How to Create, Edit, Lock, and Print Medication Setup Records

Applies to: eResidentCare
Location in App: Resident → Orders → Medication Setups
Permissions Required: Read / Create / Update / Delete (permission-based)


Overview

The Medication Setups feature provides a structured way to document medication preparation (such as pill box or medication packaging setups) for residents. It calculates medication quantities based on date range, frequency, and dose, records staff accountability, and produces a printable, calendar-style Medication Setup report.


Step 1: Select the Resident

  1. From the dashboard Resident list, select the resident you are preparing medications for.

  2. Click the menu icon (three lines) in the upper-right corner.
  3. Under Orders, select Medication Setups.

Step 2: Medication Setups List Screen

This screen displays all medication setup records for the selected resident.

Available Columns

  • Start Date

  • End Date

  • Set Up By

  • Created At

  • Status

    • Draft – Saved but unlocked record

    • Completed – Locked record

  • Actions

    • View – Open the record

To create a new record, click + NEW SETUP.

Step 3: Create a New Medication Setup

  1. Click + NEW SETUP.

  2. Select a Start Date and End Date.

    • The date range includes the end date.

    • The system automatically calculates the total number of days based on the first and last date selected.

  3. (Optional) Enter a note in the Note field.

  4. Click SAVE DRAFT to continue.


Step 4: Review and Adjust Medications

After saving the draft, the next screen displays the resident's current medication orders included in the setup.

Medication List Columns

  • Medication – Name and strength

  • Directions

  • Frequency

  • Schedule

  • Qty Prepared

    • Automatically calculated based on:

      • Date range

      • Frequency

      • Quantity given at each scheduled time

    • This field is editable

      • Click into the field

      • Use the up/down controls to adjust the quantity

  • Comments

  • Action

    • Trash can icon – Removes the medication from the setup list


Step 5: Removing or Adding Medications

To remove a medication:

  • Click the trash can icon next to the medication.

To add medications back:

  • Click + ADD MEDICATION

  • This list includes:

    • Medications previously removed

    • New medication orders entered after the setup was created

  • Select the medications to add them back to the setup.


Step 6: Available Actions

At the bottom of the screen, the following actions are available:

  • Save – Saves changes and keeps the record unlocked

  • Lock – Finalizes the record and marks it as Completed

    • Locked records cannot be edited unless unlocked (permission-based)

  • Delete – Deletes the setup record

  • Back – Returns to the previous screen

  • Print – Opens the printable Medication Setup report

Step 7: Printing the Medication Setup Report

  1. Click Print.

  2. A calendar-style Medication Setup report is displayed:

    • Medication names listed vertically

    • Dates displayed across the top as column headers

    • Each date cell shows the quantity prepared for that medication

  3. Click Print again to:

    • Print directly from the browser

    • Download the report as a PDF


Printing Best Practices

  • For best formatting results, use a date range of 4 weeks or less.

  • Longer date ranges may cause the date headers to overlap on the printed report.

  • If a longer period is required, it is recommended to create multiple Medication Setup records instead of one extended record.

Important Notes

  • Medication Setup records include staff name, date, and time for accountability.

  • PRN medications can be included by adjusting the Qty Prepared field.

  • Printed reports can be provided to residents or responsible parties when medications are sent with a resident who leaves the facility.

  • Locked records display a status of Completed and serve as finalized documentation.