Medications

1. What MAR is

The Medication Administration Record (MAR) is BEHCA's medication-tracking system. It replaces the paper sheets, spreadsheets, and reminders many providers use today. What MAR does - Records every medication the person you support is currently taking — name, dose, form, route, and schedule. - Generates a checklist for each scheduled dose so staff know exactly what to give and when. - Records each administration — given, skipped, refused — with the time and the staff member's name. - Tracks changes to medications over time, with version history and reviewer sign-off. - Handles PRN ("as-needed") medications alongside scheduled ones. - Counts narcotics that require physical inventory tracking. - Generates compliance reports for clinicians, families, and regulators. Who uses MAR - Managers (or designated Staff) set up medications, configure schedules, and review changes. - Staff record each dose as they administer it. - Reviewers (Managers, or staff/guests given the Review MAR/IRs permission) sign off on changes — adding, editing, or ending medications. - Families and clinicians see the record via their Guest access. When to enable MAR Enable MAR when: - The person you support takes prescription medications regularly. - You need an auditable record of administration for clinicians, families, or regulators. - Multiple staff are administering medications and you want consistent tracking. If MAR isn't enabled on a profile, it doesn't show up in the daily tracking tabs or the dashboard. Enabling MAR on a profile A Manager or Billing user can enable MAR per profile from the profile settings. Some plans also need MAR enabled at the organization level — check your Billing user if you don't see MAR options. On the Family Plan, MAR is an add-on. Your Billing user can enable it from the Billing page. How MAR fits with daily tracking The daily tracking page has its own MAR tab for that profile, alongside Behavior, Environment, and Health. Each day, that tab shows the medication list for the day and lets staff record administrations. The dashboard rolls everything up — adherence rates, missed doses, PRN frequency. A simpler option for vitamins and supplements You don't have to set up every vitamin or supplement as a full MAR medication. If you just want a quick checklist without doses, schedules, and sign-off, BEHCA has a lighter option: - When MAR is turned off for a profile, you can list Vitamins / Supplements (and simple medications) on the profile's tracking setup. They then appear as checkboxes on the Health tab of daily tracking — staff just tick what was taken that day. - This is ideal for everyday vitamins and over-the-counter supplements where you don't need the full medication record. Use full MAR when you need doses, schedules, PRN handling, counts, or a reviewed audit trail. Use the simple Vitamins / Supplements list when a daily checkbox is all you need. (The simple lists are hidden once MAR is enabled on a profile.) What MAR is not - It's not a prescription system. MAR records what the prescriber has ordered; it doesn't issue prescriptions or talk to pharmacy systems. - It's not a clinical decision aid. MAR doesn't check for drug interactions, allergies, or dosage warnings — that's the prescriber's responsibility. - It's not a reminder system in the patient's own app. The reminders shown are for staff administrators, not for the person being supported. Common questions - Is MAR available on mobile? — Yes, MAR appears as a tab in the mobile app for any profile that has it enabled. - Can I track over-the-counter meds? — Yes. MAR doesn't distinguish between OTC and prescription — anything you log goes into the record. - Can I track supplements? — Yes, two ways. Add them as full MAR medications if you need doses and schedules, or use the simpler Vitamins / Supplements checklist (see above) if you just want a daily tick. Most everyday supplements only need the simple list. - Do I need a clinician to set up MAR? — No, but if your jurisdiction requires medications to be set up by a registered nurse or prescriber, follow that. BEHCA records what you enter; it doesn't enforce who entered it. Related articles - Adding a medication - Setting a dose schedule - Administering a dose

2. Adding a medication

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 1. Sign in to BEHCA. 2. Open the profile you're setting medications up for. 3. Go to the MAR Configuration tab. 4. 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. Related articles - What MAR is - Setting a dose schedule - Reviewing and signing off MAR changes

3. Setting a dose schedule

A medication's schedule isn't a separate step — it's part of the same form you use to add the medication. This article explains the schedule fields in more detail. PRN ("as-needed") medications don't use a schedule at all. Where the schedule fields are The schedule lives on the Medication tab of the medication form (Profile → MAR Configuration → open or add a medication). You'll see fields for times, an optional date range, and optional repeat settings — all in one place. There's no separate "Schedule" button to click. The schedule fields Time(s) Add one or more clock times for the dose (e.g. 8:00am and 8:00pm). Each time you add shows in the list; the trash icon removes one. With no repeat options set, the medication is due at these times every day. Date range (optional) Turn on Show Date Range Options to set a Start Date and/or End Date — handy for short courses. The medication only appears on the daily MAR within that range. Example: Antibiotic, 8:00am and 8:00pm, from 2025-01-12 to 2025-01-19. Repeat options (optional) Turn on Show Repeat Options if the medication isn't simply daily. You then choose one of: - Repeat every — every 1 day, 2 days, 3 days, 4 days, 1 week, 2 weeks, 3 weeks, or 4 weeks. - Repeat on specific days — tick the weekdays it should be given (e.g. Monday, Wednesday, Friday). Example: Vitamin D, 9:00am, repeat on Monday and Thursday. PRN medications For "as-needed" medications, don't set a schedule. Instead: - Turn on the PRN toggle on the medication. The time and repeat fields disappear. - The medication appears as available but not scheduled. - Staff record an administration whenever they actually give it. Date ranges in practice - No end date — medication is ongoing until you end or remove it. - End date set — medication automatically stops appearing after that date. Useful for short courses (antibiotics, post-op pain meds). - Future start date — medication appears starting on that date. Useful for medications ordered now but beginning later. Editing the schedule To change a schedule, open the medication from the MAR Configuration tab, update the times, dates, or repeat options, and click Save and Close. The change creates a new MAR version. Past doses keep the schedule that was in effect at the time; future doses use the new schedule. Tips for clean scheduling - Match the prescription label exactly. Don't round or simplify times. - For meds that say "twice daily", pick specific times. "Twice daily" is open to interpretation. Pick specific times that fit your team's routine. - Use end dates for short courses. Letting an antibiotic auto-stop is safer than relying on memory. - Add notes for special instructions. "Give 30 minutes before meals" goes in the medication's Instructions field, not the schedule. Common questions - My schedule is more complex than these options. — "Every other day" is just Repeat every 2 days, and most patterns fit the repeat/weekday options. If yours doesn't, set up more than one medication entry, or talk to support. - What if a dose is missed because no one was on shift? — Staff records it as Skipped with a reason. The schedule itself doesn't change. - Can I set different schedules for weekdays vs. weekends? — You can pick which days the schedule applies to. For different times on different days, set up two medication entries, each for its set of days. - Does the schedule respect time zones? — Yes. Schedules use the profile's timezone, set on the profile's location. Related articles - Adding a medication - Administering a dose - Reviewing and signing off MAR changes

4. Administering a dose

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 1. Sign in and open the profile. 2. Go to the profile's daily tracking page and open the MAR tab. 3. The page shows that day's doses, grouped by time. 4. 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. 5. Fill in anything the popup asks for, then click Confirm. On mobile 1. Open the profile's daily tracking → MAR tab. 2. Find the dose. 3. 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: 1. Open the MAR tab and find the PRN medication. 2. Click Given. 3. In the popup, fill in the Reason it was given and the Outcome. 4. Set the Effectiveness Ranking (a 0–4 slider for how well it worked). 5. 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. Related articles - Setting a dose schedule - Reviewing and signing off MAR changes - Editing or deleting an entry

5. Reviewing and signing off MAR changes

Whenever someone changes a medication record (adds, edits, stops, restarts), BEHCA creates a MAR version and notifies designated reviewers. This article covers the review side. Why reviews exist Medication records are clinically and legally significant. The review workflow: - Adds a second-pair-of-eyes check on any changes. - Creates a signed audit trail for regulators, families, and prescribers. - Catches mistakes early — before staff start administering a wrong dose. Who can review Anyone who can review will be a: - Manager (or Billing user) — they can always review. - Staff member or Guest who's been given the Review MAR/IRs permission. There's no setup to assign specific named reviewers to a particular medication or change — if you have review access, you can approve any pending change for the profiles you cover. The person who made the change can also approve it. BEHCA doesn't block you from approving your own edits. If your organization wants a separate set of eyes, make that part of your internal process. Where to review On the web 1. Sign in to BEHCA. 2. Open MAR Review from the menu. 3. You'll see two tabs: Pending Review and Approved. 4. On Pending Review, each entry shows what changed, who changed it, and when, with an APPROVE button. On mobile Reviewers may receive a push notification linking to the review page on the web. Review work is best done on the web. What you'll see in a version entry Each version shows: - What changed — e.g. "Risperidone 0.5mg added", "Sertraline schedule changed from BID to TID". - Who made the change — name and timestamp. - The previous state of the medication, side-by-side with the new state, where applicable. - Reviewer slot — empty until reviewed, then showing the reviewer's name, time, and any notes. Approving a change 1. Read the change details carefully. 2. Cross-check against the prescription order, label, or clinician note if available. 3. Click APPROVE. Once approved, the change moves to the Approved tab. A single approval is all that's needed — the medication's current state reflects the approved version. If something looks wrong There's no "reject" button — a change is either approved or left pending. If a change looks wrong: 1. Don't approve it. 2. Contact the person who made the change. 3. They edit the medication, which creates a new version to review. Reviewing past changes The Approved tab shows changes that have already been signed off, so you can look back at how a medication has evolved over time — useful for clinical reviews. Common questions - What happens if a change isn't reviewed? — The medication is still active; staff continue to administer. Lack of review is a paperwork matter, not a clinical block. - Can I edit my own change after submitting? — Yes, but it creates a new version that needs reviewing again. - Do I get notified about every MAR change? — Yes, if you have the Review MAR/IRs permission. - Can I print or export the review history? — The MAR Review page itself doesn't have a PDF export. The MAR PDF available from the dashboard is an administration report for a date range, not a printout of the version/approval history. Related articles - Adding a medication - Setting a dose schedule - Administering a dose - Editing a team member's role and permissions