Pass Med and Medication Exceptions Reports

ALIS includes several medication reports that help communities review Medication Administration Record (MAR) activity and ensure medications are administered and documented correctly.

This guide summarizes two commonly used reports:

• Pass Meds Report
• Medication Exceptions Report

These reports help clinical leadership review administration records, identify missing documentation, and audit how staff record medication outcomes.

Access Medication Reports

Access to Medication Reports requires specific security role permissions, which must be enabled by an ALIS team member. These reports are typically available to staff with Nurse or Community Administrator security roles.

If you need access, contact your community administrator. They can reach out to your Account Manager or the ALIS Customer Success Team for assistance.

For users with report access:

1. Navigate to Reports.
2. In the ALIS Reports tab, go to the Medication Reports section.
3. Select the report you want to open.

The sections below describe the Pass Meds Report and Medication Exceptions Report.

About the Pass Med Report 

The Pass Meds Report displays administration records for routine medication orders scheduled within the selected date range.

Use this report to:

• Review medication administration activity
• Identify not recorded medication passes
• Audit documentation times recorded by staff

Pass Meds Report Filters

Resident Filters

These filters help display administration records for specific residents or groups of residents:

• Community
• Product Type
• Classification
• Resident Stage
• Residents

Med Cart

Use this filter to display records by medication cart assignment. (The available options are based on your Medication Settings.)

Selecting Unassigned can help identify residents who have not yet been assigned to a med cart.

Scheduled Date

The report defaults to the current day.

Because of this, the report may display medication passes scheduled later in the day. To view only completed medication passes, adjust the date range to include previous days, such as yesterday.

Recorded Status

This multi-select filter allows you to view records based on their documentation status:

• Not Recorded
• Recorded as Passed
• Recorded with Exception

By default, the report displays all statuses. When Not Recorded is selected, the Variance filter is automatically cleared to prevent conflicting filter combinations that could result in no records appearing in the report.

Variance

The Variance filter is available when reviewing records that are:

• Recorded as Passed
• Recorded with Exception

Variance helps identify medication passes recorded outside of your community's configured variance threshold (commonly 1 hour before or after the scheduled time). Variance thresholds are configured in Medication Settings.

Staff

Displays administration records recorded by a specific staff member.

Med Pass Time Slot

This filter corresponds to your Med Pass Time Frames, such as:

• Morning
• Noon
• Evening
• Hour of Sleep

These time segments are configured in Medication Settings and represent the medication pass periods throughout the day.

Pass Med Report Columns

The Pass Meds Report includes several columns displaying key MAR information. Three date columns are especially important for reviewing medication administration records:

Scheduled Date

Displays the date and time the medication was scheduled in Manage Orders or through order processing.

Note: MAR documents typically reflect the Scheduled Date unless a note is recorded during administration.

Passed Date

Displays the date and time the medication was recorded as administered.

Depending on community settings, staff may be able to adjust this time to reflect the actual administration time. Most commonly, the Passed Date reflects the moment the staff member clicks the Pass Meds button and opens the recording page.

Updated Date

Displays the date and time the staff member finalized the record by clicking Record Med Pass.  

Additional Pass Med Report Columns

• Resident Name / Medication - Displays the resident and the medication scheduled for administration.

• Exception - Displays the exception outcome selected when recording the med pass (for example, Refused, Other, or a custom outcome).

• Variance (h:m) - Shows the difference between the Scheduled Date and Passed Date in hours and minutes.

• Med Pass Note - Displays any notes entered when recording the administration.

• Staff - Shows the first and last name of the staff member who recorded the medication administration. 

Additional Columns in Excel Export

When exporting the Pass Meds Report to Excel, the file includes additional administration fields such as:

• Dose Administered
• Injection Site
• Patch Application Site
• Patch Application Step
• Pain Level
• Pain Scale

How to Audit a Med Pass

Regularly auditing MAR data helps ensure that medication administration records remain accurate and complete.

Auditing the Current Day

For the current day, the most efficient method is to review the Pass Meds page directly and monitor the Status column. If necessary, staff can update records from that page.

Auditing Previous Days

To audit past medication passes:

1. Open the Pass Meds Report.
2. Update the Scheduled Date filter to include the days you want to review.
3. Set the Recorded Status filter to Not Recorded. 
4. Apply any additional filters if needed.
5. Click Refresh. 

Ideally, no records will appear. If records are displayed, they represent medication orders that were scheduled but no outcome was recorded.

To update these records, staff can:

• Use Med Pass History to add the missing documentation, or
• Use the Edit MAR option on the resident’s Manage Orders page (if their security role allows it)

About the Medication Exceptions Report

The Medication Exceptions Report provides detailed information about medication passes recorded with an exception outcome.

While exception data can also be viewed in the Pass Meds Report, this report provides a more detailed view of exception activity.

Use this report to:

• Review how staff document exceptions
• Verify that appropriate outcomes are selected
• Confirm that sufficient notes are entered when medications are not administered

Review the Exception and Med Pass Note columns to see the outcomes and explanations recorded by staff.

Regular review is recommended once staff are actively using Pass Meds to ensure documentation standards are followed when residents do not receive medications as scheduled.

Medication Exception Reasons

By default, ALIS includes the following exception outcomes:

• Refused
• Adverse Reaction
• Other

When staff select Other, they may be required to enter a reason explaining why the medication was not administered. 

Custom Exception Reasons

Communities can also enable custom Exception Reasons, which require staff to choose from a predefined list of outcomes and add a description. 

ALIS provides a default list, but communities can customize these options in Medication Settings to meet their documentation requirements.

If you need assistance enabling or configuring this feature, contact your Account Manager or the ALIS Customer Success Team.

Exception Filters in the Medication Exceptions Report

If Exception Reasons are enabled, the Medication Exceptions Report will include an additional filter for these values.

Information selected in the Exception Status and Exception Reasons filters will display in the Exception column of the report.

Any additional notes recorded by staff will appear in the Med Pass Note column.

Related Articles:

• Pass Meds Reference Guide
• How to Edit a Resident's MAR
• Medication Changes Report
• Medication List Report Guide

For more assistance with Pass Meds and Medication Exceptions, 

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@go-alis.com