after selecting a specific order. 3. The case patient refused the medication being administered. How is this documented? a. After scanning or entering the medication barcode number for the attempted medication, the Dispensed Status can be updated accordingly. See Administration Exceptions section. It is important to document this before selecting OK to confirm medication documentation, as it cannot be undone after doing so. 1
2 Locating patient barcodes If you did not receive the patient barcodes from your instructor, you can locate them in Go! for applicable inpatient activities. After clicking on an activity, select Step 1: Overview & Resources. Then click on the download icon for the file labeled Barcodes. A PDF file will download and, depending on your web browser, you may need to click the file to open it. The file may be saved or printed. Please note that you will need to print the barcodes in order to scan them (they cannot be scanned on the computer screen). 2
3 Accessing medication orders in the EHR Medication orders can either be viewed from the Orders tab or the Meds tab. The Meds tab displays only medication orders for easier viewing and includes the administration history. However, new medication orders must be added from the Orders tab. Please see separate Go! Guide to Medication Orders for information on adding medication orders to a chart or editing an existing medication order. This guide focuses specifically on giving medications, not adding new medication orders. After launching the EHR for any patient, select the Meds tab on the left side of the screen: 3
4 The summary view shown below provides the Category, Drug Description, Order Status, Frequency, and Admin History for all medication orders. Click on any medication order in the listing to access the Order Details: From this details view, you may select from the following menu options found in the bottom, right corner of the screen: 4
5 Previous: Brings you to the previous medication order in the list if you re not already looking at the first order. Administer: This allows you to document the medication administration in the chart with or without a barcode and/or scanner. See Administering Medications section. Delete: This option will appear only for medication orders that you have entered, allowing you to completely delete the order. Warning: Deleting the order permanently removes it from the chart and it cannot be recovered. Edit: Allows you to modify an active order. Most often, an active order is edited to update the status to keep the order list up-to-date. However, you may edit an active order to modify any of the existing field entries and/or add a new comment to the order. See separate Go Guide to Medication Orders for more information on editing orders or entering a new order. Close: Exits the details view of the specific order and returns to the summary list. Next: Brings you to the next medication order in the list if you re not already looking at the last order. Medication details After selecting a medication order, additional details are displayed. The order details for Scheduled Medications include: Date: Reflects the date the order was entered in the chart. 5
6 Category: Indicates type of order; in most cases this will indicate Scheduled Meds of Infusion Meds for inpatient medication orders. (Prescriptions and Home Meds are not administered in the EHR and are not described in this guide). Author: Indicates the person who entered the order in the chart. The author may be different than the provider who may have called-in the order or is otherwise responsible for reviewing the patient s orders. See Provider field. Provider: The licensed provider who is the responsible party for the medication order. Medication: The drug name as it appears in the formulary. The formulary in Go! is from the National Drug File. Alternate Name: The author of the order may choose to manually enter any alternate name(s) for the medication selected above. An example might be an order for aspirin. Aspirin is also sometimes referred to in practice as ASA. ASA is the Alternate Name. Barcode ID: The number associated with the specific medication ordered. It is used for generating barcodes. Dose/Dosage: The amount the patient should receive with each administration. Route: How the drug is administered to the patient. For example, if the drug is taken orally, By mouth (PO) will be displayed. Order Details: Additional information the author may choose to add about the medication order. Frequency: How often the medication is to be administered. Pre-defined options are provided including: As Directed, Now, Once, Daily, Q4H, etc. Refer to a medical terminology guide if you re unsure what the frequency indicates. The frequency may or may not include specific administration times. Status: Indicates if the medication order is currently valid. Only those with a status of Active or Changed may be administered. Status options include: Expired: The Stop Date of the order has been reached and the order is no longer valid. Discontinued: The order is no longer applicable and should no longer be completed. Complete: This order was fulfilled and is no longer active. Changed: This order has been modified from its original form. 6
7 Active: This order is active and should be completed per the ordered schedule. Pending: This order is waiting for more information or other action from a member of the healthcare team before becoming active. Unsigned: This order is waiting for the provider to review and sign before becoming active. On Hold: This order is temporarily on hold and may become active again in the future. Flagged: A member of the healthcare team indicated this order needs additional attention. Non-Verified: This status is used for inpatient orders (Scheduled or Infusion) pending review by the pharmacist. This status must be selected if the order is to be verified in the Pharmacy section. Not Filled: This status is used for Prescription orders pending review by the pharmacist. This status must be selected if the order is to be verified in the Pharmacy section. Starts on: The date and time the order should take effect. Ends on: The date the order expires and is no longer valid. Administration History: Previous administrations of the medication are listed in this section. Notes: Additional free-text comments the author or another user may add about the order including optional attachments. Infusion medication orders also include: Solution: The base solution, or primary fluid, of the IV. Solution Volume: The total volume of the solution, typically 25 ml to 1000 ml. Solution Rate: The rate, in ml/hour, the IV is infused to the patient. # of Bags: The number of IV bags needed to achieve the total volume or time of the infusion. Additive: Additional components such as vitamins, medications, and/or electrolytes that need to be added to the solution (if the bag is not premixed). Multiple additives may be included. Additive Quantity: Amount of additive included in the solution. 7
8 Prescription orders also include the following fields (and cannot be administered in the EHR): Directions: How the patient should take the medication. Dispense Quantity: How much is given to the patient when the prescription is filled at the pharmacy. Days Supply: How long the dispense quantity is expected to last. Refills: The number of times the patient can get the prescription dispensed to them by the pharmacist. Substitution Allowed: If the pharmacist can substitute a generic or alternate version of the medication. Administering a medication Only scheduled medications and infusions with a status of Active or Changed can be administered in Neehr Perfect Go!. Prescription and Home Meds are intended to be selfadministered by the patient and are not administered in the EHR. To give an active medication, select the Meds tab then Administer in the bottom, right corner: Note: medications can also be administered from the Orders tab after selecting a specific medication order. First, you will be prompted to enter the patient s medical record number (MR#). 8
9 If you have a compatible barcode scanner, scan the patient wristband barcode. The wristband barcode is found on the top of the barcode sheet and includes the patient s name and MR#: Or you may choose to manually enter the MR# without a scanner. Locate the MR# for the specific patient at the top of the screen and type the MR# exactly as it appears including capitalization and the dash (-). 9
10 After the MR# is scanned or typed, click Next. After the MR# is verified, you will be prompted to enter the medication barcode number for the med you re administering. Again, this can either be scanned in or entered manually. When scanning the barcode, be sure to select the correct barcode. If you re manually entering the medication barcode number, you can find it as part of the barcode sheet or in the Order Details after selecting a medication order. However, the easiest option is just to select the medication from the dropdown menu. Click anywhere outside of the text field. That indicates to the system that you re not using a scanner and then a dropdown list of the patient s existing med orders will appear. Simply select the medication being administered from the list rather than manually typing it in. 10
11 Click anywhere off the Medication Bar Code Number field and then the dropdown option will appear. After the medication barcode is selected or scanned in, select Next. If there is more than one order for the same medication, a Duplicate Med Warning will appear, prompting you to select the intended dosage. Otherwise, a Medication Administration window will appear and will first prompt you to review the scanned or entered drug and confirm it is the correct one you re planning to administer. Ensure the correct medication is selected. 11
12 If the medication displayed does not match the drug you intended to administer, select Cancel and begin the process again, ensuring that you re using the correct barcode or manually selecting the correct medication. Otherwise, scroll down in the Medication Administration window to review the patient s last entered vitals to confirm the medication can safely be administered: 12
13 If desired, select Add a Vital to enter a new set of vitals. When administering sliding scale insulin, the blood glucose reading (Accucheck) can be documented by adding a vital. See the Administering Sliding Scale Insulin section of this guide. Continue scrolling down the Order/Drug Review window. If the drug being administered has specific due times for that day, you ll see a Virtual Due List. Select the dosage you re administering. Dosages that have already been given will not appear on the list. If you re trying to give a dose that is/was due on a different date, select the calendar icon to change the date of the Virtual Due List. 13
14 If you re administering a medication that doesn t have a pre-defined schedule or is a PRN medication, you will not see a Virtual Due List and the EHR will automatically select the current date/time for the administration time. Any previous administrations will be listed at the top of the Administration section. Previous administration Continue scrolling and populate any remaining fields, as applicable: Author: By default, Current User will be selected which will indicate you gave the med. Alternate authors may be selected from the dropdown list. Dispensed Status: By default, Given will be selected for scheduled meds and Infusing will be selected for infusions. See next section, Administration Exceptions, if the medication was not given or refused. Dose administered: Manually type the amount the patient received of the specific drug. This should match the quantity specified in the order unless otherwise noted. Solution Volume (Infusion only): This field auto-populates with the volume that was ordered. Solution Rate (Infusions only): This field auto-populates with the rate that was ordered. Bag (Infusions only): Select which bag is being administered from the dropdown menu. IV Flow Rate (Infusions only): Enter the flow rate of the IV. This is typically the same as the ordered solution rate unless otherwise noted. Route: By default, the route specified in the original order will be indicated. If the medication was administered through another route, select it from the dropdown menu to select it. 14
15 Site (if Applicable): Manually enter a site, or location, if applicable. For example, if the medication was given intramuscularly, indicate where the injection occurred. Reason for Administration: Enter why the medication was administered. For example, it was given for nausea or blood pressure control. Administration Details: Type any additional information relevant to this specific administration. For example, if a different dose than what was ordered was given, note the reason. After completing the applicable fields, select Administer Med. The Admin History column of the Meds tab will now display the administration information Select OK if it is correct or select Undo if there was an error. If Undo is selected, you ll be prompted to review the administration details and confirm Undo. If OK is selected, the original medication order will remain active and may be given again. If no further doses of this medication are available to be given, the order status will change to Complete and cannot be administered again. Repeat these steps to administer additional medications. As long as you remain on the Meds tab, you won t be prompted to enter the medical record number again. 15
16 Administering sliding scale insulin Sliding scale insulin orders will appear as a scheduled medication along with the other medication orders for the patient. The sliding scale specifics are entered in the Order Details section found after selecting the order. Administer the medication following the same steps outlined in the previous section. When reviewing the details in the Medication Administration window, you may choose to Add a Vital to document the patient s capillary blood glucose reading (ex. Accucheck). 16
17 Select Save when finished to return to the Medication Administration window. Continue entering data about the administration including Dose administered, Route, Site, and Reason for Administration. The Administration Details field may be used to document the nurse who verified the dose. 17
18 Then select Administer Med and confirm the administration by selecting OK. Administration exceptions Occasionally, medication administration does not go as planned. The patient may refuse to take a drug or it cannot be administered for various reasons. It is important to indicate in the EHR if a medication was refused or otherwise not administered before the medication documentation is finalized. This is achieved by changing the Dispensed Status field when reviewing the Medication Administration details for a particular medication. 18
19 Dispensed Status options include: Given: The medication was successfully administered. Held: The nurse or health care personnel decided not to give the medication. Early: The medication was given ahead of schedule. Late: The medication was given after the scheduled time. Refused: The patient refused the medication and it was not administered. Not Given: The medication was not administered. Removed: This order has been removed and not started. Infusing: An IV medication order was started. Stopped: An IV medication order was stopped by the health care team before the IV infusion was completed. Completed: The medication order was completed successfully and there are no other scheduled doses. For example, if a medication is ordered as Once, it will automatically be marked as Completed by the EHR after it is given. Missing Dose: A scheduled dose was missed for various reasons. 19
20 For example, to mark a medication as refused, scan or enter the medication barcode number when prompted. Then go through the Administration menu and select a Dispensed Status of Refused. You may want to document additional information in the Reason for Administration or Administration Details fields (even if the medication was not actually administered). Then select Administer Med to document that it was refused. Review the highlighted order status for accuracy then select OK if it is correct. Select Undo if the order was not documented correctly. 20
21 Once OK is selected, the medication documentation cannot be changed. So it is important to confirm the patient accepted or did not accept the medication and the Dispensed Status is accurate before selecting OK. Submitting your work When you are finished in the patient chart, select Close Session. Important! This is how your work is saved. Do not close your browser window or tab without clicking Close Session. Your medication administration documentation is tracked in the Progress Report for the EHR session. No one else can view your instance of the patient chart and medication activity. You must download the Progress Report for the specific EHR session and submit it to your instructor in order for them to review your work. Please see separate Go Guide to Completing and Submitting Work for more information. 21
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