How to Set Up an Employee to Record in the eMAR and eTAR in ElderSuite

📝 Overview

Before staff can record doses in the eMAR or treatments in the eTAR, their employee record in ElderSuite has to say who they are, what credential they hold, and that they may administer. Setup lives in the Provider Center, on the employee's record, in a dedicated Medication & Treatment Administration (eMAR / eTAR) group and on the Nursing Center permission tab.

The same group serves the eMAR and the eTAR, so an employee set up for medications already has most of what treatments need. Every entry they record carries their name, initials, and credential, and the printed MAR and TAR tie each set of initials to a person in the signature key.

⚙ How It Works

Who Needs This Setup

Any Limited Access employee who will record medication administrations or treatments needs it. Employees who only need to look at the eMAR or eTAR and print the MAR or TAR need just a View permission, covered below.

The account administrator's login, and any Full Access employee, can record without this setup. The administrator's entries still carry the name, initials, and credential from the Administrator employee record, so the administrator should fill in their own Initials and Credential there as well.

Open the Employee Record

Employee records are opened from Manage Employees in the Provider Center: Edit or a double-click opens an existing employee, and Add New starts a new record. The medication and treatment fields are under Manage Permissions > User Login Info, below the sign-in details. For the rest of the employee record and its permissions, see How to Add Employees and Set Permissions in ElderSuite.

Fill In Initials, Credential, and License Details

The Medication & Treatment Administration (eMAR / eTAR) group holds the details that are stored with every entry:

• Initials are stamped on each record and printed in the signature key, so no active employees may share the same initials. If you leave the box empty while May Administer Medications and Treatments is on, ElderSuite works out initials from the employee's name when you save. An inactive employee's initials are free for someone else to use; see How to Mark an Employee Inactive in ElderSuite.
• Credential offers RN, LVN, LPN, APRN, CMA, CMT, Medication Aide, and Other, and you can type a credential that isn't on the list. It prints beside the employee's name in the signature key.
• License No. records the license number that goes with the credential.
• License Expires records when the license runs out. ElderSuite checks this date before letting the employee record.

Turn On May Administer Medications and Treatments

The May Administer Medications and Treatments switch marks the employee as licensed or authorized to administer medications and perform treatments under your state's rules. The switch covers the eMAR and the eTAR together, so an employee can't be marked for medications but not treatments. Turning it on isn't enough by itself. The matching Record permission is needed too.

Grant Record and View Permissions on the Nursing Center Tab

On the Nursing Center permission tab, the eMAR and eTAR boxes sit side by side:

• Record Medication Administrations (eMAR) lets the employee record doses in the eMAR.
• View eMAR lets them open the eMAR and print the MAR without recording.
• Record Treatment Administrations (eTAR) lets them record treatments in the eTAR.
• View eTAR lets them open the eTAR, see the day's treatment pass, and print the TAR without recording.

Either eMAR box turns on the eMAR button on the Nursing Center for that employee, and either an eTAR box does the same for eTAR. On a record last saved before the eTAR was added, the eTAR boxes show the same answers as the eMAR boxes until the record is saved again, so set them the way they should be before you save.

Save the Record and When It Takes Effect

Click Save & Close to keep the changes. A running ElderSuite session picks them up at its next periodic session check. An eMAR or eTAR that is already open then follows on its own, and the eMAR and eTAR buttons on the Nursing Center appear the next time the Nursing Center is opened. To apply them at once, have the employee sign out of ElderSuite and back in.

What Staff See When Recording Is Blocked

When an employee isn't set up to record, the eMAR or eTAR shows the reason in red under the client's name and hides or greys out the recording buttons. The reason names what's missing, such as "Your employee record is not marked as able to administer medications and treatments." or a license that expired on a given date. Fix the cause on the employee record in the Provider Center, then save.

⚠ Keep License Expires Current

Once the License Expires date has passed, the eMAR and the eTAR stop a Limited Access employee from recording until the date is updated. When a license is renewed, update the date on the employee record and click Save & Close. The change reaches the employee at the next session check, or at once after they sign out and back in.

💡 Need More Help?

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