Pass Med and Medication Exceptions Reports

This guide summarizes two of the most useful reports you can find in the Medication Reports section of the Reports page.

Access to reports are often limited to members of your staff with Nurse or Community Administrator Security Roles. If you need help with access to reports, contact your administrator or ALIS Support for assistance.

Pass Med Report

This report shows us administration records of any Routine Medications that are scheduled within the filtered range. Use the report to audit your med pass records for any unrecorded items and review the timing of staff records.

This report is best used for looking at information from days prior to today. The Scheduled Date filter contains the current day by default, so you will possibly see outcomes of med pass times that are occurring later today.

• • If you want to guarantee the report will only show you med pass times that have already occurred, update this filter to contain yesterday and/or days before.

Dates and Times

There are three dates to be aware of for all med pass records, and these are represented as columns on the report:

• • • Scheduled Date: Date and time the order was scheduled on the Manage Orders or Pharmacies pages.
    • Passed Date: Date and time the order was documented to have been recorded. It is possible to update the date and time on the Pass Med page so that staff can accurately document when they gave the medication. Most of the time staff do not update this, and it will reflect the time the staff member loaded the Record Pass Meds page for the resident.
    • Updated Date: Date and time the staff member clicked the Record Med Pass button.
    • Note: The MARs only reflect the Scheduled Date, unless staff record a note, and the note will then contain the Passed Date.

The Variance (h:m) column will show you the difference in hours and minutes between the Scheduled Date and the Passed Date.

If you Export this report to Excel, you will find these additional columns:

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

How to Audit your Med Pass

To audit the current day's med pass records, the easiest thing to do is look on the Pass Meds page! From there you can also act more quickly to add any missing records.

For days before today, go to the Pass Med Report and complete the following steps:

1. Update the Scheduled Date filter to contain the days you want to audit prior to today. This can contain yesterday and/or days before.
2. Update the Variance filter for "Not Passed".
3. Click Refresh.

If you follow the above steps and see any records at all, these records represent orders that were scheduled for administration, but no staff recorded whether they were Passed, nor if they were marked with an Exception.

Medication Exceptions Report

This report shows all recorded exceptions on the Pass Meds page.

• Look at the Exception reasons and notes that your staff are recording. Verify that they know what to record when residents refuse their meds or if a scheduled medication is not available to give the resident.
• It is a good practice to review this very frequently once your team begins using the ALIS med pass, and perhaps once weekly after everyone is comfortable using it. This will be helpful for you to make sure that your team is documenting the appropriate information when residents do not take their medications as directed.

Exception Reasons

• The default setting for exceptions is to have a few options: Refused, Adverse Reaction, or Other.
• When staff select Other, there may be a text field required for them to type a reason why the medication was not passed. Alternatively, you can set up an Exception Reasons list for staff.
• If you would like to enable an Exception Reasons list, contact us to set this up. There is a list of ALIS default options, but we can also customize the list to include any options your team needs on the Medications Settings page.

If you have the Exception Reasons list enabled, this will display as an additional filter on the Medication Exception Report. The information in the Exception Status and Exception Reasons filters will display in the Exception column of the report. If any additional notes are added by staff, those will display in the Med Pass Note column.

Related Articles:

How to Pass Meds

Med Pass History