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Overview

The Medications module provides a comprehensive view of patient prescriptions, medication administration, and pharmacy coordination. Facility staff can view medication lists, track administration, coordinate refills, and communicate with pharmacies—all from within AllCare.
Key Concept: Medication information flows between providers (who prescribe), pharmacies (who dispense), and facilities (who administer). AllCare keeps all parties synchronized with accurate, up-to-date medication data.

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Accessing Patient Medications

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From the Patient Profile

1

Open Patient Profile

Navigate to the patient’s profile via Patients → Search → Select Patient
2

Click Medications Tab

Click on the Medications tab in the patient profile
3

View Medication List

The medication list displays all current and historical medications

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Quick Access

MethodPath
From Patient ListClick patient → Medications tab
From DashboardQuick links to patients with medication alerts
From TasksMedication-related tasks link to patient meds
From eMARAccess full med list from eMAR module

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Medication List Overview

The medication list displays key information for each prescription: 
┌─────────────────────────────────────────────────────────────────────┐
│  Medication Name (Generic/Brand)                      Status Badge  │
│  ─────────────────────────────────────────────────────────────────  │
│  Dosage: 10mg | Frequency: Twice Daily | Route: Oral               │
│  Prescriber: Dr. Smith | Pharmacy: ABC Pharmacy                     │
│  Start: 01/15/2025 | Refills: 3 remaining                          │
│  [View Details] [Request Refill] [More Actions ▾]                   │
└─────────────────────────────────────────────────────────────────────┘

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Medication Information Fields

FieldDescription
Medication NameDrug name (brand and/or generic)
Strength/DosageAmount per dose (e.g., 10mg, 500mg)
FrequencyHow often taken (e.g., twice daily, every 8 hours)
RouteHow administered (oral, topical, injection, etc.)
InstructionsSpecial instructions (with food, at bedtime, etc.)
PrescriberProvider who prescribed the medication
PharmacyDispensing pharmacy
Start DateWhen the prescription started
End DateWhen the prescription ends (if applicable)
RefillsNumber of refills remaining
StatusActive, Discontinued, On Hold, etc.

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Medication Statuses

StatusDescriptionDisplay
ActiveCurrently being takenGreen badge
PRNAs neededBlue badge
On HoldTemporarily pausedYellow badge
DiscontinuedNo longer takingGray/strikethrough
PendingAwaiting pharmacy fillOrange badge
ExpiredPrescription has expiredRed badge

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Viewing Medication Details

Click on any medication to see full details:

Prescription Details

  • Full drug name and NDC
  • Strength and form
  • Complete dosing instructions
  • Quantity dispensed
  • Days supply

Prescriber Info

  • Prescribing provider name
  • Prescription date
  • Supervising physician (if applicable)
  • DEA number (for controlled substances)

Pharmacy Info

  • Pharmacy name and location
  • Pharmacy phone number
  • Last fill date
  • Next fill date
  • Delivery schedule

Administration

  • Administration times
  • Last administered date/time
  • Administered by (staff name)
  • Administration notes

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Medication History

View the complete history for each medication:
  • Fill History — When the medication was dispensed
  • Dose Changes — Historical dosage adjustments
  • Administration Log — When doses were given (from eMAR)
  • Notes — Clinical notes related to this medication

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Medication Categories

Medications are organized into categories for easy navigation:
All medications the patient is currently taking on a regular schedule.
  • Displayed prominently at the top
  • Includes administration times
  • Shows refill status
Medications taken only when needed for specific symptoms.
  • Clearly marked as PRN
  • Shows indication (e.g., “for pain,” “for anxiety”)
  • Displays maximum daily doses if applicable
  • Tracks frequency of use
Schedule II-V medications requiring special handling.
Controlled substances are highlighted and may have additional tracking requirements.
  • DEA schedule displayed (C-II, C-III, etc.)
  • Count verification may be required
  • Additional documentation for administration
Medications the patient no longer takes.
  • Available for historical reference
  • Shows discontinuation date and reason
  • Important for allergy/reaction checking
New prescriptions awaiting pharmacy processing.
  • Recently prescribed, not yet filled
  • May be awaiting prior authorization
  • Shows expected availability date

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Filtering and Searching Medications

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Filter Options

FilterOptions
StatusActive, Discontinued, PRN, On Hold, All
CategoryBy drug class (cardiovascular, pain, etc.)
PrescriberFilter by prescribing provider
PharmacyFilter by dispensing pharmacy
Date RangeShow medications from specific time period

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Searching

Use the search bar to find medications by:
  • Drug name (brand or generic)
  • Drug class
  • Indication
Use partial names to search—typing “metop” will find “Metoprolol.”

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Medication Administration (eMAR)

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What is eMAR?

The electronic Medication Administration Record (eMAR) tracks when medications are given to patients.
eMAR is typically used by nursing staff to document medication administration. Access may depend on your role.

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Viewing the eMAR

1

Access eMAR

Navigate to Medications → eMAR or access from patient profile
2

Select Date

Choose the date to view (defaults to today)
3

View Schedule

See all scheduled medications with administration times

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eMAR Display

The eMAR shows a grid of medications and administration times:
TimeMedicationDoseStatusGiven By
8:00 AMMetoprolol 25mg1 tablet✓ GivenJ. Smith, RN
8:00 AMLisinopril 10mg1 tablet✓ GivenJ. Smith, RN
12:00 PMMetformin 500mg1 tablet○ Due—
5:00 PMMetoprolol 25mg1 tablet○ Upcoming—

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Administration Statuses

StatusMeaningIcon
GivenMedication was administered✓ Green check
DueMedication is due now○ Yellow circle
UpcomingScheduled for later○ Gray circle
LatePast due, not yet given⚠ Orange warning
MissedWas not administered✗ Red X
HeldIntentionally not given⏸ Pause icon
RefusedPatient refused🚫 Refused icon

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Recording Administration

1

Find the Medication

Locate the medication in the eMAR grid
2

Click to Document

Click on the medication cell for the scheduled time
3

Confirm Details

Verify patient, medication, dose, and time
4

Select Status

Choose: Given, Held, Refused, or other status
5

Add Notes

Add any relevant notes (required for Held/Refused)
6

Sign Off

Confirm with your credentials to complete documentation
Documentation Accuracy: Medication administration must be documented accurately and timely. Never document medications before they are given.

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Pharmacy Coordination

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Assigned Pharmacy

Each patient may have an assigned pharmacy for prescription fulfillment:
InformationDescription
Pharmacy NameName of the dispensing pharmacy
AddressPharmacy location
Phone/FaxContact information
Delivery ScheduleWhen medications are delivered (daily, weekly, cycle)
Cycle Start DayFor cycle-based delivery (e.g., medications come every 2 weeks)

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Viewing Pharmacy Information

1

Open Medications Tab

Go to patient profile → Medications
2

Click Pharmacy Info

Click on the pharmacy name or Pharmacy Details link
3

View Details

See complete pharmacy contact information and delivery schedule

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Requesting Medication Refills

When a patient needs a medication refill:
1

Find the Medication

Locate the medication needing refill in the patient’s list
2

Check Refill Status

Verify refills remaining and last fill date
3

Click Request Refill

Click Request Refill button on the medication
4

Confirm Details

Verify quantity and any special instructions
5

Submit Request

Click Submit to send the refill request to the pharmacy

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Refill Request Statuses

StatusMeaning
SubmittedRequest sent to pharmacy
ProcessingPharmacy is preparing the refill
ReadyMedication ready for pickup/delivery
DeliveredMedication has been delivered
DeniedRefill denied (no refills left, expired, etc.)
If a refill is denied, a new prescription may be needed. Contact the prescribing provider.

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Medication Alerts and Warnings

AllCare displays important medication alerts:

Allergy Alerts

Warnings when a medication may conflict with documented allergies

Interaction Warnings

Potential drug-drug interactions between medications

Refill Due

Medications that need refills soon

Low Supply

Medications running low at the facility

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Responding to Alerts

  1. Review the alert — Read the full alert message
  2. Assess the situation — Determine if action is needed
  3. Take action — Contact provider, pharmacy, or document as appropriate
  4. Document — Add notes explaining how the alert was addressed

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Common Medication Tasks

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Adding a Note to a Medication

1

Open Medication Details

Click on the medication to view details
2

Click Add Note

Click Add Note or the notes icon
3

Enter Note

Type your note about the medication
4

Save

Click Save to add the note

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Reporting a Medication Issue

If there’s a problem with a medication (wrong drug, wrong dose, adverse reaction):
1

Document the Issue

Add a note to the medication describing the issue
2

Notify Appropriate Parties

  • Contact prescriber for clinical issues
  • Contact pharmacy for dispensing issues
  • Contact facility administrator for process issues
3

Create Incident Report

If required, create an incident report through the appropriate channel

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Viewing Medication History

1

Open Medications Tab

Navigate to patient profile → Medications
2

Toggle View

Switch from “Active” to “All” or “History” view
3

Review Historical Medications

View discontinued medications with dates and reasons

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Best Practices

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Troubleshooting

Possible Causes:
  • Recently prescribed, not yet synced
  • Filled at a different pharmacy
  • Filter is hiding the medication
Solutions:
  1. Refresh the page
  2. Check filter settings (set to “All”)
  3. Wait for pharmacy sync (may take hours)
  4. Contact pharmacy to verify prescription
Solutions:
  1. Do NOT administer if information seems wrong
  2. Verify with the physical medication label
  3. Contact the pharmacy to clarify
  4. Document the discrepancy
  5. Contact AllCare Support if system error suspected
Possible Causes:
  • No refills remaining on prescription
  • Prescription has expired
  • Too early to refill (insurance limits)
  • Prior authorization required
Solutions:
  1. Check refills remaining
  2. Contact prescriber for new prescription if needed
  3. Contact pharmacy for insurance issues
Solutions:
  1. Refresh the page
  2. Check your internet connection
  3. Try a different browser
  4. Clear browser cache
  5. Contact support if issue persists
This is normal for some patients. Each medication displays its dispensing pharmacy.
  • Review all medications regardless of pharmacy
  • Coordinate refills with appropriate pharmacy
  • Consider consolidating to one pharmacy if beneficial

Patient Profiles

View complete patient information

Visit Scheduling

Schedule provider visits

Medication Refills (Ops)

Operations team refill workflow

Medication Changes (Ops)

Operations team change workflow

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