MER - Dispense Student Medication

Overview

The ‘Dispense Student Medication’ program efficiently manages medication scheduling and dispensing.

From this screen, you can:

Review the medication dispensing schedule for the current day and previous days.
Filter the grid to display select information.
Review medication details before dispensing.
Dispense both scheduled and non-scheduled medications.
Monitor the status of dispensing activities.
Generate a printed report.

Click here for an Administrator Note.

User Security Permissions

To access the ‘Student Medication Dispensing’ menu item and user interface, users must have the ‘View’ permission enabled for ‘--- Dispense Student Medication’.

To access the ‘Dispense’ icon for scheduled medication, users must have the ‘Edit’ permission enabled for ‘--- Dispense Scheduled Medication’.

To access the ‘Edit’ icon for a dispensed medication record, users must have the ‘Edit’ permission enabled for ‘--- Dispense Scheduled Medication’.

To access the ‘Cancel’ icon for scheduled medication, users must have the ‘Edit’ permission enabled for ‘---Cancel Scheduled Medication’.

To access the ‘Edit’ icon for a cancelled scheduled medication record, users must have the ‘Edit’ permission enabled for ‘--- Cancel Scheduled Medication’.

To access the ‘Undo’ icon for scheduled medication, users must have the ‘Edit’ permission enabled for ‘--- Undo Dispense/Cancel Scheduled Medication’.

To access the ‘+ Dispense Non Scheduled Medication’ button, users must have the ‘Add’ permission enabled for ‘--- Dispense Non-Scheduled Medication’.

To access ‘Edit’ icon for a non-scheduled medication, users must have the ‘Edit’ permission enabled for ‘--- Dispense Non-Scheduled Medication’.

To access the ‘Delete’ icon for a non-scheduled medication, users must have the ‘Delete’ permission enabled for ‘--- Dispense Non-Scheduled Medication’.

These user security permissions can be enabled in TASS.web Student Admin > Users > User Permissions or Security Role Permissions.

Display Options

The filters at the top of the screen allow you to select which students display in the grid below.

Boarder	Use this filter to display boarding students or all students in the grid. Tick this checkbox to display boarding students only, or untick this checkbox to display all students. This field is only visible and available to boarding schools.
Date Range	Use this filter to display a specific date range of medication dispense records in the grid. The default date range is today. You can choose to display medication for the current week, the fortnight, current term/semester, year, or you can enter a custom date range. The Medication Dispensing Grid does not display future occurrences. You cannot view medication with a scheduled date that is greater than today’s date.
Campus	Use this filter to display specific students based on their campus location in the grid. Click the 'Campus' button to see the list of campuses, then select the boxes next to the campus locations of the students you want to display in the grid. Alternatively, you can choose the ‘Display all Campuses’ option to view student medication dispense records for all campuses.
Status	Use this filter to display medications based on their current dispense status. Click the 'Status' button to view the status list. Then, select the checkboxes next to each status you want to appear in the grid, or select the 'All' option to display all statuses.
Search	This search field allows you to search for one or multiple students to display in the grid. Type three or more characters of the student's code, surname, given name or preferred name into the 'Student Search' Box. As soon as the third character is entered, matching students are displayed. You can keep typing to further refine your search or click on the blue section to select the student. Only current students will be displayed. To remove a student from the grid, click the cross to the right of the student’s name.

Student Medication Dispensing Grid

The medications available in this grid originate from the ‘Medication’ tab and/or the ‘Medical Conditions’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.

A background task runs at 6 a.m. daily to generate the information displayed in the Dispense Student Medication grid. Whenever the program opens, it checks whether the scheduled task has run; if not, it processes the request to generate the grid. Whenever a Medication Schedule is added or modified for the current day, the details will be updated in the Dispense Student Medication grid.

Medication Schedule changes will not update dispensing records from previous days.

When a new medication is added, a dispensing record will only be added to the current grid for a scheduled dispense that is yet to happen on the current day.

You cannot view the Medication Dispensing Grid for future occurrences.

Click on column headings to sort each column alphabetically.

Click, drag, and drop each column to change the column display order.

Column

Description

Student

This column displays Student Names in Surname, Given Name (Preferred Name) format.

Scheduled Date/Time

This column displays the date and time that a scheduled medication must be dispensed.

If the medication is not scheduled, “Non-Scheduled” will be displayed here.

Medication

This column displays the name of the medication.

Dosage

This column displays the medication dosage amount.

When the Dispense Status is 'Not Dispensed', this column shows the dosage amount that the student should receive at the scheduled time.

When the Medication is Non-Scheduled and the Dispense Status is 'Dispensed', this column displays the dosage amount that the student received.

Current Location

Click the ‘Currently’ link to display the student's current timetable location. (e.g. class/subject - location (building/room) - teacher).

For this link to appear, a current timetable must be set up. Refer to Timetable Rollover Checklist (Year and Term/Semester) for more information.

The ‘Currently’ link is only available for medication dispense records with a status of ‘Not Dispensed’ or ‘Cancelled’.

Boarder

This column indicates if the student is a boarding or non-boarding student.

Y = The student is a boarding student

N = The student is a non-boarding student.

This column is only visible and available to boarding schools.

Dispense Status

This column displays the medication dispensing statuses of ‘Dispensed’ , ‘Not Dispensed’ or ‘Cancelled’.

Hover over the 'info' icon to display additional details about the employee who dispensed or cancelled the medication, as well as the date and time the status changed.

Action

The icons available in the Action column vary depending on the type of medication and its dispense status.

	Click the ‘magnifying glass' icon for more information about the medication, including notes, attachments and schedules.
	Click the ‘cancel’ icon to cancel a scheduled medication occurance. Refer to the 'Cancelling Medication’ section below for more information.
	Click the ‘undo’ icon to undo a scheduled medication occurance has been cancelled.
	Click the ‘rubbish bin’ icon to delete a non-scheduled medication dispense record.

Dispense

The ‘Dispense’ icon is displayed next to all scheduled medications with a ‘Not Dispensed' status. This icon then disappears after medications have been dispensed, and the Status column updates to ‘Dispensed’.

To administer the scheduled medication to the student, click the 'Dispense' icon to open the medication dispensing screen.

For more information, refer to the "Dispense Scheduled Medication" section below.

Click the ‘Refresh’ button to reload the Dispense Student Medication grid. Filter values are “sticky” and will not change when the grid is refreshed.

Click the ‘Print’ button to produce the Dispense Student Medication report in PDF format. The report includes medication records for both scheduled and non-scheduled medications and uses the same display filters as the grid. Medication records are sorted in ascending order by date and time.

Dispense Scheduled Medication

Click the 'Dispense' icon to open the medication dispense screen and administer the scheduled medication to the student.

If the medication has expired, a warning message will appear on the screen.

Medication Expiry dates can be maintained on the ‘Medication’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.

Fields that require further explanation
*Student	This read-only field displays the name of the selected student.
*Medication Name	This is a read-only field displays the name of the medication.
Method of Use	This read-only field displays ‘Method of Use’ information from the medication record.
Further Details	This read-only field displays ‘Further Details’ from the medication record. Click and drag the bottom right corner of the cell to resize the cell and adjust the text size for better readability.
*Dosage	This read-only field displays ‘Dosage’ information from the medication record.
Scheduled Date/Time	This field displays the date and time that the medication is scheduled to be dispensed in DD/MM/YYYY and HH:MM am/pm format.
*Dispensed By	Select the name of the school employee who is dispensing the medication to the student. This drop-down list displays all current employees from TASS.web Payroll HRM > Employee/HR > Employee Information > Employees. When the current user has an Employee Code mapped to their user record, the default value for this field will be set to the current user.
*Date/Time Dispensed	Select or enter the time when the medication was dispensed in DD/MM/YYYY and HH:MM am/pm format. Click the ‘Use Scheduled Time' button to populate the ‘Scheduled Date/Time’ from medication record into the date and time fields.
*Note	Enter any notes related to the medication dispensing occurrnace for this student, up to 4000 characters. Each school will have different requirements for what needs to be recorded here. Please refer to your school's medication guidelines for more information.

Click the ‘Submit Dispense’ button to add the dispense record to the database.

After scheduled medications have been dispensed:

the ‘Dispense’ icon is no longer visible in the ‘Dispense’ column.
the ‘Status’ column will reflect that the medication has been 'Dispensed'.
the ‘Edit’ and ‘Undo’ functions become available in the ‘Action’ column.

The medication dispense record will also be visible in:

The ‘Add an Illness Record’ screen, accessible from the ‘Illness’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.
The ‘Add an Illness Record’ screen in TASS.web Student Admin > Medical Records > Student Information > Student Illness/Daily Log.

Dispense Non-Scheduled Medication

Use the ‘+ Dispense Non Scheduled Medication’ button to dispense medication to students as required.

If the medication has expired, a warning message will appear on the screen.

Medication Expiry dates can be maintained on the ‘Medication’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.

Fields that require further explanation
*Student	Type three or more characters of the student's code, surname, given name or preferred name into the 'Student Search' Box. As soon as the third character is entered, matching students are displayed. You can keep typing to further refine your search or click on the blue section to select the student. Only current students will be displayed.
*Medication Name	Select a medication to dispense to the student. The ‘Non-Script Medication’ section contains any medications that have been defined by your school on the ‘Non-Script Medication’ tab in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup. The ‘Student’s Medications’ section contains any medications that have been defined for the student on the ‘Medications’ tab or ‘Medical Conditions’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.
Method of Use	This read-only field displays ‘Method of Use’ information from the medication record selected above.
Further Details	This read-only field displays ‘Further Details’ from the medication record selected above.
*Dosage	Enter the dosage the student will receive/has received, up to 100 characters. Examples: 1 tablet, 10ml. Each school will have different requirements for what needs to be recorded here. Please refer to your school's medication guidelines for more information.
Last Dispensed	This read-only field displays information about when the selected medication was last dispensed in TASS.web. If the student has not previously has the medication dispensed in TASS.web “Not Previously Dispensed” will display instead. An alert message will appear when the elapsed time since the ‘Last Dispensed' is less than the ‘Minimum time between doses’. The ‘Minimum time between doses’ field is located on the ‘Medications’ tab and the ‘Medical Conditions' tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.
Medical User Defined (UD) Field Description	This field will only display when the following two conditions are met: A ‘Non-Prescription Medication’ has been selected above. A related ‘Medical User Defined Data’ field has been defined for the ‘Non-Prescription Medication’ medication on the ‘Non-Script Medication’ tab in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup. The data in this field comes from the nominated ‘Medical User Defined Data’ field on ‘General’ tab of the Student Medical Record in TASS.web Student Admin > Medical Records > Student Information > Student Medical. Important You must ensure that the parents/carers have given consent before dispensing medication to the student.
*Dispensed By	Select the name of the school employee who is dispensing the medication to the student. This drop-down list displays all current employees from TASS.web Payroll HRM > Employee/HR > Employee Information > Employees. When the current user has an Employee Code mapped to their user record, the default value for this field will be set to the current user.
*Date/Time Dispensed	Select or enter the time when the medication was dispensed in in DD/MM/YYYY and HH:MM am/pm format.
*Note	Enter any notes related to the medication dispensing occurrnace for this student, up to 4000 characters. Each school will have different requirements for what needs to be recorded here. Please refer to your school's medication guidelines for more information.

Click the ‘Submit Dispense’ button to add the dispense record to the database.

After non-scheduled medications have been dispensed:

The Status column will reflect that the medication has been 'Dispensed'.
The ‘Edit’ and ‘Delete’ functions become available in the Action column.

The medication dispense record will also be visible in:

The ‘Add an Illness Record’ screen, accessible from the ‘Illness’ tab in TASS.web Student Admin > Medical Records > Student Information > Student Medical.
The ‘Add an Illness Record’ screen in TASS.web Student Admin > Medical Records > Student Information > Student Illness/Daily Log.

Cancelling Medication

To cancel a scheduled medication, click the ‘Cancel’ icon in the Actions column of the Medication Dispensing Grid.

Fields that require further explaination
*Cancellation Reason	Select a Cancellation Reason. This is a drop-down list includes all active cancellation reasons from the ‘Dispense Cancellation Reason’ tab in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup.
Note	Enter any notes related to the cancellation, up to 4000 characters. Examples: Student went home early, student refused to take medication and parents were advised, etc. Each school will have different requirements for what needs to be recorded here. Please refer to your school's medication guidelines for more information. This field is only mandatory when the ‘Note Required’ checkbox is ticked on the ‘Dispense Cancellation Reason’ tab in TASS.web Student Admin > Medical Records > Setup Information > Medical Setup.

Click ‘Submit Cancel’ to cancel this scheduled medication occurrence.

Related Resources

Why can’t I see Scheduled Medication in the Student Medication Dispensing Grid?