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Overview

MedPass is the medication administration feature in the AllCare Nurse App that allows nurses, med techs, and caregivers to view scheduled medications, administer them to residents, and document the administration—all from a mobile device.
Key Benefit: Document medication administration in real-time at the point of care, reducing errors and ensuring accurate records.

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Who Can Use MedPass

MedPass is available to users who have:
Permission RequiredIf you see a lock icon on medications or cannot tap Complete/Skip, you don’t have MedPass Administration permission. Contact your facility administrator to request access.

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Quick Start

Complete a medication pass in under 2 minutes:
1

Open MedPass

Tap the MedPass tab at the bottom of the screen
2

Select Time Frame

Tap the filter icon and select the appropriate time frame (Morning, Noon, Evening, etc.)
3

Find Your Resident

Scroll through the list or use filters to find your resident
4

Expand Medications

Tap on a resident’s card to expand and view their medications
5

Administer & Document

Tap Complete after administering each medication, or Skip if not administered

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MedPass Screen Overview

When you open MedPass, you’ll see:

Date Selector

Shows today’s date by default. Tap to select a different date.

Filter Button

Filter by time frame, wing, and medication type

Resident List

Expandable cards showing residents with scheduled medications

Complete All

Bulk complete all routine medications (when available)

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Resident Cards

Each resident card displays:
ElementDescription
Profile PhotoResident’s photo (or default icon)
NameResident’s first and last name
RoomRoom number or “No room assigned”
Expand ArrowTap to view medications

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Filtering Medications

Tap the filter icon in the top right to access filter options:

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Time Frame

Select the medication administration window:
Medications scheduled for morning administration (typically 6 AM - 12 PM)
Medications scheduled for midday (typically 12 PM - 2 PM)
Medications scheduled for evening (typically 5 PM - 9 PM)
Medications scheduled for bedtime (typically 9 PM - 12 AM)
View all medications regardless of time frame

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Wing

Filter residents by facility wing or unit. Select “All” to see all wings.

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Medication Type

TypeDescription
AllShow both routine and PRN medications
RoutineOnly scheduled, recurring medications
PRNOnly as-needed medications
After selecting your filters, tap Apply to update the resident list.

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Viewing Medications

Tap on a resident card to expand and view their medications:

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Medication Card Information

Each medication card shows:
  • Medication Name - Drug name and strength
  • Last Admin - Date and time of last administration
  • Directions - Dosage and administration instructions

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Medication Categories

Medications are organized into two sections:

Routine

Scheduled medications that must be given at specific times

PRN

As-needed medications given based on patient condition

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Administering Medications

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Completing a Routine Medication

1

Verify the Medication

Check the medication name, dose, and directions match what you’re administering
2

Administer the Medication

Give the medication to the resident following proper procedures
3

Tap Complete

Tap the Complete button on the medication card
4

Confirmation

The card will turn green indicating successful documentation. You’ll see a confirmation message.

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Completing a PRN Medication

PRN medications require additional documentation:
1

Tap Complete on PRN Medication

A dialog will appear requesting additional information
2

Enter Administration Notes

Document why the PRN was given (e.g., “Patient reported pain level 6/10”)
3

Tap Save

Submit the PRN administration with your notes
PRN DocumentationPRN notes are required and help track why as-needed medications were administered. Be specific about the patient’s condition or request.

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Skipping Medications (Non-Administration)

If a medication cannot be administered, you must document the reason:
1

Tap Skip

Tap the Skip button on the medication card
2

Select a Reason

Choose from the available reasons:
  • Patient Refused - Resident declined the medication
  • Patient Asleep - Resident was sleeping
  • Medication Unavailable - Medication not available
  • Other Reason - Use for other situations
3

Add Notes (Optional)

Enter additional details explaining the situation
4

Tap Save

Submit the non-administration record
Always Document Non-AdministrationSkipped medications create an audit trail. Always select an accurate reason and add notes when needed for compliance and continuity of care.

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Non-Administration Reasons

ReasonWhen to Use
Patient RefusedResident verbally declined or physically refused medication
Patient AsleepResident was sleeping and could not be safely woken
Medication UnavailableMedication was out of stock, not delivered, or missing
Other ReasonAny other situation—always add explanatory notes

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Bulk Complete All

For efficiency, you can complete all routine medications for all displayed residents at once:
1

Review Medications

Ensure all routine medications shown are ready to be marked as administered
2

Tap Complete All

Tap the green Complete All button at the bottom of the screen
3

Wait for Processing

The app will process all medications. This may take a moment.
4

Confirmation

You’ll see “All medications completed successfully” when done
Use Complete All CarefullyOnly use Complete All when you have actually administered ALL routine medications to ALL residents shown. This action cannot be easily undone.
Complete All excludes:
  • PRN medications (require individual notes)
  • Locked/non-editable medications
  • Already completed or skipped medications

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Medication Status Indicators

StatusAppearanceMeaning
PendingNormal cardMedication not yet administered
CompletedGreen highlightSuccessfully administered
SkippedRed highlightNot administered (with reason)
LockedLock icon, grayed outCannot be administered (permission or timing issue)

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Date Selection

By default, MedPass shows today’s medications. To view a different date:
1

Tap the Date

Tap on the date displayed at the top of the screen (shows “Today” or the selected date)
2

Select New Date

Choose from:
  • Today - Return to current date
  • Custom - Pick a specific date from the calendar
3

View Medications

The list updates to show medications for the selected date
Use past dates to review medication history. Future dates may have limited or no medications scheduled.

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Best Practices

Verify Before Administering

  • Check the 5 Rights: Right patient, drug, dose, route, time
  • Verify allergies
  • Confirm medication matches what you’re giving

Document Immediately

  • Tap Complete right after administering
  • Don’t batch documentation for later
  • Accurate timestamps matter for compliance

Be Specific with Notes

  • PRN notes should include patient condition
  • Skip reasons should explain the situation
  • Notes help the care team understand context

Stay Connected

  • Ensure stable WiFi or cellular connection
  • Check for sync confirmation after completing
  • Report connectivity issues to supervisor

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FAQ

Possible causes:
  • No medications scheduled for the selected time frame
  • Wing filter excluding your residents
  • Date selected has no scheduled medications
Solution: Try changing the time frame to “All” and wing to “All” to see all medications. Check that you’re viewing the correct date.
Possible causes:
  • Medication is outside its administration window
  • You don’t have permission to administer this medication type
  • Medication has already been administered by someone else
Solution: Check with your supervisor about the medication’s status or your permissions.
Once a medication is marked as completed, it cannot be undone in the app. If you made an error, contact your supervisor immediately to correct the record through the web platform.
The Complete All button only appears when:
  • You have MedPass Administration permission
  • There are pending routine medications to complete
  • The list is not empty
If you have permission but don’t see it, there may be no pending routine medications.
If you lose connection:
  • The app will show an error message
  • The medication status may not update
  • Once reconnected, try completing again
  • The app does not currently support offline medication documentation
Select the time frame that matches the current medication pass:
  • Check your facility’s medication administration schedule
  • Ask your supervisor if unsure
  • The time frame typically corresponds to shift-based med passes

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Troubleshooting

Possible causes:
  • Poor network connection
  • Server issues
  • App needs refresh
Solution:
  1. Pull down on the screen to refresh
  2. Check your WiFi or cellular connection
  3. Close and reopen the app
  4. Try selecting a different time frame and then your original selection
Possible causes:
  • Network connectivity issue
  • Medication already being processed
  • Permission issue
Solution:
  1. Wait a few seconds and try again
  2. Check for loading indicator
  3. Verify you have MedPass Administration permission
  4. Refresh the medication list
Possible causes:
  • Network timeout
  • Server error
  • Medication status changed by another user
Solution:
  1. Refresh the medication list
  2. Check if the medication was actually updated
  3. Try completing again
  4. If problem persists, report to supervisor and document manually
Possible causes:
  • Notes field is empty (may be required)
  • Network issue preventing submission
Solution:
  1. Ensure you’ve entered text in the notes field
  2. Check network connection
  3. Try submitting again
Possible causes:
  • Large number of medications being processed
  • Slow network connection
  • Server processing delay
Solution:
  1. Wait patiently—do not close the app or navigate away
  2. The process may take 30-60 seconds for many medications
  3. If it fails, individual medications can be completed one by one

Getting Started

New to the app? Start here

Documenting Tasks

Complete guide to task documentation

Resident Lookup

Find and view resident information

Contact Support

Get help from our support team