Medications

1. What MAR is

The Medication Administration Record (MAR) is how BEHCA tracks medications for a profile: what is ordered, when it is due, and whether each dose was given, skipped, or refused. What MAR does - Stores each medication — name, dose, form, route, schedule, and notes. - Puts those medications on the profile’s daily tracking MAR tab, grouped by time, so staff can record Given, Skipped, or Refused. - Handles PRN (as-needed) medications next to scheduled ones. - Tracks counted medications (narcotics and other controlled substances) with a separate Count action. - Versions changes to the medication list so reviewers can Approve them on MAR Review. - Feeds Analyze → MAR Reporting (one profile) and Admin Reports → MAR Summary (organization), plus PDF and spreadsheet exports from those screens. MAR is not a separate “compliance report” product. The record lives on the MAR tab, MAR Reporting, MAR Summary, and their exports. Who uses MAR - Managers and billing users turn MAR on for a profile, add medications, and review changes. - Staff (and guests with Track MAR) record each dose. - Reviewers — managers, billing users, or staff/guests with Review MAR/IRs — Approve medication changes on MAR Review. - Guests see the record when they have access to the profile. Which plans include MAR MAR is on: - Family +MAR - Therapeutic - Residential It is not on Family (without MAR) or School. Those plans show MAR greyed out or an upgrade message. Family and Family +MAR are two different plans. Family +MAR is not a switch you turn on from Billing while staying on Family — the billing user changes the subscription to Family +MAR (see Upgrading or downgrading or the pricing page). There is no organization-wide MAR on/off setting. If MAR is on the plan, you still enable it per profile. Enabling MAR on a profile A manager or billing user (or anyone with Edit Profile on that profile) opens the profile → MAR Configuration and turns on Enable MAR tracking. Until that switch is on, the daily MAR tab and MAR Reporting stay hidden for that profile. Optional on the same tab: Enable notifications if MAR administration is missed — people with MAR permission get a notification if a scheduled dose is still unrecorded 60 minutes after the expected time. How MAR fits with daily tracking and reports - Daily tracking → MAR tab — that day’s list. Staff record doses here. - Analyze → MAR Reporting — one profile’s administrations across a date range (given / skipped / refused, who, and details). See MAR reporting. - Admin Reports → MAR Summary — given / skipped / refused totals across the groups you select (organization plans). See Admin Reports tabs. A simpler option for vitamins and supplements You don’t have to put every vitamin on MAR. When MAR is off for a profile, Vitamins / Supplements on tracking setup appear as checkboxes on the Health tab. Use MAR when you need doses, schedules, PRN, counts, or a reviewed record. Use the Health checkboxes when a daily tick is enough. Those lists hide once MAR is on for the profile. What MAR is not - Not a prescription system. It records what the prescriber ordered. It does not send orders to a pharmacy. - Not a clinical decision aid. It does not check interactions, allergies, or dose warnings. - Not a reminder app for the person being supported. Missed-dose notifications go to staff with MAR permission, not to a patient-facing reminder product. Common questions - Is MAR on the mobile app? — Yes, as a tab on a profile that has MAR enabled. Use it to record doses. Add and edit medications on the website. - Can I track over-the-counter meds? — Yes. MAR does not split OTC vs prescription. - Can I track supplements? — Yes — as full MAR medications, or as Health-tab checkboxes when MAR is off. - Do I need a clinician to set up MAR? — BEHCA does not require one. Follow your own rules about who may enter medications. Related articles - Adding a medication - Setting a dose schedule - Administering a dose - MAR reporting

2. Adding a medication

This article is for whoever sets up the medication record: managers, billing users, and staff or guests with Edit Profile on that profile. After a medication is saved, people with Track MAR can record doses. The schedule is on the same form. For a PRN (“as-needed”) medication, turn on PRN and leave the times blank. Before you start Have the prescription label or order ready: - Medication name (generic or brand — both search in BEHCA’s library) - Dose — quantity and unit (for example 10 mg, 5 mL) - Form — tablet, liquid, injection, patch, and so on - Route — oral, intravenous, topical, and so on - Schedule if it is not PRN — times, days, frequency Where to add medications Add medications on the website: 1. Sign in to BEHCA. 2. Open the profile. 3. Open the MAR Configuration tab. 4. Click Add New. The mobile app records doses. It does not replace this form for adding medications. Filling in the form - Medication name — type to search the library, or enter the full name if it is not listed. - Quantity / Measure — dose amount and unit. - Form and Route — pick from the dropdowns. - Time(s) — times of day (skip for PRN). - Date range — optional Start Date / End Date for short courses. - Repeat options — every-N-days or specific weekdays, if it is not daily. - Requires Counting — for narcotics or other counted medications. - PRN — as-needed. Hides the schedule fields. - Instructions / Notes — for example “Give with food”. The form also has Side Effects and Documentation (you can attach a physician’s order). Saving Click Save and Continue to create the medication. Staff can record doses right away. When you edit later, the button is Save and Close. What happens next - Adding a medication creates a MAR version in the version history. - Reviewers (managers, or staff/guests with Review MAR/IRs) get an in-app notification to Approve the change. - The medication is active as soon as it is saved — the team can administer immediately. See Reviewing MAR changes. Editing or ending a medication - Change a dose, schedule, or other detail: open it from MAR Configuration, edit, Save and Close. That creates a new version. - End on a date: set an End Date. It leaves the daily MAR after that date and stays in history. - Remove from the active list: use the trash icon and confirm. Past doses and version history stay. Use an End Date to wind down on a set day; use trash if it was added in error. Common questions - The medication isn’t in the library. — Type the full name. Custom names work; the library is autocomplete only. - Can I attach a photo of the prescription label? — Yes, as a Supporting Document on the profile. See Documents overview. - What if the dose changes mid-treatment? — Edit the medication. The previous dose stays in version history with the date it changed. - How do I stop a medication? — Give it an End Date, or remove it with the trash icon. Past doses stay in the record. Related articles - What MAR is - Setting a dose schedule - Reviewing MAR changes

3. Setting a dose schedule

A medication’s schedule is part of the same form you use to add the medication. This article covers those fields. PRN (“as-needed”) medications do not use a schedule. Where the schedule fields are Profile → MAR Configuration → open or add a medication → Medication tab. Times, optional date range, and optional repeat settings are on that form. The schedule fields Time(s) Add one or more clock times (for example 8:00am and 8:00pm). The trash icon removes a time. With no repeat options, the medication is due at these times every day. Date range (optional) Turn on Show Date Range Options for a Start Date and/or End Date. The medication only appears on the daily MAR inside 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 it is not simply daily: - Repeat every — every 1 day, 2 days, 3 days, 4 days, 1 week, 2 weeks, 3 weeks, or 4 weeks. - Repeat on specific days — weekdays (for example Monday, Wednesday, Friday). Example: Vitamin D, 9:00am, repeat on Monday and Thursday. PRN medications - Turn on PRN. Time and repeat fields hide. - The medication is available, not scheduled. - Staff record Given when they actually give it. Date ranges in practice - No end date — ongoing until you end or remove it. - End date set — stops appearing after that date (short courses). - Future start date — appears starting on that date. Editing the schedule Open the medication from MAR Configuration, change times, dates, or repeat options, and click Save and Close. That creates a new MAR version. Past doses keep the schedule that was in effect then; future doses use the new schedule. Tips - Match the prescription label. Don’t round times. - For “twice daily”, pick specific times that fit the team’s routine. - Use end dates for short courses so an antibiotic does not stay on the list. - Special instructions (“Give 30 minutes before meals”) go in Instructions, not the schedule. Common questions - My schedule is more complex than these options. — “Every other day” is Repeat every 2 days. Most patterns fit repeat or weekdays. If yours doesn’t, use more than one medication entry, or contact support. - What if a dose isn’t given because no one was on shift? — Someone with Track MAR should open that day’s MAR tab and record Skipped, with a reason (for example “no staff on shift”). Leaving the buttons untouched is not a skip — the dose stays unrecorded. If missed-dose notifications are on for the profile, staff with MAR permission are notified 60 minutes after the expected time. - Can I set different times for weekdays vs weekends? — You can pick which days apply. For different times on different days, use two medication entries. - Does the schedule respect time zones? — Yes. Schedules use the profile’s timezone. Related articles - Adding a medication - Administering a dose - Reviewing MAR changes

4. Administering a dose

Recording each dose is the day-to-day MAR work. It is a few taps on the profile’s MAR tab. Who can record administrations Anyone with Track MAR can record doses. Managers grant or remove that permission on the team member’s page. The first time you record a dose, BEHCA asks you to affirm: “I affirm that I have been approved to administer medications per agency and governing policies and rules.” You do this once; then the Given / Skipped / Refused buttons work. Recording a scheduled dose On the web 1. Sign in and open the profile. 2. Open daily tracking → MAR. 3. Doses for that day are grouped by time. 4. For the dose you are handling, tap: - Given — administered as scheduled. - Skipped — not given. Enter a reason. - Refused — the person refused. Enter a reason/notes. 5. Confirm. Until someone taps one of those buttons, the dose just sits on the list with the buttons still available. There is no separate “due” status. On mobile 1. Open the profile’s daily tracking → MAR. 2. Find the dose. 3. Tap Given, Skipped, or Refused and confirm. After you record, the row shows the status, your name, and the administration time. Recording a PRN dose PRN medications are not on a clock. They show Given: 1. Open MAR and find the PRN medication. 2. Click Given. 3. Enter Reason and Outcome. 4. Set Effectiveness Ranking (0–4). 5. Confirm. The PRN dose is stored at the time you logged. Recording for a past day On the web, use the date picker at the top of the MAR page, go to that day, and record the same way. On mobile, tap the date at the top of MAR and pick the day. The time on the dose is when it was given (it defaults to now unless you change it). If that differs from the scheduled time, MAR Reporting shows expected vs given. Counted (narcotic) medications Medications marked Requires Counting have a Count button (calculator icon) next to Given / Skipped / Refused. Count is separate from recording the dose. The Count popup asks for On Hand, Received, Given, Disposed, and Remaining, then a typed name and “I certify this count is accurate”. After you record The MAR tab updates as soon as you confirm. Analyze → MAR Reporting and Admin Reports → MAR Summary show the new entry when you open those pages (reload them if they were already open). Editing a recording The pencil on a recorded dose is for managers, billing users, and staff or guests with Review MAR/IRs. They can change status, time, or notes, or delete the recording so the buttons come back. Staff who only have Track MAR record doses. They do not get the pencil and cannot edit a recorded item. After an edit, the card still shows Given, Skipped, or Refused with the new details. There is no separate Updated status on the MAR tab. Deleting a recording removes it from that day so it can be recorded again. Tips - Set the time if you are recording after the fact. It defaults to now. - Don’t pre-record. Do not mark Given before the dose is administered. - Add a reason for skips and refusals. “Refused — vomiting” is more useful than “Refused”. Common questions - The medication doesn’t appear on today’s list. — Check the schedule’s date range, and that MAR is enabled with that medication on MAR Configuration. - Can a Guest record administrations? — Yes, if they have Track MAR. - What if I’m a substitute and don’t have permission yet? — Ask a manager to grant Track MAR before the shift. Related articles - Setting a dose schedule - Reviewing MAR changes - MAR reporting - Editing or deleting an entry

5. Reviewing MAR changes

When someone adds, edits, or removes a medication, BEHCA saves a MAR version — a snapshot of that change. Reviewers Approve those snapshots on MAR Review. Staff can use the saved medication immediately. Approval does not hold the change back. If the medication is wrong, fix it on MAR Configuration; do not wait for someone to approve the old snapshot. Who can review You do not pick a reviewer when you add or change a medication. Anyone with review access for that profile can click Approve: - Managers and billing users — every profile in the organization. - Staff and guests with Review MAR/IRs — only the profiles they already have access to (their groups, or profiles shared with them). The person who made the change can also approve it. BEHCA does not require a second person. Where to review MAR Review is on the website. 1. Open Admin Reports → MAR Review. 2. Use Pending Review or Approved. 3. On Pending Review, each card shows what changed, who changed it, and when, with Approve. Staff or guests with Review MAR/IRs (and MAR on the plan) see Admin Reports, which opens MAR Review. They do not get Overview or the other Admin Reports tabs. A red dot next to MAR Review means something is still pending for profiles you can review. It clears when those pending items are approved. Notifications Reviewers for that profile get an in-app bell notification titled Medication review required. On the website, that notification opens MAR Review for the profile. The mobile app can show the same notice in the inbox. It does not open MAR Review — use the website. What you'll see Each card shows: - The medication name, plus New or Removed when that applies - Updated by — who saved the change and when - A new vs old table: name, quantity, dose, route, times, PRN, counted, start/end dates, weekdays, and interval - Approve until someone approves it - After approval: Approved by with that person's name and the time There is no typed signature and no notes field on Approve. Approving a change 1. Read the new vs old table. 2. Check the prescription or label if you need to. 3. Click Approve. The card moves to Approved. One approval is enough. Approving records that someone reviewed the snapshot. It does not change what staff already see on the daily MAR tab. If something looks wrong There is no Reject. Do not approve. Contact the person who made the change. They edit the medication on MAR Configuration, which adds another pending version. If staff may already be giving the wrong dose, change the medication on MAR Configuration right away. Approved tab Approved lists snapshots that already have Approved by, so you can see how the medication list changed over time. Common questions - What happens if nobody approves? — The medication stays as saved. Staff keep administering. Approval is a review record, not a lock. - Can I edit after I save? — Yes. Open the medication, change it, and save. That adds another pending version. Earlier pending versions stay on Pending Review until they are approved. - Do I get a notification for every MAR change? — Reviewers for that profile get Medication review required in the in-app bell when a version is saved or the medication is removed. - Can I print the review history? — MAR Review has no PDF. Analyze → MAR Reporting has Export PDF and Export XLS for administrations over a date range — not the version/approval list. See MAR reporting. Related articles - Adding a medication - Setting a dose schedule - Administering a dose - Editing a team member's role and permissions - MAR reporting