31.5 End of Day Procedure for medications
In May 2023 an End of Day (EOD) procedure was introduced to the Reach Medications module. There are two functions and purposes for the EOD procedure;
To ensure that every student with a scheduled medication each day has a record in Reach for whether that medication was administered or not, and
To generate a list of “missed medications” for each calendar day in Reach. A “missed” medication is a medication that was not recorded as administered in Reach at the end of each calendar day.
1. End of Day processing
When activated, at the end of each calendar day the Reach Asssit scheduler will run a procedure that will perform the following functions;
Identify any scheduled medications that have not been administered on that day. This is defined by items that are remaining in the “Scheduled” table of the daily dispensary at midnight. These medications will be referred to as “Missed Medications”
Process any Missed Medications as a zero amount administered with a dispensary note of “Zero recorded by Reach”.
Important information about Missed Medication records
Missed Medication records will not create a medication pastoral record in the student’s historic profile for pastoral (Medical) records.
Missed Medications will be visible in historic reports for administered medications as a zero amount (Reporting > Instant Reports > Dispensary report)
A new dynamic table has been created called the “Medication Report” which will display a list of all missed medications for each day in addition to all administered medications. Users can select a specific date range for this table view.
Visibility of the Medication Report is controlled by an access permission in each user’s profile or Base Security Setting for user Roles. This permission is “Can user access the Medication Report” in the Medical Permissions settings.
How to activate EOD Medication processing
EOD Mediation processing is controlled by the Reach Assist scheduler and it needs to be activated to function.
To activate the EOD procedure you need to assign an Alert profile to the EOD Nurse Report setting in System Configuration > Communications setting.
Results of the EOD processing for medications will be visible in the Medication Report table (Reporting > Medication Report) and will be actively circulated to relevant staff via the EOD Nurse Report.
2. End of Day Nurse Report
The EOD Nurse Report will produce a list of medications that Reach has actioned each day as part of the EOD Medication processing function.
That is, a list of all items that have been processed as “Zero administered by Reach” can be circulated as a daily report to relevant staff.
In this report Reach identifies the Student Name, Year/Grade and House/Dorm, the Missed Medication name and the Time Slot that was scheduled for the missed medication.
How to activate EOD Nurse report
The EOD Nurse Report is controlled by the Reach Assist scheduler. To activate the EOD Nurse Report you need to assign an Alert Template to the EOD Nurse Report setting in System Configuration > Communications.
If there is no alert profile set for the EOD Nurse Report then the report will not be circulated
The EOD Nurse Report will be circulated to staff identified in the Alert Profile at the time setting after the EOD processing function
When a Role is selected for notification Reach will send student data to each contact in the Role based upon the Groups Managed settings of the staff contacts in the Role
Example: If Head of House is a selected role in the Alert Profile then Head of House will receive the EOD Nurse Report for students that match their Groups Managed setting.
The EOD Nurse report will only be circulated as an email report so ensure that you set Email as the Communications Method in the Alert Profile used for the EOD Nurse report.