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Set up eMAR in myEvolv

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eMAR (Electronic Medication Administration Record) is a feature that allows agencies to track medication administration to clients as well as prescription details such as quantity on hand.

Configure the system settings

You must enable eMAR functionality in the System Settings.

  1. Go to: Setup > System > EvolvCS System Setup > System Settings/Preferences.
  2. In the toolbar, select Open EvolvCS and select the appropriate system.
  3. In the Interface Related Settings tab, select the Use eMAR check box.
  4. Select Save.

Note: You must log out of myEvolv and log back in for this change to become active.

Configure the time of day bands

To track medication administration, you must specify time bands and enter the start and end times of the bands. Medications are prescribed to be given during certain times of the day which correspond to these bands. Only medications specified to be given during a particular time of day are available when tracking administration.

Note: You can create an 'As Needed' band to make the medication available on all time of day bands.

  1. Go to: Agency > Other Setups > eMAR Time of Day Bands > eMAR Time of Day Bands.
  2. In the toolbar, choose Select Agency and select the appropriate agency. 
  3. In the Time of Day Bands grid, in an empty row, select the ellipses button.
  4. Search for and select a description in the list.
  5. Enter times in the Start Time and End Time fields.   
  6. Select the Is Active check box to make the selection available.
  7. Select Save.

Configure the Time of Day Band Set

Link specific Time of Day Band Sets to a Time of Day Band.

Note: When using the OrderConnect Medication form, Time of Day Band Sets entered here are available to populate the Dosages sub-form in the Time of Day Bands Set field.

  1. Go to: Agency Setup > Other Setups > eMAR Time of Day Bands Sets > eMAR Time of Day Bands Set.
  2. Select Add New then Medication Time of Day Bands Set.
  3. Enter a Set Name.
  4. Select all Times of the Day to be included (Morning, Evening, and so on).
    Note: The Date entered and Frequency per day are updated on save. The Frequency is the count of the number of Times of the Day selected.
  5. Select Save.

Set up an eMAR service event

eMAR is a system-defined service event so you do not need to create it. However, you need to add the service to the appropriate programs.

  1. Go to: Agency > Service Setup > By Program > Individual Services.
  2. In the Individual Services list, expand an appropriate service and choose Edit form in a new window. 
  3. In the Agency Program Services dialog, in the Service Event column, select the ellipses button.
  4. Search for and select the eMAR event. 
  5. Select Save.

Note: If you currently bill for the event, you need to complete the following steps:

  • Update your contracts in Finance > Payer/Contract Setups.  Update the billing scheme and then associate the rates.
  • Make the Administered Medication event inactive by removing security from worker roles. You will not be able to make the service event inactive because it is a system event.

Set up eMAR alerts

Define the type of automated alerts and who they are sent to.

  1. Go to: Agency Setup > Other Setups > eMAR Alerts > eMAR Alerts.
  2. In the toolbar, select New > eMAR Alert Agency Setup. 
  3. Select the Alert Type to determine the event that triggers the system to send the alert.
    Note: You can select the alert type from a list of system-defined values. You cannot modify these values.
  4. Complete any of the following fields as appropriate:
  • Is Active - Select this option to make the alert active in the system. 
  • Primary Worker of the Client - Select this option to send the alert to the client's primary worker. 
  • Supervisor of Primary Worker - Select this option to send the alert to the primary worker's supervisor.
  • Worker Roles - Select the ellipses to add any worker roles. If staff members with that worker role are assigned to the client, those staff members will also receive an alert.
  1. Select Save.

Configure staff access and security

Security configuration for eMAR involves both Navigation Access Schemes and Worker Roles.

Configure the navigation schemes

  1. Go to: Agency Setup > Staff & Security Setup > Navigation Access > Access to Forms.
  2. In the toolbar, select Open Navigation Scheme  and choose a navigation scheme from the list. 
  3. Update navigation schemes to grant access to the eMAR, Medication, and Medication Administration forms. 
  4. Select Save.

Grant staff access to add medications

To add medications, you must grant staff access to the New button.

  1. Go to: Agency Setup > Staff & Security Setup > Navigation Access > Access to New Button.
  2. In the toolbar, select Open Navigation Scheme and choose a navigation scheme from the list. 
  3. In the System Structure list, grant access for Medication All Clients Secure. 
  4. Select Save.

Configure the worker roles

Turn off access to the old Administer Medication event and give access to the new eMAR event. 

  1. Go to: Agency Setup > Staff & Security Setup > Worker Roles > Security for Events.
  2. In the toolbar, choose Select Worker Role  and select a worker role from the list.
  3. Turn off access to the Administered Medication event, and grant access to the eMAR event.
  4. Select Save.

Define the medication table values

The following tables pertaining to entering medication prescription information require setup before you can use eMAR.

  1. Go to: Setup > Medication/Substance > Setup. 
  2. Define the contents in the following tables as appropriate:
  • Category - Agency-defined categories for drugs.
  • Controlled Substance Indicators - Agency-defined values for listing risk for substance abuse.
  • Dose Form - Agency-defined values for the form of the medication.
  • Drug Dose Amts - Agency-defined values for the medication dose.
  • Product Strength - Agency-defined values for the medication strength.
  • How Administered - Agency-defined values for the methods of delivery.
  • Medication Frequency - Agency-defined values for the frequency the medication is to be administered.
  • Substance Frequency - Agency-defined values that indicate the frequency a substance is used.
  • Substance Status Codes - Agency-defined values that can be used to track an individual's status of substance use.
  • eMAR Outcome Reasons - Agency-defined values for the outcome of a medication administration.
  1. Select Save.

Exclude medications with no remaining quantity

Release Consideration: With myEvolv versions 9.0.8170 and later, you can exclude medications with zero quantity remaining from the eMAR list. 

  1. Go to: Agency Setup > Agency > Agency > Agency Information.
  2. Select the Agency-Specific Settings tab.
  3. Under eMAR, select the Exclude Medication w/o Qty Remaining from eMAR? check box. 
  4. Select Save.

Note: The system continues to display administered doses after the medication quantity reaches zero.