Work the medication screens

Two tabs hold medication: Medications On-Site and Expiring Alerts. A cut-down copy of both also appears on Dashboard.

Who can do this

• Site director
• Organisation admin
• Super admin

The screen shows every button to a staff member and a regional director too. Both are refused the moment they press one.

Reading the lists needs only the floor policy, which also admits Staff and Regional Director. Registering, editing and returning a medication all need the narrower group above.

Before you start

Have this ready	Why
A location chosen in the top bar	Every medication list is scoped to it. With none selected the page shows only "Select a location to view health & safety data."
The member's record id	The register form's Member ID field is a plain text box with no search or picker attached. Copy the id from the member's own record first
The site's medication policy tier, shown on Site Health Profile	If the tier does not accept the medication type you are about to register, the save is refused. If the site has no health profile at all, the check is skipped and any type is accepted

Register a medication on site

1. Open Medications On-Site.
2. Select Register Medication.
3. Fill in Member ID, Medication Name, Dosage, Storage Location, Expiration Date and Intake Date. All are required.
4. Choose the Medication Type: Emergency, Prescription or Over-the-Counter. All three are accepted.
5. Choose the Route. Only four of the nine choices work. See below.
6. Set Requires Refrigeration if the medication needs it.
7. Save.

Checkpoint

The medication appears in the table with a Can Administer column. Expect it to say no: a newly registered medication has no parent authorisation document attached yet, and that alone blocks giving it.

Five of the nine Route choices are refused

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The Route choice offers nine values, and PTRS's own record of a medication only recognises eight names for a route, under different spellings from four of the nine options shown. Only four choices are saved successfully:

Option shown	What PTRS does with it
Oral	Accepted
Topical	Accepted
Nasal	Accepted
Rectal	Accepted
Injection	Refused. PTRS's own name for this route is different from the one offered
Inhaler	Refused, for the same reason
Eye Drops	Refused, for the same reason
Ear Drops	Refused, for the same reason
Nebulizer	Refused. PTRS has no route by this name at all

The failure shows as "Failed to register medication". Inhaler and Injection are the two routes a club is most likely to need, a rescue inhaler and an adrenaline auto-injector, and neither can be recorded as what it really is. The same nine choices appear on the edit form, with the same result.

There is no workaround from the screen.

Update a medication

1. Find the row and select Edit.
2. Change any of the medication name, dosage, frequency, route, storage location, refrigeration, expiration date, prescriber, pharmacy, the two authorisation documents, or the special instructions.
3. Save.

Four fields cannot be changed once a medication is registered: Location, Member, Medication Type and Intake Date. The edit form does not accept them, so a medication registered against the wrong member or the wrong site has to be returned and registered again.

Checkpoint

Attaching a Parent Authorization Document, and for a prescription a Physician Authorization Document too, is what turns Can Administer to yes, provided the medication is active and not past its expiration date.

Return a medication to a parent

1. Find the row and select Return.
2. An inline text box appears in the row, asking who is collecting the medication. It is required and it is free text: nothing checks it against the member's own recorded guardians.
3. Select Save.

The medication's status becomes Returned to Parent and the return date is stamped with today's date. This is the only status change any screen can make. Nothing in PTRS ever marks a medication expired or disposed of, so one that has run out on the shelf keeps showing as active with an expiry date in the past, and there is no way to record that a medication was thrown away.

Read the expiring alerts

Expiring Alerts lists medications at the selected location running out within a set number of days, and that number is fixed at 30. Nothing on the screen lets you change it.

This list is worked out live from each medication's expiration date. It does not depend on the once-a-day check described in what happens on its own, and is unaffected by that check's failure to run.

Read the administration log

The lower half of Medications On-Site shows an Administration Log table with columns for the medication, dosage, route, time given, whether a parent was told, an adverse reaction, and notes.

It is always empty, and the Adverse Reaction column always reads "None"

Nothing in PTRS can write a medication administration record. The save, its safety check and its place on this table all exist, correctly built. No screen calls any of them. The table reads "No medication administration records for this location." in every installed copy of PTRS.

Separately, the Adverse Reaction column reads a value the server never sends. Even if rows existed, that column would show "None" for every one of them.

If you need the paper equivalent of this record for an inspection, PTRS cannot produce it. Keep the medication administration log on paper.

Common errors

What you see	Cause	Fix
"Failed to register medication" after choosing Inhaler, Injection, Eye Drops, Ear Drops or Nebulizer	The route is not one PTRS recognises	None from the screen. Choose Oral, Topical, Nasal or Rectal, and record the true route in Special Instructions
"Failed to register medication" naming a policy tier	The site's medication policy tier does not accept this medication type	Change the tier on Site Health Profile, or register the medication as the type it actually is
Member not found	The Member ID is not a member of your organisation	Re-copy the id from the member's record
Every button returns an error	You are signed in as Staff or Regional Director	Neither role can save here. The buttons are shown in error
Can Administer stays no	A document is missing, the status is not active, or the expiry has passed	Attach the parent authorisation document, and for a prescription the physician one too

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Related

• Medication and certification fields, every rule this screen actually enforces
• Who can do what with health and safety records
• Health & Safety troubleshooting