Setting up a participant’s medication profile

Record the pharmacy or prescriber chart for a participant, check the medicines that make up their eMAR, and understand what each setting changes.

Before you begin

• Your role can manage medication charts.
• You have the current pharmacy or prescriber chart.

Upload the chart you received

1. Go to Care → Medication and eMAR and open the Medication charts tab.
2. In Pharmacy and prescriber charts, select Upload chart. The Upload a medication chart panel opens.
3. Choose the Participant (the participant).
4. Choose the Chart type: Pharmacy chart, Prescriber chart, Webster-pak schedule, Discharge summary or Other.
5. Enter Pharmacy or prescriber and the Date received (it can’t be in the future).
6. Attach the Chart file (PDF or photo) if your role can upload files.
7. Select Save chart. The message reads “Chart received. Set up the medicines from it, then check it in.” The chart shows with status Received.

Check the medicines on the profile

1. Current medication charts lists each medicine with Medication, Schedule (times, or PRN with its reason and daily maximum), Prescriber, Pack, Risk and Status.
2. Filter by Type (PRN or Scheduled), Pack, Risk (High-risk) or Status (Active, On hold, Needs verifying).
3. Medicines showing Needs verifying were added or changed and are waiting for a second person to check them against the chart. The person who entered a medicine can’t verify it.
4. Once the medicines are set up, the chart upload shows Set up and the number in Medications set up.

See the profile on the participant’s record

1. Open People → All participants, then the participant, then the Medication tab.
2. You see Current medications (with PRN and high-risk counts), today’s doses given, due or overdue, refused, missed or withheld, the Current medication chart and Today’s eMAR.

What drives the eMAR

1. Scheduled medicines create doses at their charted times, which appear on the round board and in the app.
2. PRN medicines have no times; they carry a reason, a maximum in 24 hours and a minimum interval.
3. Flags on a medicine change how it is recorded: High-risk needs a second checker, Controlled needs a witness on stock counts, and a chemical restraint PRN links to the restrictive practice register.

Tips

• Keep the pharmacy or prescriber chart attached to the upload so anyone checking the eMAR can compare against the source.
• By default, unverified medicines can still be recorded with a warning; your organisation can make them block recording instead.

If something goes wrong

Upload chart is missing.

Your role needs permission to manage medication charts (team leaders and registered nurses by default).

The file field is missing from the panel.

Your role cannot upload files. Save the chart without it and ask someone who can to attach it.

A worker sees “Chart not verified: This medicine is waiting for a second person to verify the chart”.

Your organisation blocks doses of unverified medicines. Ask a second team leader or nurse to verify it.