Working with Medication Records







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To enter, update, or delete a medication record, complete the following steps from the AWARDS Home screen:

    1. Click Charts from the left-hand menu, and then click Medical.  The Medical fly-out menu is displayed.
    2. Click Medications.  The Medications index page is displayed.

    1. Click the Program drop-down arrow in the upper-right corner of the page and select the program associated with the client for whom medication records are to be worked with.
    2. Click the Client drop-down arrow and select the client for whom medication records are to be worked with.

  TIP:  If the medication records to be worked with are for a former (discharged) client, first click the Archives toggle to the right of the client selection option.

The index page is automatically refreshed to display any existing medication records for the selected client.

  TIP:  When working on the index page, medication records are easily accessible using the following tools and navigation features:

"Show Records" display options - By default the index displays all current medication records (those with a start date prior to today AND no end date, or with an end date that is in the future). To expand the display to include all existing medication records for the client instead, click All under "Show Records" in the left-hand menu.  An Available for Deletion option is also available there for users with the "Medication Data Deletion" permission.

Sorting options - By default the index is sorted alphabetically by medication name, from A-Z.  To adjust the sorting click a column header in the table to sort by that data  variable instead.  Clicking a column heading a second time reverses the sort order.

Navigation options - 10 records are displayed on the page by default.  To access records on subsequent pages of the index (when applicable), click the arrows in the bottom-right corner of the table.  To display 25 or 50 records at a time, click the Show drop-down to the left of the record count, also in the bottom-right corner, and make a selection.

Once you select records on the index, a count of how many total records are selected is displayed in the action bar. Selections are maintained while moving from one page of the index to the next; meaning, you can select records on the first page (showing records 1-10 by default) and move to the next page (displaying records 11-20) without losing the selections made on the first page. Links for Show all selected records and Uncheck All are available beneath the index table for easy navigation.

Search and filtering options - A Search field is available on the action bar along with a corresponding Filter by drop-down list.  To search the contents of the index (including those records not currently displayed on the page), enter a value in the Search field.  The index is automatically updated as you type.  To further narrow your search, use the Filter by selection to indicate whether the search should look at data in "All Columns" (the default) or a specific column.

Related features access - Links to one or more of the following related pieces of functionality may be available in the left-hand menu, based on your agency's configuration:

- AWARDS E-Prescribing Notifications - Available to E-Prescribing agencies. Opens a Prescriptions Report listing RX notifications and action items.  For instructions, click here.
- Medications ReportBuilder - A shortcut to the ReportBuilder for this feature.  For instructions, click here.
- Medication Lookup - Opens RxList from which users can access medication lookup information.  (The label and website may vary, based on agency settings.)
- MAR - Opens multi-medication administration data entry for agencies set to use the MAR.  For instructions, click here.

    1. At this time, complete one or more of the following tasks as needed: 

   Add a new medication record - To do so, click the add new icon from the action bar above the records  table.  A new data entry page is displayed.  Configure the fields and options on this page as necessary, and then click Save.  The record is saved, and a confirmation page is displayed.

  NOTE:  Once a medication record is saved, "Administration Records" and "Pharmacy Orders" subsections of the record become available for data entry, and can be accessed for data entry from the left-hand menu while viewing the medication record.  Each record subsection has its own index and Save button for data entry purposes.

  TIP:  For more information on each field/option available on the data entry page for medication records and their subsections, see Medication Fields / Options.

   Update an existing medication record - To do so, click the record to be updated, or click the checkbox to the left of that record and then click the edit icon from the action bar above the records table.  The data entry page is displayed.  Make changes to the information on this page as needed, and then click Save.  The record is saved, and a confirmation page is displayed.

  NOTE:  When editing medications that have been e-prescribed (as noted by the e-prescribed medication flag on medication records and in the Medications ReportBuilder), not all fields/options are available for data entry.  Data synced from the AWARDS E-Prescribing feature is displayed as read-only.

  NOTE:  Once a medication administration record has been entered for a medication, some of the medications fields/options are not available for editing. 

  TIP:  For more information on each field/option available on the data entry page for medication records and their subsections, see Medication Fields / Options.

   View information for an existing medication - To do so, click the checkbox to the left of the record for which medication information is to be viewed, and then click the infobutton icon from the action bar above the records table.  A MedLine Plus window is opened containing a link to access the medication information from.

   View or print an existing medication record - To do so, click the checkbox to the left the record to be viewed/printed, and then click the view icon from the action bar above the records table.  A read-only version of the record is displayed and can be printed as needed using your browser's print option.

   Delete an existing medication record - To do so, click the checkbox(es) to the left of the record(s) to be deleted (keeping in mind that a maximum of five records can be deleted at a time), and then click the delete icon from the action bar above the records table.  A confirmation message is displayed.  Click OK to proceed with the deletion.  The selected record(s) are deleted and the updated index is displayed.

  NOTE:  In order to delete medications, you must have the "Medication Data Deletion" permission.

  TIP: Prior to selecting records to be deleted, click Available for Deletion from the left-hand menu.  The index is automatically refreshed to show only those records that can be deleted.  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, use the update process above 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.

   Access AWARDS E-Prescribing - If your agency subscribes to the E-Prescribing feature in AWARDS to electronically send client prescriptions directly to a pharmacy to be filled, you can access that feature by clicking the E-Prescribing icon from the action bar above the records table. For more information on E-Prescribing, click here.

   Return to the Medications index - To do so, click the To Index icon from the action bar while working in a record to return to the index page.  You can also return to the index page at any time by clicking Medications from the breadcrumbs trail below the AWARDS navigation bar.

The process of working with medication records is now complete.

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