Medications

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. You'll set the schedule in a separate step — see Setting a dose schedule. You can also leave it scheduleless if it's a PRN ("as-needed") medication. 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 at app.behca.com (US) or au.behca.com (Australia). 2. Pick the right profile. 3. Open MAR from the main menu (or Daily → MAR tab). 4. Click Add Medication. 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 - Medication name — type the name. BEHCA's library autocompletes. If your medication isn't found, type the full name manually. - Quantity — the number for the dose (e.g. 10). - Measure — the unit (e.g. mg, mL, μg). - Form — pick from the dropdown (Tablet, Capsule, Liquid, etc.). - Route — pick from the dropdown (Oral, Intravenous, Topical, etc.). - Requires Counting — toggle on for narcotics or other controlled substances. Enables count-based reporting. - PRN — toggle on for "as-needed" medications. PRN meds don't have a schedule. - Rx Number (narcotics only) — the prescription number for inventory purposes. - Notes — any special handling instructions ("Give with food", "Refrigerate after opening"). Save and review Click Save when complete. The medication appears on the profile's MAR tab. If you didn't set a schedule yet, you'll be prompted to. What happens next - Adding a medication creates a MAR version entry, recorded in the version history. - Reviewers (designated Managers) get a notification asking them 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 stopping a medication - To change a dose, schedule, or any other detail: open the medication and click Edit. Changes create a new version. - To stop a medication: click Stop Medication (or set the end date). It stops appearing on future days but stays in the history. 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. - What if the dose changes mid-treatment? — Edit the medication. The previous dose is preserved in version history with the date it changed. - Do I need to delete a medication when it's stopped? — No, click Stop instead. Deletion removes it from the record entirely; stopping preserves the history.

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 designated reviewers) sign off on changes — adding, modifying, or stopping 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. 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. Treat them as you would any medication. - 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.

3. Setting a dose schedule

After adding a medication, set its schedule so the system can show staff a daily checklist of what's due. PRN ("as-needed") medications skip this step entirely. Where to set the schedule 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open MAR for the profile. 3. Open the medication. 4. Click Schedule (or Add/Edit Schedule). Choosing the schedule type BEHCA supports two schedule patterns: Pattern A: Times and days Use this when the medication has fixed times (e.g. 8 AM and 8 PM every day): - Times — add one or more clock times (e.g. 08:00, 20:00). - Days of week — pick which days the schedule is active (default: every day). - Date range — optional Start Date and End Date if the medication is short-term. Example: Antibiotic, 8 AM and 8 PM, Monday through Sunday, 2025-01-12 to 2025-01-19. Pattern B: Repeat every N hours Use this when the medication is "every X hours" rather than fixed clock times: - Repeat interval — e.g. every 6 hours. - Anchor time — when the first dose of the day is given. - Date range — optional start and end. Example: Pain medication, every 6 hours starting at 6 AM. PRN medications For "as-needed" medications, don't set a schedule. Instead: - Toggle PRN on the medication record. - Skip the schedule step. - The medication appears as available but not scheduled. - Staff record an administration whenever they actually give it. Date ranges - No end date — medication is ongoing until manually stopped. - Specific end date — medication automatically stops appearing after that date. Useful for short courses (antibiotics, post-op pain meds). - Future start date — medication appears in the schedule starting on that date. Useful for medications that are ordered now but begin later. Editing the schedule To change a schedule: 1. Open the medication. 2. Click Edit Schedule. 3. Update times, days, dates, or interval. 4. Save. 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 Notes field, not the schedule. Common questions - My schedule is more complex than these patterns. — Combine multiple medications. For example, "every other day" can be done by listing the specific days. Talk to support if your scenario doesn't fit. - 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.

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. Recording a scheduled dose On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Pick the profile. 3. Open MAR from the menu (or Daily → MAR tab). 4. The page shows today's scheduled doses, grouped by time. 5. Find the dose you're about to give and click Record (or the dose itself). 6. Pick the status: - Given — administered as scheduled. - Skipped — not given. Add a reason. - Refused — the person refused. Add notes. 7. Confirm or adjust the time administered. 8. (Optional) Add notes about anything notable. 9. Save. On mobile 1. Open the Track tab → MAR section. 2. Find the dose. 3. Tap Record. 4. Pick status, adjust time, save. The dose changes from "due" to your chosen status, with your name and timestamp recorded. Recording a PRN dose PRN ("as-needed") medications aren't on a schedule. To record: 1. Open MAR → find the PRN medication. 2. Click Record PRN Dose. 3. Set the time. 4. Add notes about the symptom or reason (e.g. "Headache, took at 14:30"). 5. Save. 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 For medications marked Requires Counting, the dose form may also ask: - Quantity given — how many tablets/mL. - Counted-by signature — confirmation that two staff verified the count (if your organization requires it). - Wastage — if any was discarded. These extra fields support compliance with controlled-substance regulations. What you'll see after recording - The dose changes status visually (✓ for given, ✗ for skipped, etc.). - The MAR table updates immediately. - The dashboard reflects the new entry on the next refresh. - A notification may go to reviewers if your organization has approval workflows on doses (rare). Editing or undoing a recording - Click the dose, then Edit to change status, time, or notes. - Click Delete to remove a recording entirely. The dose returns to "due" status. - All edits and deletions are audit-logged. Tips - Record at the bedside, not later. Errors and forgetting climb the longer you wait. - 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 notes for 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 enabled and on the profile's MAR. - I gave a dose but the time field won't accept the past time. — There's a brief lockout window after a recording to prevent accidental overwrites. Wait a moment or use the edit modal. - 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.

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 reviews Reviewers are configured per organization. Typically: - Managers with Review MAR permission receive review notifications and can approve. - Specific staff (e.g. nurses) can be granted review rights. - The person who made the change usually can't review their own change (depending on configuration). If you have Review MAR permission, you'll see review prompts; if not, the workflow runs without involving you. Where to review On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open MAR for the profile. 3. Click MAR Versions (or look for a notification banner about pending reviews). 4. Browse the list of changes — each shows what was added/edited/stopped, who did it, when, and the current review status. On mobile Reviewers may receive a push notification linking directly to the version page on the web. Heavy 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 (or Sign Off). 4. (Optional) Add reviewer notes — context that future readers may want. Once approved, the version locks. The medication's current state reflects the approved version. Rejecting / requesting changes If something looks wrong: 1. Don't approve. 2. Use the comments / notes to flag the issue. 3. Contact the person who made the change directly. 4. They can edit the medication, which creates a new version to be reviewed. There isn't a formal "reject" button in most setups — the workflow is approve or wait. Multiple reviewers If your organization requires more than one reviewer (e.g. RN + Manager), each reviewer signs off independently. The version is fully approved when all required reviewers have signed. Reviewing past versions The MAR Versions page shows the full history of every change to every medication on the profile, in reverse chronological order. You can browse to see how a medication has evolved over time, which is 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 issue, 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 Review MAR permission. If you're getting too many, ask your Manager to refine who reviews what. - Is there a paper printout of approved versions? — Yes, the MAR PDF export includes version history. See Exporting PDF reports.