EMAR: Medication and Pharmacy Setup This manual covers EMAR System Setup: Medication Time Codes, Medication Schedule Codes, SIG Codes, Medications Treatment Setup, Medical Providers and Pharmacy. Medication Time Codes: Service Minder allows you to set up Alphanumeric Passing Codes. The time ranges allow us to sort the medications properly on the Medication Administration Record and for emar. To Add Medication Time Codes, click on File Setup Med Time Codes. The following window will open, displaying the listing. Click on New to add or double click on a line to open to review or edit. Medication Time Code entry screen: Code Name: Enter the text you would like to print on the Medication Record example AM. Time Range is used for sorting on the Medication Record and when to have the medication listed on the passing screen.
SIG Codes: The SIG Code is only used if you have an interface with the pharmacy. The ID is what the pharmacy uses in the HL7 message to identify the frequency that a medication is to be given. We use these to select the correct schedule code for the medication, which then pulls the passing times for interfaces where the pharmacy does not send passing times. To access click on File Setup SIG Codes. The following window will open. To edit a Sig code, double click on the line. To add a new entry, click on the New button in the bottom left hand corner of the window and complete the ID and description. Click on Add Another to enter another code or click on Save to return to the listing. NOTE: It is recommended that Eldermark Support staff add any additional SIG Codes. The values are based on the SIG Codes your pharmacy uses. EMAR Medication and Pharmacy Setup Revised 1/5/12 2
Medication Schedule Codes: Note these should be setup AFTER you set up Unit Stations. To access, click on File Setup Med Schedule Codes. You will need to have a Med Schedule Code for all of the SIG Codes commonly used by your pharmacy. Setting these up will save you time on the medication order entry by defaulting in a standard passing time for each schedule description. This is also where the passing times will be pulled from for the medication records received from the pharmacy interface. From the listing screen, click on the New button to add or double click on a line to edit an entry. EMAR Medication and Pharmacy Setup Revised 1/5/12 3
Description: Use the lookup to select the description, which will also assign the appropriate SIQ Codes or type the description of the med schedule code. Example: Daily, Twice a Day, At Bedtime, etc. Use the find at the bottom of the lookup or scroll to find the passing schedule. Enter the Default Passing Times. Default Passing Times can be a time or a Med time code. Note: Separate multiple times with a comma. The default times can be changed for a resident if needed on the medication entry screen. Example using Medication Time Code: Click the drop down at the end of the default passing time field. Each Med Schedule code can be set up as a Routine or PRN. This is where you can make a Med Schedule Code inactive. EMAR Medication and Pharmacy Setup Revised 1/5/12 4
Assigning a Unit Station to a Med Schedule Code. If you only have one unit station, it will be checked by default. If you have multiple, you will need to check all that apply to this passing time. NOTE: It is possible to set up a Daily 8am for 1 st floor and a Daily 9am for 2 nd floor if you stagger your medication passing in your building. For Omnicare Oasis, DX and Frameworks databases, if you do not select a station, you will not have passing times on your medications. The medication schedule codes with passing times and assigned stations must be set up before the medication population. Example of a completed Med Schedule Code EMAR Medication and Pharmacy Setup Revised 1/5/12 5
Medication Treatment Setup: This is where you will add new medications/treatments to your system. Note: You will only add treatments and other items you want to print on the medication sheets for documentation. You will not see the master list of medications in this list. You will only see the medications when entering them at the resident level. To access, click on File Setup Medications Treatment Setup - Open. The following window will open: Click on the New button to add or double click on a line to open. Type in the Medication Name and the pertinent Side Effects. Side Effects entered here will print on your Medication Administration Record. If you have additional medications or treatments to add click on Add Another or click on Save to close. EMAR Medication and Pharmacy Setup Revised 1/5/12 6
Med Provider: Med Providers are how you schedule your staff that will be passing medications. This is NOT set up by employee name, but by how you staff. To access click on File Setup Med Provider Open. A listing screen will be displayed. To edit, double click on the line of the provider you want to edit. To add, click on the New button. Adding a new Med Provider Check mark to make inactive The Facility Name and Code will be completed for you. Name: This is the provider description and will be in a list to select the correct medication schedule. Shift Begin: This is the start time of the provider s shift. Shift End: This is the end time of the provider s shift. Note: When adding times you can enter in 7a for 7:00 AM or 11p for 11:00 PM EMAR Medication and Pharmacy Setup Revised 1/5/12 7
Is a Nurse: If the provider is a nurse, mark this. When a provider is setup as a Nurse AND is assigned to a unit that has another provider assigned to it for the same period of time. Medications that are marked Administer by Nurse Only will pull to the Nurse provider schedule. The Med provider that is not a nurse will see all other meds. Units: After the units are configured, you will see the list of units this Med Provider is responsible for. Example of a completed Med Provider: Once you have added all of your Med Providers, you will need to assign the units each Med Provider is responsible for on his or her shift. From the Med Provider listing screen, click on the Configure Units button. Note: you should only have a unit assigned to 2 providers for the same shift if one of those providers is set up as a nurse. Mark the units that each provider will be responsible for. Click on Save, then click on Close. EMAR Medication and Pharmacy Setup Revised 1/5/12 8
Pharmacy: To access click on File Setup Pharmacy Open. A listing screen will open. Click on the Add button to add new. Double click on a line to edit. For the pharmacy that is interfaced, Eldermark support will start the setup. Facility staff can update the pharmacy information. Complete the fields desired. The Pharmacy name and phone number will print on the Face sheet and other reports. Click Save to go back to the listing or Add Another to add additional pharmacies. Pharmacy Integration (1): This is set up by Eldermark and cannot be changed by the facility staff. External Systems Integration: This is the setup for the communication with the pharmacy database. Pharmacy Integration (2): This is set up by Eldermark and cannot be changed by the facility staff. EMAR Medication and Pharmacy Setup Revised 1/5/12 9