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The Medication (eMAR) module replaces the paper MAR chart. Each support recipient’s medicines and chart live on their profile, carers record doses in the Elate Care app, and the office oversees the round from Operations. Who can do this: three permissions share the work. By default:
  • Medication records (read a person’s medicines and MAR chart): Organisation Owners, Service Provider Admins, Care Managers, Care Coordinators, Team Leads, Carers and Read Only Auditors.
  • Manage medications (add, change and stop medicines, set dose times, correct a recorded dose, and open Operations > Medication): Organisation Owners, Service Provider Admins, Care Managers, Care Coordinators and Team Leads.
  • Record medication (record a dose): Organisation Owners, Service Provider Admins, Care Managers, Team Leads and Carers.
Your organisation can change this in Settings > Permissions.
This needs the Medication (eMAR) module. If you cannot see it, ask your organisation owner. The Elate team turns the module on for your organisation.
A person’s Medication tab only appears when three things are true: the Elate team has turned the module on, your organisation owner has not switched it off in Settings > Medication, and your role includes Medication records. Your organisation may use different words for some things, such as “Service users” instead of “Support recipients”. Elate shows your organisation’s words everywhere, so follow what you see.

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Add a medicine

1

Open the person's Medication tab

Open the support recipient’s profile and select the Medication tab.
2

Start a new medicine

Select Add a medicine.
3

Find it in the dictionary

Type at least three letters of the name in Find it in the dictionary and choose the matching product. Choosing from the dictionary records the substances in the medicine, which is what lets Elate warn a carer when the person is recorded as allergic to one of them. You can type a name by hand instead, but then that warning cannot happen.
4

Check the name

Name as prescribed fills in from the dictionary. Check it matches the prescription.
5

Describe the dose

Fill in Dose and choose a Route. Tick The dose varies to enter the Lowest and Highest dose, As required to set Most in 24 hours and Least time between doses (minutes), or Controlled drug if a witness should be asked for.
6

Add the prescriber's details

Fill in Why it is prescribed, Directions (shown to the carer word for word), Warnings (shown above everything else), Prescriber and Start date.
7

Save

Select Add medicine.
8

Add its dose times

Select the medicine’s name to open it, then open Manage dose times. Choose a Frequency (Every day, Selected weekdays, Every N days, Every N elapsed hours or Selected days every N months), set Dose time or first hourly dose and First day, and select Add dose time. Add one dose time for each time of day it is given.
Until a medicine has dose times, nothing is due, it is not on the round and the chart draws no row for it. Medicines given As required have no dose times.

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Change or stop a medicine

Select the medicine’s name to open it.
  • Change this medicine opens the same form. Changing the dose, the route, As required or Controlled drug creates a new version: the old version is stopped and kept, you must say Why is it changing?, and the dose times stay with the old version, so add them again on the new one. Correcting the directions, warnings, why it is prescribed or the prescriber changes the record without a new version. Select Save changes.
  • Take this medicine off the record asks why. Choose They have come off it to stop it (it stays on the record and the chart keeps every dose given), or It was added by mistake. They were never on it. If nothing has been recorded against a mistaken medicine it is removed completely; otherwise it is marked Recorded in error and kept. Write what happened in Say what happened, then confirm.
The name cannot be changed. A different medicine is a new prescription: stop the old one and add the new one. On the Medications view of the tab, medicines are grouped under Current, Stopped and superseded and Recorded in error.

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Read the MAR chart

The MAR chart view opens first. Choose 28-day cycle, This week or Calendar month, and use Today and the arrows to move between periods. A line above the chart counts the doses recorded, those with nothing recorded and those refused. Select a cell with an entry to see who recorded it and when. A recorded dose is never edited or removed. If it is wrong, someone with Manage medications selects Correct this entry, says what actually happened and why, and selects Add correction. The correction is shown alongside the original.

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Record a dose on the web

Carers normally record doses in the Elate Care app. When the office needs to record one:
1

Open the form

On the person’s Medication tab, select Record a dose.
2

Choose the medicine

Pick the Medicine and, if it applies, Which dose time (optional).
3

Say what happened

Choose an answer in What happened?. Elate then asks for anything else it needs: How much was given? for a variable dose, a Reason code for a refused or omitted dose, and a Witness name (or Or say nobody was available) for a controlled drug.
4

Add stock and notes, if you want

How much is left (optional) takes Plenty, Some, Running low or None left. Add anything else in Anything to add (optional).
5

Record it

Select the button at the bottom, for example Record as given.
The entry is signed with your name, because the chart records who wrote it. If somebody else gave the dose, say so in the notes.
To write up a dose time that has nothing recorded, select its ? cell on the chart. Fill in Write up this dose and select Write it up. A dose can be filed no earlier than 7 days ago: anything older is filed as 7 days ago and marked as written up late, and Elate tells you before you save.

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Medication oversight in Operations

Operations > Medication looks across everyone you support. It needs Manage medications and the module.
  • Today: today’s round, by dose time.
  • Needs review: controlled drugs given with nobody available to witness, and medicines given past an allergy warning. A correction that supplies the missing detail clears the row.
  • Not covered: doses in the next fortnight that no visit covers, so you can put a visit against them.
Select Open the chart or Open their chart to go to the person’s MAR chart.

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Medication settings

Organisation Owners and Service Provider Admins find these in Settings > Medication:
  • Medication records: switch the module off for your organisation. The medication screens are hidden and no dose can be recorded; records already written are kept.
  • Standard dose times: up to 12 times, starting as 08:00, 12:00, 18:00 and 22:00.
  • Dose time window (minutes): how far either side of a dose time still counts as on time, from 5 to 240. It starts at 60.
  • Keep administration records for (years): from 1 to 30. It starts at 8.
Controlled drugs always ask for a witness, and this cannot be switched off. Where nobody is available the dose is still recorded with a reason and listed under Needs review. Select Save medication settings when you are done.

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Questions

In the Elate Care app, from the visit. See Recording medication.
Yes, if your role includes Manage medications. Open the medicine and, under Medication reminders, choose a Staff member and Minutes before, select Add, then Save reminders. Reminders go to named staff with medication recording access, and only once the medicine has dose times.
By default, Organisation Owners, Service Provider Admins, Care Managers and Team Leads get an in-app Missed dose or Refused dose notification. See Your notifications.
Adding and changing medicines needs Manage medications. Recording a dose needs Record medication. Ask your organisation owner if you need either.