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Prescription setup and medicine administration

This article covers how to track students receiving medication through our health records module. To administer medicine to students, both a prescription and a medicine inventory need to be created. Prescriptions indicate what medicines can be administered to students as needed or daily. Medicine inventory allows a school supply or student specific inventory of medicines to be created with their delivery date and origin. It can also allow the amount of doses administered and remaining to be tracked. Once prescriptions and medicine inventory have been created, medicine can be administered to students en masse or individually.

  1. Create a Medicine 
  2. Create a Prescription
  3. Create Medicine Inventory
  4. Administer Medicine 

Create a Medicine 

Medicines can be used when creating prescriptions or medicine inventory. Creating new medicine is only necessary in preparation for creating a school supply of medicine inventory. It is not necessary to create medicine before creating a student prescription, as during this process it is possible to use existing medicine or create new medicine. 

To create a medicine:

  1. Go to School Main > Health Records > Medicines 
  2. Select Create Medicine 
  3. Set the Description of the medicine
  4. (Optional) Set the Strength of the medicine
  5. (Optional) Set the Route of the medicine
  6. Save

Create a Prescription 

Prescriptions need to be created for students before any needed medicine can be administered. Prescriptions are set to be administered as needed or daily. 

To create a prescription:

  1. Go to School Main > Health Records > Prescriptions 
  2. Search for the needed Student
  3. Select Create Prescription 
  4. In Medicine choose to Use Existing prescription or Create New prescription
    • If selecting Create New, configure the following fields: 
      • Set the Description of the prescription
      • (Optional) Set the Strength of the prescription
      • (Optional) Set the Route of the prescription
  5. Set the correct Dosage 
  6. (Optional) Set Number of Times a Day the prescription should be taken
  7. Set When Taken as As Needed or Daily 
  8. (Optional) Set the Time when the prescription should be taken
  9. (Optional) Set the Start Date of medicine administration 
  10. (Optional) Set the End Date of medicine administration 
  11. Set if there is a Physician Signature on file
  12. (Optional) Enter needed Notes 
  13. Save

Create Medicine Inventory

Medicine inventory tracks medicine brought into the nurses office, either by students or by the nurses themselves. The inventory will track the delivery date and origin of medicine provided, but if provided with extra information, can also track doses administered and remaining for each item in the inventory.

To administer medicine for a prescription, it must exist in the medicine inventory. If the inventory is for a specific student, the prescription must be created first. 

To create medicine inventory for a student:

  1. Go to School Main > Health Records > Medicine Inventory 
  2. Set Mode to Student 
  3. Search for the needed Student in Type
  4. Select Create Inventory 
  5. Select applicable Student Prescription 
  6. Set Date Delivered
  7. Set who the prescription was Brought in By 
  8. (Optional) Set Expiration Date
  9. (Optional) Set amount of Original Doses
  10. (Optional) Enter any needed Notes
  11. Save

Medicine created as a school supply can be administered to any student with an applicable prescription. 

To create medicine inventory as a school supply:

  1. Go to School Main > Health Records > Medicine Inventory 
  2. Set Mode to Date
  3. Select Create Inventory 
  4. Set the Type as School Supply
  5. Select applicable Medicine
  6. Set Date Delivered
  7. Set who the prescription was Brought in By 
  8. (Optional) Set Expiration Date
  9. (Optional) Set amount of Original Doses
  10. (Optional) Enter any needed Notes
  11. Save

Administer Medicine

Once prescriptions and medicine inventory have been created for students, medicine can be administered to them. Medicine can be administered to students as needed or can be mass administered to all students with daily prescriptions on the same page. 

To administer medicine to a student:

  1. Go to School Main > Health Records > Medicine Administered
  2. Search for the needed Student
  3. Select Administer Medicine 
  4. Verify Date and Time
  5. Select Medicine 
  6. Set Dosage amount 
    • Select Not Administered if dose was not used
  7. (Optional) Enter any needed Notes
  8. Save

Students with prescriptions set as daily can have their medicine mass administered. This allows for the administration of daily prescriptions to occur on a single page, instead of student by student. If Start and End dates have been entered on a student’s prescription, the student will only appear on the applicable dates. 

To mass administer medicine:

  1. Go to School Main > Health Records > Medicine Administered
  2. Select Mass Administer Daily Medicine 
  3. Select administer for the needed students
  4. Verify Time 
  5. Set Dosage amount 
    1. Select Not Administered if dose was not used
  6. (Optional) Enter any needed Notes
  7. Save