Medication and certification fields

This is the safety-critical reference for the module. Read it while filling in a form, or while working out why a form was refused.

PTRS checks nothing in the browser before a save is sent. Every rule below runs after the save leaves the screen, on PTRS's own side, and is reported only then. Where a choice on a screen limits what you can pick, that is noted, because it is often the only thing standing between what you type and a refusal.

The figures on this page are PTRS's own, not a regulator's

Every limit, vocabulary and rule below describes what PTRS itself does, and none of it is presented here as the published DELACARE or OCCL requirement. Where PTRS names a regulation, that attribution is PTRS's own claim. Confirm any figure against the current rule before relying on it for an inspection.

Medication on site

Registered from Medications On-Site, updated with Edit.

The create form and the edit form are not the same. Create requires Location, Member, Medication Type and Intake Date; edit does not accept any of them at all, so a medication cannot be moved to another location, member or intake date once it is registered.

Field	Required	PTRS's rule	What it affects
Location	Create only	Must be set	Which site's list the medication appears on. Checked against the site's medication policy
Member	Create only	Must exist in your organisation, or the save is refused as not found	Not applicable
Medication Name	Yes	Required, up to 200 characters	Copied onto every administration log row at the moment a dose is given
Medication Type	Create only	Required, and checked against PTRS's own three types	Decides whether a physician authorisation is needed, and which site policies accept it
Dosage	Yes	Required, up to 200 characters, free text	Never compared with the dose entered when it is actually given
Frequency	No	Up to 200 characters	Free text. Nothing schedules or enforces it
Route	Yes	Required, checked against PTRS's own list of routes	Copied onto the administration log. Decides which consents a prescription needs
Storage Location	Yes	Required, up to 200 characters	Free text. Not checked against the site's own storage locations
Requires Refrigeration	Yes	No rule beyond being set	Displayed only
Expiration Date	Yes	Must be set	Blocks giving the medication once passed. The rule only checks that a date was entered, not that it is in the future, so a date already in the past is accepted at registration
Prescribing Physician	No	Up to 200 characters	Displayed only
Pharmacy Name	No	Up to 200 characters	Displayed only
Date Filled	No	No rule at all	Displayed only
Parent Authorization Document	Optional to save	No rule at all	Its absence blocks giving the medication. Optional to record, mandatory to give
Physician Authorization Document	Optional to save	No rule at all	Its absence blocks giving a Prescription. Ignored for other types
Special Instructions	No	Up to 2,000 characters	Displayed only
Intake Date	Create only	Must be set	Displayed only. Not compared with the expiration date

Medication Type vocabulary

Three values, in full:

Value	Physician authorisation needed to give it	Accepted by site policy
Prescription	Yes	Prescription Only, Prescription & OTC
Over-the-Counter	No	Prescription & OTC only
Emergency	No	All three, including No Administration

Route vocabulary

Eight values, in full: Oral, Topical, Inhaled, Injected, Rectal, Ophthalmic, Otic, Nasal.

Status vocabulary

Four values: Active, Expired, Returned to Parent, Disposed.

A medication starts Active. The only status change any screen can make is from Active to Returned to Parent, using Return. Nothing in PTRS ever sets Expired or Disposed on the stored record: an expiry is worked out from the date whenever the record is read, and there is no screen for recording that a medication was disposed of.

Site medication policy

Registering a medication is checked against the site's own medication policy, set on its Site Health Profile, and if the site has no health profile at all, this check is skipped entirely and any medication type is accepted.

Policy	Accepts
No Administration	Emergency only
Prescription Only	Prescription and Emergency
Prescription & OTC	All three

A refusal names the policy.

Whether a medication can be given

Four conditions all have to hold before PTRS will let a dose be recorded:

1. The status is Active.
2. The expiration date has not passed.
3. A parent authorisation document is attached.
4. The medication is not a Prescription, or a physician authorisation document is attached.

When one fails, PTRS names that specific condition rather than a single vague refusal, so the message tells you which document is missing rather than only that giving it is blocked.

A deeper consent check exists and nothing calls it

PTRS separately works out, correctly, which consents a specific medication needs. It is documented in the product's own notes as the fuller check to use, and nothing in PTRS ever calls it.

The consents themselves are genuinely recorded, through the Members module. So PTRS records which consents a family has signed, works out which consents a medication requires, and never compares the two.

The model it never applies:

Medication	Consents it would require
Emergency	An EpiPen or inhaler authorisation
Prescription, given by injection	A staff administer request, a physician statement, a non-intravenous injection authorisation, and an injection waiver
Prescription, any other route	A staff administer request and a physician statement
Over-the-Counter	A non-prescription authorisation

Medication administration log

Written by the save described in what this module can and cannot record.

No screen calls this save

The save, its check and its place in the product all exist, correctly built, and nothing in the product calls it. The fields below are correct and enforced. There is no form in PTRS from which to submit them.

Field	Required	PTRS's rule	Notes
Location	Yes	Must be set	Taken from the request, not from the medication's own record
Member	Yes	Must be set	Taken from the request, and not checked against the medication's own member
Medication On-Site	Yes	Must exist in your organisation and pass the four-condition check above	Not applicable
Dosage	Yes	Required, up to 200 characters	Free text, never compared with the registered dose, so a different amount is recorded without comment
Administered By Staff	Yes	Must be set	Must hold an unexpired Medication Administration certification. See below
Witnessed By Staff	No	No rule at all	Stored if supplied. Nothing requires a witness for any medication or route
Parent Notified	No	No rule at all	A yes or no. Marking yes stamps the time, and no notification is actually sent: this only records that someone checked the box
Notes	No	Up to 2,000 characters	Not applicable
Linked Consent Form	No	No rule at all	Stored. Never checked against the medication's required consents

Fields PTRS itself sets, not the person recording it: the medication name and route are copied from the medication's own record; the time given is PTRS's own clock; whether it counts as emergency administration is worked out from the medication type.

The certification check

This is the strongest safety check in the module. Before a row is written, PTRS requires a certification on file for the administering staff member, in your organisation, of type Medication Administration, not expired, and not removed. If none exists, the save fails naming the missing certification. PTRS's own notes describe this as an OCCL requirement; that attribution is PTRS's own, and cites no rule number.

The required certification cannot be created through any screen

Medication Administration is not one of the eight choices on the Add Certification form. See staff certification fields below.

The Adverse Reaction column reads a value that does not exist

The Administration Log table shows an Adverse Reaction column, and the value behind it is never sent by the server at all, so it is always blank, shown as "None" for every row.

Staff certification

Added from Staff Certifications, renewed with Renew.

Field	Required	PTRS's rule	What it affects
Staff	Yes	Must exist in your organisation, or refused as not found	Not applicable
Certification Type	Yes	Required, checked against PTRS's own list of seven	Medication Administration is the value the dose check looks for
Issuing Body	Yes	Required, up to 200 characters	Displayed only
Certification Number	No	Up to 100 characters	Displayed only
Issue Date	Yes	Must be set	Not applicable
Expiration Date	Yes	Must be set, and strictly after the issue date	Drives Expired / Expiring Soon / Active. Gates giving medication
Notes	No	Up to 2,000 characters	Not applicable

On renewal, the new issue date and new expiration date are both required, and the new expiration date has to be strictly after the new issue date.

These two date-ordering checks are the only rules anywhere in this module that compare one field against another. Every other rule across the whole module is a required field, a character limit, or a number that has to be positive.

Certification Type vocabulary

Seven values, in full: Medication Administration, CPR (Adult/Child/Infant), First Aid, Mandated Reporter, Child Abuse Prevention, Crisis Management, Background Check.

The form offers eight choices and seven of them fail

danger

The Certification Type choice on the Staff Certifications tab offers these eight options. Only one of them is a name PTRS's own record-keeping recognises:

Option shown	What PTRS does with it
OCCL Medication Administration	Refused, and this is the form's default choice
CPR	Refused. PTRS's own name for it is different
First Aid	Accepted
AED	Refused. PTRS has no such certification type
Concussion Protocol	Refused, for the same reason
Bloodborne Pathogens	Refused, for the same reason
Food Safety	Refused, for the same reason
Other	Refused, for the same reason

Four of PTRS's own seven certification types, Medication Administration, Mandated Reporter, Child Abuse Prevention and Background Check, are not offered by this form at all. The first of those is the one that gates giving medication, so the certification that unblocks this module's safety-critical save cannot be created from any screen in PTRS.

Status badges

Worked out each time the page is read, not stored:

Badge	Shown when
Expired	The expiration date has already passed
Expiring Soon	Not expired, and due within 60 days
Active	Neither of the above

The 60-day window matches the one the once-a-day check would use for certifications, if it could run. See what happens on its own.

Site health profile

One per location. Created and edited from Site Health Profile.

Both forms are otherwise identical apart from the two rules below; every other field is limited only by length.

Field	Required	PTRS's rule	What it affects
Location	Yes	Must be set	Not applicable
Medication Policy Tier	Yes	Required, and checked against PTRS's own three policies. The form itself only offers the three valid choices	Gates which medication types can be registered at the site
Medication Storage Locations	No	Up to 500 characters	Free text. Not checked against a medication's own storage location
First Aid Kit Locations	No	Up to 500 characters	Displayed only
Designated Isolation Area	No	Up to 200 characters	Displayed only
AED Location	No	Up to 200 characters	Displayed only. Not required even when AED Available is on
Nearest Hospital Name	No	Up to 200 characters	Displayed only
Nearest Hospital Phone	No	Up to 30 characters	No format check at all
Nearest Hospital Address	No	Up to 500 characters	Displayed only
Portable First Aid Kit Locations	No	Up to 500 characters	Not on the form. PTRS accepts it, and no screen sets it
Notes	No	Up to 2,000 characters	Displayed only

Last Radon Test, Last Safety Assessment and Emergency Procedures Posted are all on the form, stored, and carry no rule at all. Nothing works out an overdue radon test or an overdue safety assessment from either date.

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Related

• Who can do what with health and safety records, who can reach each save, and whether anything in the product does
• Work the medication screens
• What Health & Safety can and cannot record