ATLAS eMAR Reports and Dashboard, Archiving and Retrieval Processes
Technology has great potential to improve the safety of medicines administration; its ability to hold large amounts of information, to support decisions, and to repeatedly do the same act, gives the potential to meet both service providers and users.
Technology nowadays relies on ‘free-flow’ of information between systems and technology. It is important that eMAR technology functions based on the impact of medication safety to create an evidence base for their use, and to also ensure that there is good functionality and interoperability. Here, we highlight how ATLAS eMAR provides reports and dashboards, archiving and retrieval processes.
ATLAS eMAR - Seamless Medicines Management Technology
Good seamless eMAR technology should allow positive interoperability and users to go between screens, and across different elements of service – all of which will allow quality user experiences. ATLAS eMAR can provide an array of medicines management experiences to improve practice. There is a wealth of information available from ATLAS eMAR system through dashboards and scorecards. The following reports are available on ATLAS Central:
• MAR Chart – This allows you to print a 28-day MAR chart per care home, per unit or per resident
• Stock Movement Report – This report shows you medication orders, booking in, stock takes and returns.
• Interventions – This report provides a breakdown of alerts made by the ATLAS device at the point of administration that prevented the user from continuing with the administration of medication. This report can be run for the last 7 days to the last 90 days and can be used by care home managers to evidence recording of near misses, highlight certain issues with staff and improve care.
• Patient Medication Search – You can input a name of a specific medicine and generate a report that lists all patients who are taking that medicine as part of their active therapy.
• Topical MAR Chart report – Ability to print off topical MAR charts for residents for a set 28-day period.
• Data Integrity Report – This report lists all medicines where the administration schedule may not have been set up correctly.
• Out of Synch Stock – This report lists all the medicines whose supply are not synchronised and will therefore run out at different times. With this report the care home and the surgery can liaise with a view to synchronising all medicine supplies for the care home.
• Medication Therapy – This report can list all residents who are on antibiotics, antipsychotics, nutritionals, Parkinson’s and sedatives.
• Clinical Medication Report – This report shows a clinical summary of the medicines that the residents are on, the percentage of administrations taken by the resident and the reasons why these have not been administered. This report is very useful for prescribers when carrying out reviews of medication.
• Interim prescription requests – A chronological list of all interim prescriptions placed
• Monthly prescription requests – A chronological list of all monthly prescriptions placed
• Daily Report – A chronological list of daily reports sent to the care home
• Stock Return Reports – A chronological list of all medicines marked as returned
• Refused Medication Report – This report lists all medication that have not been administered for three consecutive days and the reasons for these non-administrations.
ATLAS eMAR - Reports and Dashboards Available
• Managed Stock Status – This dashboard shows all medicines that have 9 days or less worth of stock at the care home and at what stage in the supply process they are at. Care home managers use this dashboard to ensure a continuous supply of medicines.
• Drug Changes – This dashboard lists all the changes to therapy, the status of the change, the type of dosage (e.g PRN, the action dates, who made the change (pharmacy, care home and witness at the care home) and if appropriate the image of the prescription that led to the change.
• Medication Orders – This dashboard lists the orders, the residents, the date it was placed, who placed the order, its overall status, if there are outstanding items, if the medication has been supplied and the prescription relating to the order.
• Prescription Dashboard – This lists the prescription id, which resident it is for, the date it was received at the pharmacy, the medicines prescribed, allocation for supply, the supply date, quantity, status and the image of the prescription.
• Stock Dashboard – This lists the patient, the medication, dosage, current stock levels, quantity needed until the date of the delivery, the number of days to delivery, the cycle start date, number of day supply left and the status of the stock.
• Manage Users – This list all the staff members, their access levels, access to date, the last time they logged on, if they have done e-learning, a list of certificated and what activities they have carried out.
The Scorecard provides the following information
1. Barcode Scanning Success: Percentage of administrations where barcode validation took place. The higher the percentage the safer the medication administration process.
2. Administration Success: Percentage of medicines administered where there was no intervention made by the ATLAS system. The higher the percentage the safer the medicines system. You can drill down to see all the medicines administrations where an intervention has been made.
3. Completed Administrations: Percentage of medicine administrations that have been accounted for. The higher the percentage the fewer “missed” administrations. You can drill down to see the details of missed administrations
4. CD Administrations Witness Success: The higher the percentage, the more compliant.
5. Paper Eradication Success: the higher the percentage, the more reliable the system and lower the need to have used back up of paper MAR charts.
6. Completed Schedule Success: The higher the percentage the safer the medicines administration process as all medicines have a correct schedule. You can drill down to medicines that do not have a correct schedule.
7. Safe preparation time success: The higher the percentage, the greater the chance that staff have taken time to prepare the medicines for administration.
8. Safe time with patient success: The higher the percentage, the greater the chance that staff have taken time to observe the resident taking the medicines. From this scorecard you can determine how long each medication round takes.
9. Staff Training Success: The higher the percentage, the more trained the staff. You can drill down to see which members of staff have not been trained.
10. Synchronisation Success: The higher the percentage, the more reliable the synchronisation success.
11. Synchronisation Frequency: The higher the percentage, the more effort staff have made to synchronise.
12. Fax back Success: The higher the percentage the more reliable the fax back service.
All the data can view by authorised staff and data can be either generated as a PDF or printed. All the dashboards can export the underlying data as excel files subject to security and access requirements. These can be used by BI platforms including Microsoft PowerBI. We currently have several dashboards using Power BI as a standalone application which can be shared care home. In addition, one of our current developments is to embed PowerBI on ATLAS Central for all our dashboards.
ATLAS eMAR - Archiving and Retrieval Processes
ATLAS maintains one resident record that is shared with the care home and pharmacy. This ensures that all the resident medicine related activities are captured on that record regardless of which setting the activity took place. The resident’s record will contain prescription image and information from prescribers, dispensing and supply information from the pharmacy and medicine management and administration data from the care home.
Resident records can be archived at the care home on the ATLAS device from the resident profile by editing the settings and selecting “archived”. Access to MAR charts for residents including those archived is via ATLAS Central. There are two functionalities that enable access to historical MAR charts:
1. At the end of each monthly medication cycle, a set of MAR chart documents for the entire care home residents is created and preserved in the Report document library. These are listed for retrieval and audit as required.
2. From the Reports menu, there is the ability to generate ad-hoc MAR charts for any 28-day period for any active or archived resident. If users have the right access permissions, they can access resident records as described above. Invatech Health has a data retention policy, we therefore store all your data in line with the required length of time. This has been created in line with NHS guidelines.
Keep an eye out for Invatech's follow up news on ATLAS eMAR Training, Implementation and Support Pathways (Part 5).