How to Add Client Medications and Print the MAR

📝 Overview

Client medications are maintained in the Nursing Center. Open Medications to see the Medication List: clients on the left and the medications for the selected client on the right. Each Medication record supplies the order used by the Medication Administration Record, the Medication Profile, and eMAR.

The weekly paper MAR is Medication Administration Record - Form ES4010. Print it from the Medication List or from the Report Center. The individual Medication window does not have its own Print command.

If Medications is unavailable for a Limited Access user, that user needs the Edit Medications permission. The change takes effect within a few minutes on the next screen the user opens, or at once if the user signs out and back in.

ElderSuite serves adult day care centers nationwide. For broader documentation context, see adult day care documentation software.

⚙ How It Works

1. Open Medications From the Nursing Center

Open the Nursing Center from the ElderSuite main menu and click Medications.

The Medication List opens inside the main window. This is the starting point for a client's medication records.

2. Use the Read-Only Medication List

Clients are on the left. Medications for the selected client are on the right, with the client's name in the banner above them.

The list itself is read-only. Every medication is entered and changed in the Medication window, which opens from the toolbar.

To find a client in a long list, click the client list so it has focus and start typing the name—the highlight jumps to the match.

Set View to All Clients when you need a client who is no longer attending.

The same Medication window can also open from a Health Assessment, Physician's Order, or Monthly Nursing Assessment by using Add or Edit beside that record's medications grid.

3. Select the Client, Then Click Add New

Make sure the right client is selected first. The medication is recorded for the selected client.

Click Add New on the toolbar. The Medication window opens with that client already selected.

4. Enter the Medication Name and Order

Start with Medication Name. A medication cannot be saved without a selected client and a name.

Work down the form for the order staff need on the record and MAR, including Frequency, Strength, Dosage, Route, and directions, then the prescribing physician and procuring pharmacy.

The electronic medication administration section matters most for the medication pass. Set Administration Time 1 through Administration Time 5, the Days boxes, and the PRN (as needed), Controlled substance, and Requires witness checkboxes as the order requires. Those settings—the administration times and day schedule—are what eMAR prompts nurses with.

Include on Medication Adminstration Record is selected by default on a new medication. That is the label shown in ElderSuite. Clear it when the medication should not appear on the printed MAR or the medication pass.

After the first successful save, the medication remains assigned to that client and cannot be moved to another client.

5. Click Save & Close

When the order is complete, click Save & Close.

The window closes and the medication appears in the client's records, ready for the medication pass. Open windows that show medications are brought up to date, including eMAR.

6. Edit When an Order Changes

Select the medication and click Edit. Double-clicking the row does the same thing.

Update the existing record rather than adding a second one, so the administration history stays on one medication.

7. Retire a Stopped Medication With Inactive

When a medication is stopped, do not delete it. A medication that has already been administered cannot simply be removed.

Enter the stop date when it applies, check Inactive, and click Save & Close. The medication drops off the medication pass, while the administration history stays intact.

Use Delete only for a medication entered in error or a true duplicate that has never been given. If the medication already has eMAR history, deletion is refused and the medication should be kept as Inactive.

8. Print the Medication Profile or Weekly MAR

Back on the Medication List, use the Print menu for the selected client.

Print → Print Medication Administration Record opens the weekly Medication Administration Record - Form ES4010 options with the current Sunday-through-Saturday range and allows additional clients to be selected before Preview. Producing the report does not change medication records.

Print → Print Medication Profile opens the Medication Profile - Form ES4000 print options. That is a different report from the weekly MAR.

From Report Center, open the Nursing Reports tab, select Medication Administration Record - Form ES4010, and click View Report. Check the clients, confirm the Sunday-through-Saturday week, then click Preview.

✅ Important Limitations

A medication record requires both a selected client and a Medication Name before it can be saved.

Frequency text does not create eMAR schedule times by itself. Set Administration Time 1 through Administration Time 5, or select PRN (as needed).

Inactive clients are not offered on the MAR client-selection list. At least one eligible client must be selected, and the MAR date range must be seven consecutive days beginning on Sunday.

If no Medication Administration Records are available for the selected criteria, ElderSuite reports that no records were found.

⚠ Prefer Inactive for a Stopped Medication

When a medication is discontinued, enter the stop date and check Inactive, then Save & Close.

A medication that already has administration history should stay on file as Inactive so the medication pass and MAR history remain intact.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.