The following frequently asked questions provide details on the most commonly asked about pieces of the Medications feature. Click a question from the list here to navigate directly to the corresponding answer, or scroll through the full list of questions and answers below.
No, a specific date must be entered in the End Date field in order to discontinue a medication. Even if the exact end date is not known, you will still need to enter a date in the past in order for the medication to be removed from the client's current medications list.
NOTE: If the End Date is an estimated date and is not confirmed, optional Estimated End Date checkbox can be turned on by request. When turned on, it is only displayed if an End Date has been entered. For more information on this feature and/or to request that it be turned on in your AWARDS database, download the Medical Module - Implementation Requests Form, complete the relevant portion of the form, and submit it to [email protected].
Yes, the Archives toggle on the Medications index page can be switched to "yes" before making a client selection on that page if it is necessary to select a previously discharged client for data entry purposes.
Yes, an optional enhancement to allow for multi-medication administration records can be turned on at the program type level by request. For agencies using this feature, all available medications for the selected client are available on the MAR data entry page, and users are able to enter multiple medication administration records for that client at once.
If the MAR feature is not yet available in your AWARDS database and you would like it to be, download and complete the MAR - Implementation Requests Form request form, and then submit it to [email protected].
Because saving administration records requires the user's electronic signature, they cannot be edited or deleted; however, users with the permission to remove electronic signatures do have the option to remove a signature when viewing an administration record, which will delete that record entirely. For more information see the Removing Electronic Signatures - Instruction Sheet.
TIP: A single exception to administration record editing is made in those instances in which the MAR has been set to collect Outcome information. Medication administration records are saved individually for each medication and administration date/time. To add outcome information to any of them, open the medication record in data entry mode from the index page, and then click Administration Records from the left-hand menu to view the corresponding sub-index. Select the record for which outcome information is to be added, and then click the Edit icon above the records table to access the selected record in data entry mode, where the outcome can be specified.
For agencies using the optional AWARDS E-Prescribing functionality, "Rx" next to a medication name indicates that the medication entered into AWARDS has synced to the E-Prescribing dashboard, or vice versa - that a medication prescribed on the dashboard has been synced into the AWARDS medications index.
RxNorm is a unique identifier for medication name, strength, and unit used for AWARDS Certified Edition use cases such as Interoperability and quality measures. It auto-populates with the RxNorm code for the medication and strength combination entered on the page.
A link to the RxNav medication search tool is available next to the field name, which opens the national RxNav database to allow you to search for a more specific RxNorm code if desired, or if no match was found by the system.
NOTE: This information is not editable for medications that have been e-prescribed, where the medication name was selected from the searchable library, or for medications that have administration records entered for them. For all other records, while the code pre-populates it remains in data entry mode for editing if it is necessary to make any changes.
The NDC, or National Drug Code, is a unique 10-digit or 11-digit number, and a universal product identifier of medications. The codes can be used to help identify the labeler (manufacturer, repackager, or distributor) of the medication, the specific strength, dosage form (i.e. capsule, tablet, liquid) and formulation of a drug, the package sizes and type of package.
Not all medications have an NDC Code. Medications are assigned NDC codes based on the RxNorm identifier. Some RxNorm identifiers are not specific enough to have an NDC code which reflect particular packaging that a medication comes in, not just a compound, strength, and unit. To select a specific RxNorm code associated with NDC codes, after an RxNorm code is assigned during the data entry process, click the RxNav pop-out and select a record from "Branded Drug or Pack," and then copy the "RxCUI" into the RxNorm field.
Medications "belong" to the client rather than to any individual program. As a result, medication data entry completed in one program is visible in all other programs in which the client is enrolled.
If multiple electronic signatures have been applied to a record, the ReportBuilder's Locked by E-Sign Date data variable populates with the date on which the first of those signatures was applied. It is that date on which the record was locked from further edits.
The Medications feature is available for use by staff with the following permissions:
Program Chart Access
Display Any Chart Records Buttons
Display Chart Records Medical Button
Display Chart Records Profile Button (optional - to work with medications from within client face sheets if the face sheet has been configured to allow it)
Medication Data Deletion (only required if it is necessary to delete medication records)
Additionally, for each medication recorded in the Medications feature administration records can also be entered. If you will be recording medication administration information, please keep in mind that saving an administration record requires an electronic signature from the user entering the record. If you will be working with the medication administration records and do not currently have an electronic signature configured, please click here to learn more about how to do so.
NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
The MAR data entry page does not display medications for dates prior to a medication's start date, or after its end date. Additionally, data entry for future dates is disallowed unless the medication was entered as self-administering in the medication record.
For agencies using AWARDS E-Prescribing, it is necessary for the medication data entry form to use a default list for the Dosage, Frequency, and Route drop-down options so that syncing occurs correctly. If your agency previously used a configured list, those selections will have been replaced with the required list. Existing medications will continue to display the previously selected values on the face sheet, Medications index, Medications ReportBuilder, and in Medication dynamic sections; however, when updating medication information on the medication data entry form, the Dosage, Frequency, and Route selections may display as blank until a new selection is made (using the new lists). This only applies when editing medication information; sub-indexes for administration records and pharmacy orders can still be accessed from the medication form without having to make new selections.
In order to delete medications, you must have the "Medication Data Deletion" permission.
IMPORTANT! E-Prescribed medications and those for which administration records have been entered cannot be deleted, regardless of whether you have permission to delete medications.
WARNING! Once a medication record has been deleted, it cannot be recovered. To close out a medication record rather than delete it, update the record and enter a value in the End Date field. Doing so indicates that the medication is no longer in effect, while preserving it in the client's medication history.
When using the MAR, a medication's end date cannot be on or before the last administration date.