Recording each dose is the day-to-day work of MAR. It's quick — usually a couple of taps — and it creates the auditable trail that makes MAR valuable.
Who can record administrations
Any team member with the Track MAR permission can record doses. Managers can grant or remove this permission per Staff member from their team page.
The first time you record a dose, BEHCA asks you to confirm a one-time statement — "I affirm that I have been approved to administer medications per agency and governing policies and rules" — before the buttons unlock. You only do this once.
Recording a scheduled dose
Doses are recorded on the MAR tab of a profile's daily tracking page.
On the web
- Sign in and open the profile.
- Go to the profile's daily tracking page and open the MAR tab.
- The page shows that day's doses, grouped by time.
- For the dose you're giving, tap the matching button:
- Given — administered as scheduled.
- Skipped — not given. A popup asks for a reason.
- Refused — the person refused. A popup asks for a reason/notes.
- Fill in anything the popup asks for, then click Confirm.
On mobile
- Open the profile's daily tracking → MAR tab.
- Find the dose.
- Tap Given, Skipped, or Refused and confirm.
Once recorded, the dose shows your status, name, and timestamp. (A dose you haven't recorded yet simply sits there waiting — "due" isn't a saved status, just a dose you haven't acted on.)
Recording a PRN dose
PRN ("as-needed") medications aren't on a schedule — they show a single Given button. To record one:
- Open the MAR tab and find the PRN medication.
- Click Given.
- In the popup, fill in the Reason it was given and the Outcome.
- Set the Effectiveness Ranking (a 0–4 slider for how well it worked).
- Click Confirm.
PRN doses appear in the day's record at the time you logged them.
Recording for a past day
On the web
Use the date picker at the top of the MAR page to navigate to a past day, then record like you would for today. The audit log captures both the dose time and the recording time.
On mobile
Tap the date at the top of the MAR section and pick a past day.
Counted (narcotic) medications
Medications marked Requires Counting show an extra Count button (a calculator icon) alongside the usual options. Tapping it opens a Medication count popup where you record the running inventory:
- On Hand — amount available before this administration or refill.
- Received — amount received from the pharmacy.
- Given — amount given at this time.
- Disposed — amount discarded or destroyed.
- Remaining — amount left afterwards.
You then type your name to sign and tick "I certify this count is accurate" before clicking Save Count. These fields support compliance with controlled-substance regulations.
What you'll see after recording
- The dose shows its new status (Given, Skipped, or Refused) and is locked in.
- The MAR list updates immediately.
- The dashboard reflects the new entry on the next refresh.
Editing or undoing a recording
- Open the dose (the pencil/edit control) to change status, time, or notes.
- Delete a recording to remove it entirely — the dose then opens up to be recorded again.
- All edits and deletions are audit-logged.
Tips
- Use the time field carefully. It defaults to "now" — adjust if you're recording after the fact.
- Don't pre-record. Logging "Given" for a dose you haven't yet administered defeats the purpose and is dangerous.
- Add a reason for skips and refusals. "Refused — vomiting" is more useful than just "Refused".
Common questions
- The medication doesn't appear on today's list. — Check the schedule's date range. It may not have started yet, or may have ended. Also check that the medication is on the profile's MAR.
- Can a Guest record administrations? — Only if the Manager has given them Track MAR permission.
- What if I'm a substitute and don't have permission yet? — Ask the Manager to grant Track MAR before your shift.