This article is for the person setting up the medication record (usually a Manager). Once a medication is added, staff can begin recording administrations.
The schedule is part of the same medication form — there's no separate scheduling step. If it's a PRN ("as-needed") medication, you simply turn on the PRN toggle and leave the schedule blank.
Before you start
You'll need:
- The prescription label or order from the prescriber.
- The medication name (generic or brand — both are searchable in BEHCA's library).
- Dose — quantity and unit (e.g. 10 mg, 5 mL).
- Form — tablet, liquid, injection, patch, etc.
- Route — oral, intravenous, topical, etc.
- The schedule (if not PRN) — exact times, days of the week, frequency.
Where to add medications
On the web
- Sign in to BEHCA.
- Open the profile you're setting medications up for.
- Go to the MAR Configuration tab.
- Click Add New. The medication form opens.
On mobile
The mobile app supports recording doses, but adding new medications is best done on the website where the form is fuller.
Filling in the form
Everything for the medication — including its schedule — is on this one form:
- Medication name — type the name. BEHCA's library autocompletes. If your medication isn't found, type the full name manually.
- Quantity / Measure — the dose amount and unit (e.g. 10 mg, 5 mL).
- Form and Route — pick from the dropdowns (Tablet, Liquid… / Oral, Topical…).
- Time(s) — the times of day the dose is due (skip for PRN).
- Date range — optional Start Date / End Date for short courses.
- Repeat options — every-N-days or specific days of the week, if it's not a daily medication.
- Requires Counting — toggle on for narcotics or other controlled substances.
- PRN — toggle on for "as-needed" medications. PRN meds skip the schedule.
- Instructions / Notes — special handling ("Give with food", "Refrigerate after opening").
(The form also has tabs for Side Effects and Documentation, where you can attach a physician's order.)
Saving
Click Save and Continue to create the medication. It's added to the profile's MAR right away, and staff can begin recording doses. (When you come back to edit an existing medication later, the button reads Save and Close.)
What happens next
- Adding a medication creates a MAR version entry, recorded in the version history.
- Reviewers (Managers, or staff/guests with the Review MAR/IRs permission) get a notification to sign off on the change.
- Until reviewed, the medication is still active — your team can administer doses immediately.
See Reviewing and signing off MAR changes for the review side.
Editing or ending a medication
- To change a dose, schedule, or any other detail: open the medication from the MAR Configuration tab, make your change, and click Save and Close. Changes create a new version.
- To end a medication on a certain date: set an End Date on the medication. It stops appearing on the daily MAR after that date but stays in the history.
- To remove a medication from the active list: use the trash icon next to it and confirm. It stops appearing on the daily MAR, but its history — past doses and version entries — is kept for your records. (There's no separate "Stop" button — use an End Date to wind something down on a set date, or remove it if it was added in error.)
Common questions
- The medication isn't in the library. — Type the full name manually. Custom names work fine; the library is just for autocomplete.
- Can I attach a photo of the prescription label? — Yes, upload it as a Supporting Document on the profile. See Documents overview.
- What if the dose changes mid-treatment? — Edit the medication. The previous dose is preserved in version history with the date it changed.
- How do I stop a medication? — Give it an End Date so it stops appearing after that day. You can also remove it with the trash icon — either way, its past doses and version history stay in the record.