Medi-Map Training Handout
www.medimap.co.nz
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0800 298 363
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office@medimap.co.nz
How to LOGIN:
Tap on Medi-Map shortcut on the home page or go to www.medi-map.co.nz
Facility Username
Staff Username
Facility password.
Staff Password
(Password is case
sensitive!
Tap “Login”
(Password is case
sensitive!
Tap “Login”
How to LOG OUT: Tap on your name, top right-hand side of the screen.
Main dashboard. All your work is done from here.
Medicines Administration (Med Round)
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Tap on the Medicines Administration button on the
dashboard.
Tap on START ROUND.
Select facility area, select dose time band. Click on Start.
Default order is by room number, you can choose to sort by Last Name.
Dose time bands: These are flexible time bands described with 24-hour clock times but there is no lock out
to allow for person centred care.
If you use the “Start Round” filter as above, when you click on the “Finish Round” button, you will get a warning if
you have missed giving a resident their medication.
Show All Residents displays every resident, every area all dose times in case you have to deal with a residents
medication that is outside of the round you are doing. Then Click back to round to continue.
1.
The legend explains the ticks and crosses that auto populate according to medication administration. An empty box
and a partially filled box means there are still medications to be given at this dose time.
Tap on the box in the grid for the resident at this dose time (Tapping on the resident’s name takes you to the nearest
dose time on your watch).
This opens the resident administration page where you do all your checks. It displays medications both packed and
non-packed that are to be given at this dose time to that resident.
Always follow Facility Medication Administration Policy when giving medication. Once medicines have
been administered, document in Medi-Map.
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ADMINISTRATION SCENARIOS
1. Straight forward administration where every medication is taken.
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Tap on the package line to record all contents of the package have been administered– all packed
medication lines highlight green.
Tap on non-packed items line by line, each goes green.
Tap on Finish Bar (finish takes you back to the administration summary grid).
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2. The whole package is assigned another action.
On the package line tap on the COMMENT button, give a short reason by either selecting from the quick select
comments or typing your own and tap on the most appropriate action. E.g. refused/withheld, dose supplied or not
administered.
3. A non-packed medication is refused/withheld/not administered.
Tap straight on the COMMENT button, give a reason by either selecting from the quick select comments or typing
your own, and then tap on most appropriate action. FINISH
4. A medication in the package is refused or withheld.
Tap on the comment button for that medication, give a reason the med is not being given by either selecting from
the quick select comments or typing your own and then choose the most appropriate action e.g. refused. It displays
as below. Then…
Tap on the package line to record all other meds were administered. It displays as below.
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Short Course Management:
Short course medications will display along with the regular medication for a resident at the charted dose time.
The system will continue to display a short course med for the number of charted days and for a further 24 hours to
allow for delayed delivery from pharmacy. The days left starts counting down from when the first dose is administered.
Day 0, in the days left means you are in the 24 hours at the end of a course to catch up doses missed at the beginning
of the short course.
Once the last dose of the short course has been administered and recorded as
administered, click on the drop-down arrow and click on “Course Finished”. This
shifts the short course into the stopped meds section.
If you see this warning on the administration page the short course was charted over 48
hours ago and has never been recorded as started. Please check!! Is the short course still
current? Or, has the course been completed and not recorded in Medi-Map? -click “Course
Finished” if appropriate.
5. To record the administration of 1 item but leave the rest to be done later.
This is often used when medications given requires a double sign, and staff come back later to do all other regular
medications. In this example I want to give the morphine tablet and come back later to do the packed medications.
Two staff would have signed this out of the Controlled drugs book. Administer the Morphine and tap on the
Morphine line which causes the second sign box to pop up. The second sign person enters their username and
password and clicks on the green checked box. The line goes green.
Tap on the back arrow at the top of your screen to take you back to the administration grid.
The box in the administration grid for this resident at this dose time will remain empty. This tells staff there is still
medication to be given to this resident at this dose time.
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Record resident data, an observation or comment with an administration
Tap on the comment button.
This opens the dialogue box, enter the BGL, then click on administered.
This adds the BGL result to that administration record and automatically
adds it to the graph of BGL results.
You will get a Hypoglycaemia risk warning if the BGL is 4.0 or below.
Tap this symbol to see a full explanation of
the data scales used.
CHANGE ACTION OR CORRECT A MISTAKE.
On the administration page, tap on the name of the medication - click on the edit button on the right, record a
short explanation and select the action you want it recorded as.
Edit a previously recorded administration
NB: Staff can only change their own action, not another staff member’s action.
If you tap on comment on the right-hand side of each medication line or package line, you create a new additional
action under your name.
ADMINISTRATION OF PRN MEDICATION
Follow your facility Medication Administration Policy.
Tap on the PRN Medication tab on the administration page.
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Always check the last date and time administered, and PRNs given in the last 24 hours.
When PRN has been administered tap on comment and type the reason the medication was
requested/given and any other necessary information (e.g. if variable dose, how much did you give?).
Tap on administered.
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Add an Outcome to a PRN administration
Do this at any time by tapping on the “Handover” button on the dashboard.
You will find a summary of all PRNs given during the last 3 shifts (24 hours).
OR, add the outcome on the PRN administration page.
• Tap on the medication name (in blue).
• Tap on ADD.
• Type in your outcome comment and any data.
• Tap on SAVE Outcome
CONTROLLED DRUG ADMINISTRATION (or other second sign medications)
Follow Facility policy. Two staff to sign CD out of CD book, and two staff to record administration, one to administer
and one to be the second sign and witness.
All medications that require a second sign will have DS beside the medication name.
When you tap on Administered the box below appears automatically.
The second sign person enters their username and
password,
and clicks on the green checked button”.
PATCH MANAGEMENT
To record patch sighted and to manage patch replacement out of cycle if the patch has fallen off.
Click on the patches button beside notes. This will only be visible if the resident has a patch charted.
Click on sighted and it records the date, time and staff name.
To see “History” click on the blue name of the medication.
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Patch replacement out of cycle
Click on replacement, record why replacing out of cycle. Resupply is ticked, but if you don’t want pharmacy to send
more stock at this stage just untick it (CD will prompt for the double sign). This will shift the next due date out from
today to match the charting cycle e.g. 3 days.
RESUPPLY REQUESTS (repeat of a non-packed regular item or PRN medication)
All PRNs and non-packed regular items can be requested from the pharmacy by tapping on the drop-down arrow next
to the comment box to the right of the medication line on the administration page.
Resupply information tap on “Resupplies” on the main dashboard page
IMPORTANT: When stock arrives click on the Completed by Pharmacy tab click received or tick the boxes of the ones
that have arrived and click received at the top of the column. This records you have received the stock or read the note
from pharmacy as to why you haven’t got it.
Resupplies search: Search records by medication name or resident name or sort to display only your wing/area by
putting in the name of the area into the search box.
SEARCH
Use this to bring up a list of all residents in your facility. Start typing in resident’s name (first or last) or their NHI
number.
Select a resident by tapping on their name or photo. This opens their medication chart.
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NOTES (to be actioned)
Tap on the words “Notes to be actioned” below “Search” on the Dashboard.
The number tells you there is a note recorded and displaying for a resident. Have a look at
the note then, either action it (do something about it) or keep displaying for other staff.
The note stays there until it is actioned. Once actioned it is stored in the notes record. Tap
on the NOTES tab to see the complete record of all notes sent and received.
To send a “note” or record a permanent note in the audit log for a resident, tap on the notes tab on either the
chart or administration page. Then tap on Add New Note, select subject, add content of note and tick who you want
to “post” it to.
Medical Notes -prescribers can add medical notes from their interface and facility staff can
view the medical note, print it, and add to progress notes if they want to. Prescribers can
copy these notes back into their Medical practice records.
Use discretion when sending notes to Prescribers, they will not be pleased if they get sent unnecessary notes.
Always contact Prescribers by other means as well.
CHART “CHANGES” This is a list of all chart changes made by prescribers over the past 7 days. The change
notification is just to let you know the prescriber has changed the chart. The chart and administration module are
already updated.
HANDOVER (on the dashboard)
This can be used as part of the handover process by whoever is leading the handover. There will be a list of the
chart changes (with a link to NZF for new medications charted) for each resident over the last 24 hours on rolling
24-hour basis (3 shifts), and a list of all PRNs given in each area over the last 24 hours.
OR use this anytime to add outcomes to PRN medication administration.
DOCUMENTATION FOR HOSPITAL ADMISSION
From the Main Dashboard click on “Search” find the resident and open the chart by tapping on their name.
Click on “Print” then “Print Chart” & then “24hrs Data”.
Send the copy of the chart and the 24 hours Administration data with the resident to the hospital.
➢ Click on the blue edit button to open the resident profile and tick the offsite
box. This removes the resident from the administration module while they are
away i.e. it does not prompt you to administer their meds. When the resident
returns untick the offsite box and it starts prompting you to administer
medication again.
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Click on the “Notes” Tab, “Add a NOTE”, subject, select from the drop down
“Hospital Admission”. This records why the resident is away and tick notify
facility, pharmacy and prescriber.
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Syringe Driver, Set-up, Start, Stop and Observations
Construct Driver on site at Facility
STEP 1
Select driver you are dealing with, Tap on Setup Driver. Then tap on “Construct Driver”
STEP 2
RN can select the syringe size, add any comment or references used, select the diluent used and enter the number of
mLs and mgs to be added to the driver.
If an alternate ampoule size or strength is to be used, tap on
the “Alternative” button and you can select from the list of
same medication but different size or strength.
If you choose an alternative ampoule strength it will still display
the prescribed charted line and it will display the alternative
the RN has chosen to use. Enter “0”ml and “0”mg for the
prescribed ampoule strength charted if not using this one.
STEP 3
A second person must check the calculations, medication, number of mLs
and tick each ingredient and diluent off as added to the driver and click on
the “verify” button to add their staff details as the second sign.
STEP 4
If this is the first time this driver has been administered, it will be coloured orange and be ready for you to click on
“Driver Started”. If this is a replacement driver, click on “Stop Driver” for yesterdays,
then click on “Driver Started” for todays. (If it is your facility’s policy, that a double sign
is required to record driver started, the “checked by” box will appear, the second person completes, and clicks
“checked”.) The driver will now be highlighted green, click on the Finish bar to go back to the administration grid.
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Observations and History
Record observations as
per your facility policy.
Click on “observation”
then “add new
observation”.
The current driver observations are visible until the driver charting is changed. Then all observations can be viewed
in reports, “Syringe Driver Observations”.
“History” will display the chart and administration details.
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Pre-made driver constructed by Pharmacy
The syringe will arrive labelled with the number of mg of each medication and the total volume in mLs. Essentially
you are checking the labelled syringe matches the charted ingredients.
STEP 1
Click on the driver you are dealing with; this chart has two drivers charted. Click on
“Setup Driver”.
STEP 2
Click on “Pre-made Driver”.
STEP 3
Enter (from pharmacy label) expiry date, number of mg for each medication and the total volume in syringe. The
second person checks and ticks off each ingredient and click’s on “verify” if correct. It will ask for a double sign to
verify the label matches charting.
This driver is now ready to start, if this is a new
driver all lines will be yellow/orange. If there is a
driver already running, click “Stop Driver” to
record the previous driver is stopped.
Then click on the green “Driver Started” button to
record this syringe started. (If it is your facility’s
policy, that a double sign is required to record
driver started, the checked by box will appear, the
second person completes, and clicks “checked”.)
All lines go green and the driver is now recorded as started. You can add observations, stop the driver or set-up the
next driver.
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