emar direct connect system set up - eldermark training · 2011. 7. 18. · page 5 of 22 emar direct...

of 22 eMAR Direct Connect Rev. 7/18/11 System Set up

EMAR Direct Connect

System Set Up

This session includes: EMAR and Demographic Information System Setup: System Settings Tab1, Company (Address, Clinical, User Defined Fields, and Risk Management tabs) Medical Professionals, Medical Professional Roles,

Medication Time Codes, Medication Schedule Codes, SIG Codes, Pharmacy, Medications, Diagnosis, and Medical Providers.


System Setup To access click on File – Setup. The following list will open; double-click the item from the list you want to open or highlight and click “Open.”

When Employees are added to the system, you can limit access to Setup of master files. This listing is all of the setup files that are used in EMAR and demographic setup.

Individual users may have more or less items in this listing. Setup Menu for a database administrator.


System settings – Tab 1

Report Title is only used in the multiple facility databases. The Corporate name and address are entered here. Maximum Concurrent Users is the maximum number of people who can be logged into Service Minder at one time. NOTE: You can have more people than this set up as users. Diagnosis Codes: This has two options:

Auto Numbering: Service Minder will auto assign the code. An auto assigned code will always start with “sm”.

Manual Numbering: When a new diagnosis is entered the user will also enter the code portion. Enable Recycle Bin should be marked. With this feature turned on, records that are deleted are saved in the recycle bin for several months. Prohibit Dup SSNs in Residents. When this is marked, you will not be allowed to add a new resident with the same Social Security Number as another resident already in the system. Note: the SSN is one of the key identifying fields for resident matching in EMAR to ensure that the resident gets their medications. Backups Backup encryption key: this is where you enter the password if you need to restore a backup. Backup Name Prefix: This is the facility specific name included in the backup file name. Additional Modules: If your facility is EMAR only then “Enable Marketing,” “Enable Trust Module,” and “Enable GL Integration with Intacct” will not be marked.


Enable Risk Management Module: Checking this field enables access to Risk Management Module for the company. E-mail Setup: This is completed by Eldermark, only used if Risk Management module is active. Service Minder Mobile: This section is completed by Eldermark. This area is used to set up EMAR Mobile (handheld devices for medication pass) and Service Minder Mobile (hand held devices for confirming Services and completing assessments.)

Company – Address, Clinical Setup, User Defined Fields, and Risk Management To access: click on File – Setup – Companies. Double click on your company to open the record. Address Tab

Address: Enter your facility address and phone number. Report Title: This is the facility information that will print on your reports. This information can only be changed by Eldermark Staff. Automatically Assign Resident Number: The resident number is the system ID, it is recommended to have this automatically assign. Time Zone: Our server is in the central time zone. This field is used to ensure that your entries are recorded in your local time. Eastern Time Zone = 1 Central Time Zone = 0 Mountain Time Zone = -1 Pacific Time Zone = -2 Display Times in: Options are Military or AM/PM format. Can only be changed by Eldermark Staff. If you convert to military time a utility can be run to convert all of you entered times to military format.

Time Zone: Eldermark Server is on CST – enter your time difference


Registration & Modules: This area is set up by Eldermark. It is based on your contract.

Company Logo: Currently the logo is only available to print on a billing statement. Clinical Tab:

Display Resident Photo on Main tab of Resident Form: If this is checked the resident Photo will display on the Main tab of Resident Care Management. (Note: this option may slow the response times in resident care management, due to size of pictures.)

Resident Progress Notes Configuration: This feature is for locking Progress Notes – Note: Employees with administrator rights can always edit Progress Notes.

No Restraints: Notes will not lock and can be edited at any time. Allow Edits on Same Day: This option allows staff to edit notes on the same day they are entered. Once Saved Can’t Modify: The note is locked and cannot be edited unless they have administrator rights to the database.


Physician Orders Sheet: Click Setup button for Options.

This must be set up before physician orders can be printed. If an employee is given access to Companies they can change these set up options for an individual resident before printing. Note: When printing an individual resident’s physician order sheet you will have an option to include a resident specific note to the doctor. All physician orders contain the resident allergies.

Mark the items that you want to print. Orders: You can print in a paragraph format or one order per line. Medications: Each medication will print on a separate line. You do have the option to print the medication name in uppercase or a separator line between each medication. How many blank lines to print for “Order Changes/New Orders”? If you leave this set to 0, this section will not print. If you enter in a number you will have that many lines print out under this header as an area for the doctor to write new orders. Facility Master Order Text: Anything entered in this area will print on all resident’s physician orders.


Face Sheet: Click Setup Button for Options.

The information that will print on all resident face sheets are: Resident Name, Preferred Name, Admission Date, Unit, Gender, Date of Birth, Age, Religion, Marital Status and Personal Contacts. The rest of the information is selected by the community.

Report Title: You can edit the title of the printed report. The report will still be called Facesheet in the report menu.

The Report is divided into sections: Resident Demographic, Contacts, Medical Contacts, Billing, Medical Information, Code Status/Advanced Directives, Notes/Alert, Other and Discharge information. Resident Section: Select the items you want to print by checking the box next to the appropriate field. Note this section does not decrease in size if you select fewer items, all other sections will.

Contacts: Personal Contacts: Enter in the maximum number of Personal Contacts you would like to have printed on your face sheets. If you mark “Print in Grid,” the contact information will be formatted with “boxes” around each section. If you mark “Print as Text,” the information will print with comma separators. Medical professionals: Select “Primary Physician Only” or “All additional Physicians” (medical professionals), check the additional items you want to print.

Options in the Billing section vary for Florida and Illinois. See below


Billing Section: Default Billing Options

IL Billing Options

Florida Billing Options

Medical Information: Select all items you want to print.

Notes/Alerts: Code Status/Advanced Directives:

Other: If you have multiple set up, you can select any that you want to print

Discharge Information: If selected the” Date of Discharge,” then “Reason for Discharge” and “Discharged To” will print.


Medication / Medication Sheet: Click Setup button for options

Resident Medications data input form

For routine meds, do you want reminder to enter “indicated for”: Mark this if you want a prompt to remind you to enter this when blank. Note: PRN medications require the “indicated for” to be completed. Show Description (Shape/Color/Imprint): Mark this if you want these entry fields available on the resident medication screen. Show “Record at Passing” items (B/S, B/P, etc): Mark this if you want staff to be able to record vital parameters in the electronic medication record.


Printed Medication Sheet

Report Title for the Medication Sheet: If you want the title of this form to be anything other than Medication sheet, enter the title in the field. Day of Month to start med sheet: Enter the day of the month you would like for the default starting date of the printed medication sheet. You will be able to override this date when printing if needed. Diagnosis: Select either Print all Diagnosis or Print Primary Diagnosis. If desired check, include Diagnosis “Note” on printed Med sheet. The diagnosis note is specific to the resident. Circle Held Med: When checked the employee initial will print with a circle for all medications held. This includes held at the time of the medication pass, individual medications held, or all medications held for a leave of absence (LOA) Print Emergency Contact: Check if you want want the resident’s first emergency contact to print on the medication sheet. Print Diet: Check if you want the resident’s diet to print on the medication sheet. Printed Medication Notes Sheet

Meds on Hold: If you select Print Detail, every instance of the medication on hold will be listed separately. If you select Print Summary, if a resident on a leave of absence the hold will be recorded for all medications on the note as one entry. If an individual medication is on hold, it will do a summary entry for these as well.


EMAR: Click Setup button for options

eMAR startup Date/Time: Enter date and time your facility will begin recording medication passes electronically. Enable the select “ALL” button in the EMAR Screen: Mark this if you want to allow staff to select all medications at once time from the passing window. Use Pictures when Selecting Residents: Mark this if you want resident photos displayed on the listing of residents with medications due on the Med Provider Schedule. Medications will be considered on time if given: This is where you set your Medication Passing window. The passing window is the time frame that the medication will be available for passing. In the above example, for a medication scheduled to be given at 8 AM, it would show on the passing screen from 7 AM to 9 AM. Facility Uses Pre-Pour: If marked, enter the number of hours prior to passing time that the facility staff can complete the setup of medications. Mobile eMAR: Choose if you want staff to be able to change the time medication was given in mobile.


User Defined Fields Tab User Defined Fields: There are 15 fields that can be used by each facility to track items that Service Minder does not have a field for. Once set up the fields can then be completed under Resident Care Management on the “Other” tab Code Status and Advance Directive check boxes are also set up on this screen.

Code Statuses:

Advanced Directives:

Resuscitate Field – you now have the option to change the name of this field. The function is the same as before at the resident level. 3 additional optional fields have been added for use. These fields will be available as check boxes on the Medical Info tab in Resident Care Management.

We have added 3 optional fields that you can enter titles for that will then be available for check box entry on the Medical Info tab in Resident Care Management.


Funeral Homes Note: Funeral Homes can also be added to the master list from the resident screen by employees who have been given access to the Funeral Homes table. To open, click on File – Setup – Funeral Home – Open.

Click the “new” button to add, double click on a line to edit.

Enter the information, click on “add another” to save and add another funeral home or click on “save” if you are finished adding them.


Medical Professionals: This area is used to create your master listing of doctors, dentist, social workers, case workers, etc. Note: Medical Professionals can also be added to the master list from the resident screen by employees who have been given access to the set up. File – Setup Menu – Medical Professionals

To add a new Medical Professional,

click on and the following screen will appear.

Complete all the boxes with the information available to you. You can choose to have your listing start with “Dr. Jeffrey Brown,” by using the Title Prefix, or you can skip that box and make it “Jeffrey Brown, MD” by using the Title Suffix box. Neither of the fields is mandatory. You are able to add another medical professional from this screen by

clicking on at the bottom of the window. After you have made all of your

additions, click on to exit.

Once added to a resident, their name will be listed in the related residents.


Medical Professional Roles Medical Professional Roles allow you to describe and categorize your Medical Professionals. The listing created here is your master list of medical specialties. File – Setup – Medical Professional Role Entry screen for a new Role

Medication Time Codes: Service Minder allows you to set up Alphanumeric Passing Codes. The time ranges allow us to sort the medications properly on the Medication Administration Record and for eMAR. To Add Medication Time Codes: Click on File – Setup – Med Time Codes A list will be displayed:

Double click on a current Med Time Code to edit.

Click on New to Add


Medication Time Code entry screen:

SIG Codes The Sig Code is only used if you have an interface with the pharmacy. The ID is what the pharmacy uses in the HL7 message to identify the frequency that a medication is to be given. We use these to “select” the correct schedule code for the medication, which then pulls the passing times for interfaces where the pharmacy does not send passing times.

Code Name: Enter the text you would like to print on the Medication Record – example AM. Time Range is used for sorting on the Medication Record.


To edit a Sig code, double click on the line. To add a new entry, click on the “New” button in the bottom left hand corner of the window and complete the ID and description.

Medication Schedule Codes: Note these should be setup AFTER you set up Unit Stations File – Setup – Med Schedule Codes Setting these up will save you time on the medication order entry by defaulting in a standard passing time for each schedule description.


Click on the lookup at the end of the description field. To select a description from the list, this will automatically select the appropriate SIG code for the schedule.

Default Passing Times can be a time or a Med time code. Note: Separate multiple times with a

comma. The default times can be

changed for a resident if needed.

Use the find at the bottom of the lookup or scroll to find the passing schedule Once selected enter in the default passing times, separating them with a comma


Example using Medication Time Code: Click the drop down and the end of the default passing time field.

Each Med Schedule code can be set up as a Routine or PRN. Also this is where you would make one inactive. Assigning a Unit Station to a Med Schedule Code

If you only have one unit station, it will be checked by default. If you have multiple you will need to check all that apply to this passing time. NOTE: It is possible to set up a Daily 8am for 1st floor and a Daily 9am for 2nd floor if you stagger your medication passing in your building. For Omnicare – Oasis and DX databases, if you do not select a station, you will not have passing times on your medications. The medication schedule codes with passing times and assigned stations must be set up before the medication population. Example of a completed Med Schedule Code


Pharmacy To access click on File – Setup – Pharmacy – Open. A listing screen will open. Click on the Add button to add new. Double click on a line to edit.

For the pharmacy that is interfaced, Eldermark support will start the setup. Facility staff can update the pharmacy information. Complete the fields desired. The Pharmacy name and phone number will print the on Face sheet and other reports. Click Save to go back to the listing or Add Another to add additional pharmacies.

Pharmacy Integration (1): This is set up by Eldermark and cannot be changed by the facility staff.

External Systems Integration: This is the setup for the communication with the pharmacy database. Pharmacy Integration (2): This is set up by Eldermark and cannot be changed by the facility staff.


Med Provider Med Providers are how you schedule your staff that will be passing medications. This is NOT set up by employee name, but by how you staff. To access click on File – Setup – Med Provider – Open. A listing screen will be displayed.

Adding a new Med Provider

The Facility Name and Code will be completed for you. Name: This is the provider description and will be in a list to select the correct medication schedule. Shift Begin: This is the start time of the provider’s shift. Shift End: This is the end time of the provider’s shift. Note when adding times you can enter in 7a for 7:00 AM or 11p for 11:00 PM Is a Nurse: If the provider is a nurse, mark this. Units: After the units are configured, you will see the list of units this Med Provider is responsible for. Example of a completed Med Provider:

To edit, double click on the line of the provider you want to edit. To add new click on the “New” button.

Check mark to make inactive


Once you have added all of your Med Providers, you will need to assign the units each Med Provider is responsible for on his or her shift. From the Med Provider listing screen click on the “Configure Units” button.

Mark the units that each provider will be responsible for. Click on Save.

emar direct connect system set up - eldermark training · 2011. 7. 18. · page 5 of 22 emar direct...

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