The Manage Orders landing page is where you can bulk download MARs and Physician Orders or quickly locate a resident's specific order page. On a resident's Manage Orders page is where Routine, PRN, Treatment, and Informational order details are viewed or edited. A variety of other tasks related to the orders or vitals entry can also be performed from this location.
Manage Orders Security Permissions
Users must be provided specific security role permissions in order to have access to the Manage Orders page, and updates to permissions requires an ALIS team member to complete. There are two levels of access in which a user can interact with the Manage Orders page:
- Manage Access (complete access to edit orders and complete other administrative functions), or
- View Only Access (restricted to only viewing order details).
For assistance with updating user security role permissions for Manage Orders, consult your Account Manager or our ALIS Customer Success Team.
Access Manage Orders
There are a few ways to access a resident's Manage Orders page:
- In the Medications dropdown menu at the top of your page, click. This brings you to a landing page where you can select a resident or applicant name in the space provided. Click Manage Orders to navigate to that person's page.
- The Manage Orders landing page is also the area in which you can download MARs and Physician Orders in bulk. Read these How do I print MARs for all or multiple residents? and How do I view and print Physician’s Orders for all residents? for more details.
- Note that users with Manage Access will have additional buttons for bulk applying community informationals and managing Physician Order documents.
- On a Resident or Applicant profile, users with access can click the Manage Orders button beneath their profile photo.
- On any medications pages (Pass Meds, Administer PRNs, Pharmacies, Medication-related Reports), you can click on the linked resident's name to go directly to their Manage Orders page.
1 - Medications dropdown menu > Manage Orders landing page
2 - Applicant or Resident Profile
2 - Linked name in medication pages (example)
Manage Orders landing page
The Manage Orders landing page gives you options to efficiently generate MARs and Physician Orders (PO) for multiple residents at a time. There may be additional buttons for Community Informationals and e-Sign Physician Orders depending on security role permissions and the community's settings.
MAR and PO documents can also be downloaded for individual residents once you navigate to their respective Manage Orders page. Read on to learn more information about these documents.
MARs
MARs contain a lot of information about each order, and will display all vitals checks recorded on the Pass Meds page. From the Manage Orders landing page, you have the option to Print Filled MARs or use the dropdown arrow to Print Unfilled MARs.
- The Print Filled MARs option will generate a MAR document with all of the selected residents' current orders, and contains up-to-date administration records (with staff initials) in the boxes.
- The Print Unfilled (also known as Blank) MARs option will generate a MAR document with all of the selected residents' current orders, but displays no administration records (no staff initials) in the boxes. This document is designed for printing as a paper MAR if you need staff to document on paper.
The key toward the top of each page of a MAR shows you the full names of staff initials that display on the MAR squares. See below further for details on each symbol:
- Not Recorded means the order was scheduled but never recorded (sometimes called a "hole on the MAR"). This displays as a dash symbol.
- Not Scheduled means the order was not scheduled for a particular date or time. This displays as an X on a gray background.
- An Exception could be a refusal or other reason the resident did not take the medication as scheduled. Any time an order has exceptions during the month, the reason and notes will display below the order on the MAR. This displays as an exclamation mark on a red background.
- Self Administered orders will display as a small person icon on a blue background. These orders do not display for documentation on the Pass Meds page.
- On Leave Meds Packaged refers to orders that were scheduled while a resident was documented as being On Leave, and the order was marked as having some doses packed. When the resident is returned from leave, more information about this will show at the end of the MAR document. This status displays as a black filled circle on a yellow background. Read this article for more information about resident On Leave status: How to Set a Resident "On Leave".
- On Leave Meds Not Packaged refers to orders that were scheduled while a resident was documented as being On Leave, but the order was marked as not having any doses packed. When the resident is returned from leave, more information about this will show at the end of the MAR document. This status displays as an unfilled circle.
- On Hold means the order was scheduled for temporary hold for a particular date or time. This status displays as an uppercase "H" on a gray background. Read this article for more information about scheduling holds: Medication Holds.
Physician Orders
POs contains specific scheduling, dosage, instructions, and related diagnoses information for each order, and will display all vitals checks recorded on the Pass Meds page. From the Manage Orders landing page, you have the option to Print Current Physician Orders or use the dropdown arrow to Print All Physician Orders.
- Print Current Physician Orders generates for view the list of resident orders that are active on the Manage Orders page. You can Print All or you can click Select Meds to Print if you want to select specific orders to display on the document. If you choose to select meds, the meds will be grouped by Prescriber.
- Print All Physician Orders will require a date range and generate a document that contains all orders that were active during your date range. This PDF can include discontinued orders if applicable.
Physician Order PDF example:
A Prescriber column is visible for each Routine/PRN/Treatment order, which displays the prescriber name associated with the order.
Medication names show a Service Level label if the order is set up with anything other than “Administer Routine” (e.g., the PDF will show: Assistance, Self-Administer, Third Party). For instructions on how to globally update the default Service Level for orders, refer to this Medications Settings Guide.
Diagnosis information appears in the Medication column below the order name. Note that this information will only display here if it was added to the Diagnosis field on the order. Read this article for more information about editing orders: How to Edit Medications, PRNs, and Treatments.
The final page of Physician Orders documents contains a New Orders section for prescribers to write new orders if needed.
- You can add a disclaimer to the bottom of your Physician Order PDFs as well as customize the signature lines, which is configured in Medications Settings. For instructions on how to manage these settings, read this How to add a disclaimer and signature lines to Physician Orders guide. For configuration assistance, contact your Account Manager or ALIS Customer Success Team.
For information on how to print Physician Orders for residents (including specific residents and/or medications), refer to this How do I print Physician Orders for all residents? guide.
Manage Orders top of page functions
The top of the resident's Manage Orders page contains a series of quick-access functions in the top section and then tabs below which contain order-related or vitals details. You can also navigate to other residents' Manage Orders pages using the menu at the top right of the page.
Note that the buttons shown and available for use depend on a user's security role permissions. See below for details on the top of page functions:
- Current MAR - You can quickly review and print a resident's current month's MAR by clicking the blue button below their photo. You can also generate this document at the top of your resident's profiles below their photo.
- Past MAR - To look at previous month's MARs, use the Past MARs button to select the month or months you need to see.
- Edit MAR - The Edit MAR feature allows permissioned users to update the information displaying on MAR documents. It is typically only available to specific staff members. For more details about the MAR Editor, read this article: How to Edit a Resident's MAR. If staff without Edit MAR permissions need to update an administration record that they recently created, this can be done using Med Pass History. Read this article to learn more: Med Pass History.
- Blank MAR - This generates a MAR document for this resident's current orders, but displays no administration records. It is often utilized if you need staff to document on paper.
- Physician Orders - Select either to Print Current Physician Orders or Print All Physician Orders for this resident.
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More - This button contains multiple bulk functions:
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- Hold All Meds & Treatments and Hold All PRNs This option puts all orders on hold and will not display on Pass Meds until the hold is over. The hold schedule can be edited as needed.
- Disable All Meds & Treatments and Disable All PRNs This option removes all orders from showing in Pass Meds. It is best practice to use the Hold function instead.
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- View Pharmacy Contact - Click this button to view the associated pharmacy contact details. If the contact details are not shown in the pop-up that appears, that indicates that the resident's pharmacy contact has either not been added to their profile or does not exist in Community Contacts. Read this Resident Contacts Reference Guide for more information.
- Med Cart - Use this dropdown menu to set or reset a resident's assigned med cart. Options only appear here if they have been added to your Medications Settings. For more information about med carts, read this Med Carts article.
Manage Orders page tabs
The main Manage Orders page will always default to the Orders tab for easy access to order information, but you can easily navigate between tabs to assist with order troubleshooting and vitals management.
Orders tab
The Orders tab displays a resident's current Routines, PRNs, Treatments, and Informationals. You can click on the side squares in the left hand panel to quickly go to the order type section below.
Routines & PRNs
The Routines and PRNs sections include all of the medication orders for your residents.
- If you have an established pharmacy connection this is where all active orders that have been processed from the Pharmacy Inbox will be displayed.
- Users with Manage Access can manually +Add Routine and +Add PRN orders or Edit specific order details. For information about how to add these orders and all of the details of the Add/Edit orders pages, read this How to Manually Add a New Medication article.
Treatments
Treatments are scheduled non-drug orders that show on Pass Meds for staff to document. Some examples of treatments are vitals checks, oxygen orders, and wound care.
- Note that all Treatments must be manually added as they will not be sent to your Pharmacy Inbox by the pharmacy.
- Users with Manage Access can manually +Add Treatment orders or Edit specific order details. The main difference between routine medications and treatment orders is that treatments do not have Routes or Doses. For more information about Treatments, read this How to add Treatment orders article.
Informationals
Informationals are orders that display on resident Physician Orders documents, but do not require any administration records on the eMAR. These may pertain to specific statements required by your state license or a doctor's recommendation.
- Informational orders can be organized into different types, and if all or many of your residents need the same details on their Physician Orders documents, we can manage these in settings and easily apply them to all or selected residents.
- Common informational orders may include: Dietary, Code Status, Immunizations, Lab Orders, and Ancillary Orders.
- Users with Manage Access can manually +Add Informational orders or Edit specific order details. For complete details about Informationals, read this Guide to Informational orders article.
DC/Changed tab
The Discontinued / Changed tab shows any DC'd orders that you have processed from the pharmacy inbox or orders that were updated and you either processed or mapped to an existing order.
Wellness Vitals tab
The Wellness Vitals tab provides a way to record, track, and/or schedule vitals for: Temperature, Weight, Blood Pressure, Blood Glucose Level, Pulse, Oxygen Levels, Respiration, and Height. If a vital is recorded elsewhere in ALIS, that data will be visible here.
- In this tab you can click Track Vital to enable vitals tracking here. Set the optional Range and Admission date as well as click the View Past Vitals dropdown arrow to view a graph of vitals data at either 30, 60, or 90-day intervals. This is also where you can edit in
- Schedule vitals for your team here to be able to record on a separate Record Vitals page.
It is common, however, for communities to prefer adding scheduled vitals checks as Treatments so that they display in Pass Meds. Adding vitals as Treatments removes the need for staff to visit two different pages to document their items. Read this article for more details and best practices for vitals: Recording Vitals.
Audit tab
The Audit tab is where you can review all events that have taken place to add, edit, and discontinue your resident's orders. This audit also shows all vitals records.
A useful way to search for details about an order is to begin typing the name of the order in the Notes search bar. If you add just the first few letters of the name of the order and click the magnifying glass, you can see a detailed history of all updates made to your order.
Order Messages History tab
This tab contains all Routine and PRN order history information specifically from your pharmacy connection. Use the filters to quickly locate specific orders. The Outcome column shows specific actions were taken by a user (i.e., 'Read and Dismissed') and which actions were taken by the backend system of ALIS (i.e., Overridden).
Options Dropdown Menu
The Options button to the right of each order type gives a list of actions that may be slightly different depending on your community's Medications settings and features utilized. Your security role will determine which options you can use.
See below for details about each Options dropdown menu item:
Edit MAR
This takes us to the Edit MAR page for this particular order. On the Edit MAR page, you can edit administration records by clicking on a box that represents a specific administration time.
Near the top of the Manage Orders page below the photo, you can click the Edit MAR button to access this page for all of the resident's orders. For more information about the Edit MAR page, read this How to Edit a Resident's MAR article.
eFax Refill
Click here to submit a refill request to your pharmacy or prescribers. Read this eFax Refills article for more information.
Request Resupply
Instead of eFax Refills, you may have a different refill request setting that submits your requests directly to your pharmacy's software without using fax. Read this How to Request Refills through your Pharmacy Integration article for more information.
Schedule Hold
This is a useful feature that allows you to schedule med holds. Orders on hold will not display on Pass Meds until the hold is over, and the schedule can be edited as needed. Read this Medication Holds article for more information.
Discontinue
Click Discontinue to confirm and enter a reason for the discontinuation of the medication. You will find all discontinued orders in the DC/Changed tab on Manage Orders. Discontinued orders can be cloned to create new ones if needed. Read this Discontinuing Medications article to learn more.
Disable Routine/PRN/Treatment
This option removes the medication from showing in Pass Meds. It is similar to Schedule Hold, except there is no scheduling component. It is an ideal practice to use Schedule Hold instead.
Replicate Across Residents
This allows you to copy the order onto other resident's MARs. Click the checkbox next to the resident names to copy the order. This is most often utilized for Treatment orders for vitals checks. Read this How to Replicate Orders and Vitals Across Residents guide for more information.
Clone
This allows you to duplicate a medication for the resident, and you can change the order type between routine, PRN, and treatment. A common use is cloning an order from a routine medication to create a PRN. You can also clone orders that have been discontinued in the DC/Changed tab to create new orders. Read this Clone a Medication, Treatment, or PRN guide for more information.
Enable Drug Counting
If you have Drug Count turned on for your community, this option is how you will add this order to be counted. This opens a pane where you should choose to 'Create New Account' and add the current quantity on hand. For more information, read this Enabling Medications for the Drug Count article.
Disable Drug Counting
For orders that have been added to the drug count, you can click this option to remove them from the drug count.
Edit Drug Count Link
For orders that have been added to the drug count, you will see this option to edit whether the order quantity is linked to another order quantity. It is uncommon to link the quantities, but may be done if the same package of a drug is used for routine and PRN administration.
Link to Drug Database
If you have Drug Database turned on for your community, you typically link the order to the database when you are adding it when you search for a name and NDC #. This option allows you to search for the order within our drug database if you have not already linked it. Read this ALIS Drug Database Reference Guide article for more information.
Edit Drug Database Link
If the order is already linked to the drug database, this option allows you to link it to another. Use this if you have made a mistake with the name and NDC of the order.
Delete Drug Database Link
This is very unlikely to be used. You can remove the order's link to the drug database with this option.
Delete
This will remove the order from the MAR and med pass. You will not be able to delete an order if administrations times have already elapsed in on Pass Meds, but you can discontinue the order instead.
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