What is a Medication Profile and Medication Profile Report?

The Medication profile is a core component of a client's Care Documentation, containing all of the information related to the client’s current and historical medicines. It allows the caretaker to action all medication-related tasks, such as reviewing the client's medication profile, adding new medications, managing discrepancy information, changing medication statuses, printing profile summaries and adding medication administration records.

• How to find a Medication profile
• Medication Status
• Bulk changing or archiving a medication status
• Changing a medication status
• Archiving a medication
• Copying a medication
• Edit the discrepancy information of a medication
• Capturing all information in a Medication Profile Report
• What each 485 status mean?

How to find a Medication profile

The below can be accessed by navigating to the client's profile, then Care Documentation > Medication.

When you click on a medication name, a detailed medication page will be displayed like below. The page contains details about said medication's current medication status, medication and dosage information, timing, order, as well as discrepancy and reconciliation. Refer to this article for more information on these categories.

Medication Status

Each medication contained in a client's medication profile has an associated Medication status. Only medications listed as "Active" are displayed in the Blank template MAR ("Medication administration record"). Statuses may be changed, with some exceptions per the table below:

The organization label of the status can be configured for a specific branch by navigating to Settings  > Medication. From there, you can update a medication's status as necessary.

Bulk changing or archiving a medication status

There are multiple ways of changing the status(es) of one or multiple medications. Under Care Delivery > Medications, you may bulk select one or many medications from the medication profile list. Select your medications, and the "Change medication statuses" button will display on the side.  You can then include or exclude medications from the list, change the Medication status, Archive the medication, and include a Status change reason.

Changing a medication status

You can change the Medication status for medications with the statuses Active, Intended, Not Taken, On Hold, and Unknown from the medication profile list. Go to your medication of choice and click on the button “Change medication status”. 

By default, the current user on this workflow will be the one shown under the field "Medication status changed by", but you can also type in a name within the free text field. The Medication status change date/time is also set to the current date and time by default, but you can also modify that later on. In this pop-up window, you can also fill in the new Medication status and Medication status change reason as needed. 

Archiving a medication

For medications with the medication statuses Completed, On Hold, Entered in Error, you may also choose to Archive the medication at this point. The "archive" status is considered an addition to the medication status. Archiving a medication means removing it from the regular medication profile list. You can access these archived medications by selecting the “Show archived” filter. 

⚠️ While the medication status will not be affected by the archive action, once archived, the action cannot be undone.

Copying a medication

Medications cannot be directly edited. Rather, medications may be copied/duplicated. Go to your selected medication, click into its medication profile and you will see three dots on the right hand side. Click on that to access the Copy action. 

Review the system's message and update these settings as needed. You can edit the duplicated medication’s fields in a new "Add medication form", prior to clicking on "submit" and having it sent to a client's profile.

You can also discontinue a medication. Other than going into the medication profile and selecting "discontinue current medication" from the system message window as shown above, you can also discontinue medications whose statuses are Active, Intended, Not Taken, On Hold, and Unknown. Be sure to select the appropriate reason for this action, seen in the sample below.

Edit the discrepancy information of a medication

The Discrepancy and Reconciliation section contains the only editable fields for a medication. To do so, go to your selected medication, select "Edit discrepancy information" from the drop-down menu. 

When the Discrepancy status is changed to "On-hold" or "Discontinued", you will be prompted to select the prompt "Update medication status". Once this is done and saved, the medication status will also be changed to "On-hold" or "Discontinued". If selected, the "Discontinued" option will also prompt you with an alert.

Capturing all information in a Medication Profile Report

The Medication profile report is a summary of all medications in a client's medication profile. It offers details that are categorized into three (3) summary sections: the Agency’s information, Client information, and Medication information.

Agency information includes:

Agency name, Phone number, Email address, Address, Fax number, and the agency’s logo.

Client information includes:

Client name, Date of birth, Gender, Allergies, and Diagnoses.

Medication information includes:

Medications' Status, Medication name, Ingredient strength & Ingredient unit, Dosage/quantity & dosage unit, Route, Frequency, Administration type, Start/end date and time

To generate a copy of the medication profile report, click on "Print profile" on the Medication landing screen. A sample is show below.

To bulk print your medication profile, refer to this article.

What each 485 statuses mean?

New - medication start date is between the certification start date and the certification end date and the medication has not been entered in error or marked as archived.  if it is the first 485 for the client, all medications will be marked as new.
Ongoing - user may flip to indicate a medication as ongoing if the medication is not a new medication for the client.  Discontinued, entered in error medications and medications that have been archived cannot be marked as on-going.
Change - When a user is copying a medication, the user will have the option to indicate that it is a "change" on the 485.  If the agency does not want to use the change status to identify medications that have been changed (e.g. dose changes during the certification period) then they simply will not select that it is a changed medication when copying the medication.
If a medication is subsequently updated to "ongoing" that status will override the "change" status.
Discontinue - if a medication is discontinued but not archived, the medication will display on the 485 with a status of discontinued.  If an agency or a physician does not want to track all changes to medications (including discontinue) on the 485, then medications can be archived at the time of discontinuing the medication.