Check In Orders is a barcode scanning feature that helps verify medication deliveries before stocking medications on your medication carts.
About Check-in Orders
When medication packages are scanned, ALIS compares the barcode information to active pharmacy orders that have been processed into the eMAR. This helps ensure that the physical medication package matches an active order in ALIS and confirms that the medication will be available for barcode scanning during Pass Meds.
Check In Orders serves as both a medication verification tool and an inventory tracking tool, helping communities maintain accurate medication records and identify missing or unprocessed orders.
Important: Pharmacy orders must be processed on the Pharmacies page before medications can be successfully checked in. For more information, see Processing Pharmacy Orders Reference Guide.
Check-In Orders Prerequisites
Before using Check In Orders:
- Barcode Scanning must be fully enabled for your community.
- Ideally received at least 2–3 cycle fills through your ALIS pharmacy connection.
- Pharmacy orders must be processed on the Pharmacies page.
For more information, see Barcode Scanning Reference Guide.
Start a Check-In
- Open Check-In Orders from your navigation menu:
- Enhanced Navigation (sidebar): Go to Clinical > Meds > Check-In Orders.
- Legacy Navigation (top menu): Go to Medications > Check-In Orders.
- Click Start Scanning.
A new check-in session is created, and a timestamp appears at the top of the page.
Scanning Medication Orders
Scan the barcode on each medication package received in the delivery.
As medications are scanned, ALIS displays information associated with the order, including:
- Resident name
- Room number
- Order type (Routine or PRN)
- Order status
- Scan result
Scanned medications are automatically grouped by resident to simplify review.
Manually Enter a Barcode
If a barcode cannot be scanned:
- Click Manually Enter Barcode.
- Enter the medication's Rx Number (Prescription Number).
- Click Submit.
ALIS will attempt to locate the corresponding order using the entered Rx number.
Review Scan Results
Each scanned medication receives a scan result indicating whether any action is required.
Keep
The medication matches an active pharmacy order that has been processed in ALIS.
The medication is ready to be stocked on the medication cart.
Unprocessed
ALIS has received the pharmacy order, but the order has not yet been processed on the Pharmacies page.
To resolve:
- Click on the Pharmacy Inbox link.
- Process the pharmacy order.
- Return to the Check In Orders session.
- Select the order.
- Click Resync.
If the order processes successfully, the scan result will update to Keep.
Not Found
ALIS cannot locate a matching pharmacy order for the scanned barcode. This typically indicates that the pharmacy order has not been received by ALIS.
To resolve:
- Verify the pharmacy sent the order information.
- Contact the pharmacy if necessary.
- Once the order is received and processed in ALIS, use Resync to update the scan result.
Needs Review
The scanned medication may be associated with:
- A discontinued order
- A resident who has moved out
- An order that requires further investigation
These medications will appear in the Action Needed tab (see below) during reconciliation.
Resync or Remove Orders
Use the checkboxes beside scanned medications to select one or more orders.
Available actions include:
- Resync: Refreshes the scan result after orders have been processed or updated.
- Delete: Removes the selected medication from the current check-in session.
Reconcile Orders
After all medications have been scanned:
- Click Next Step.
The Reconcile Orders page allows you to review the delivery before completing the check-in.
Action Needed tab
This tab contains medications requiring additional investigation.
Common reasons include:
- Discontinued orders
- Residents who have moved out
- Orders requiring clarification from the pharmacy or prescriber
Any necessary follow-up must be completed outside of ALIS. Click Resolve on the order to indicate that this follow-up has been handled.
Use Add Observation to record notes related to the delivery.
Common uses include:
- Documenting incorrect medications received
- Noting medications returned to the pharmacy
- Communicating follow-up items to other staff members
Observations are saved with the check-in record for future reference.
Orders Checked In tab
This tab displays medications that:
- Have active processed orders in ALIS
- Were successfully scanned during the current check-in session
These medications are considered verified and stocked.
Orders Not Checked In tab
This tab displays active pharmacy orders that:
- Have been processed into the eMAR
- Have not been scanned during the current check-in session
These medications may not have been received or stocked on medication carts and should be reviewed.
Complete the Check-In
After reviewing all reconciliation tabs:
- Click Complete Check-In.
Review the completion screen. From this page, you can:
- Print check-in details
- Upload a delivery manifest
- Finalize the check-in record
Completed check-ins are saved and available for future review. Click Done to return to the main Check-In Orders page.
Review Previous Check-Ins
The Check In Orders page includes tools for reviewing both active and completed check-in sessions.
Continue a Check-In
The Continue a Check-In section displays check-in sessions that have been started but not completed.
Use this section when:
- A delivery is interrupted
- Additional medications still need to be scanned
- Another user needs to complete the reconciliation process
Selecting the session allows you to continue where you left off.
View Past Check-Ins
The View Past Check-Ins section provides a history of completed check-in sessions.
Use this area to:
- Print previously scanned deliveries
- View observations and notes
- Access uploaded delivery manifests
- Audit medication inventory activity
By default, only the previous month's check-ins are displayed. Adjust the date range filter to view older records.