Absent Records

(Topic Last Updated On: 05/05/2010)

The Absent Records menu item allows users to view absent records inserted by system nightly processes when patients are absent from dosing. Absent records can also be added, edited or deleted on this screen. This screen is generally used to edit records by adding a 'Reason' for an absent date. Absent records appear on the Patient Medication Record and No Show reports, and will only display absent dates unless reasons are entered. Absent records are inserted automatically by system nightly processes for each patient whose 'Return Date' (on Dosing Information) indicates the patient was scheduled to attend the facility to medicate but failed to attend, as indicated by dosing transactions entered on the Dose Patient screen.

Field Descriptions

Absent Date

This date indicates the date on which the patient was scheduled to attend your facility to receive medication but failed to attend.

Reason

This text field is used for entering a reason why the patient was absent for each absent date.

Procedures

How to Add an Absent Record
***Note: Absent records are automatically added by system nightly processes on the basis of patient attendance schedules saved in Dosing Information. But they can also be added using the procedure below: 1.) Click on the New button. 2.) Select the date the patient was absent on in the 'Absent Date' field. 3.) (Optional) Enter the reason for the absence in the 'Reason' field. 4.) Click on the Save button.

How to Edit an Absent Record
1.) Select the absent record you wish to edit by clicking on it in the grid. 2.) Click on the Edit button. 3.) Make changes as needed in the detail section of the screen. 4.) Click on the Save button.

How to Delete an Absent Record
1.) Select the absent record you wish to edit by clicking on it in the grid. 2.) Click on the Delete button. 3.) A message box will appear asking if you are sure you wish to delete the selected record. Click on Yes to delete the record, or No to close the message and return to the Flag Patient screen.

Considerations

Nightly Processing

Absent records are inserted automatically by nightly processes for each patient scheduled to attend your facility and fail to do so. This process relies on several areas of patient data, including Guest Dosing Schedules, existing doses in possession, and active status to record patient absences correctly. Sometimes users will need to delete or add dates to accommodate unusual circumstances, such as dispensing errors or nightly process failure.

Reasons Displayed on Reports

Most clinics choose to edit these records and enter reasons so that reasons will appear on the No Show and Patient Medication Record reports next to corresponding absent dates. This helps clinics maintain a more accurate record that accounts for each day of patient's treatment history.

Consecutive Absence System Flags

When a patient who was absent the day before is retrieved on the Dose Patient screen, a system flag will automatically pop-up on the Flag Messages window, stating that the patient was absent yesterday. If the patient misses consecutive days, this flag will indicate the number of consecutive absences to inform dispensing personnel, in case a new physician order needs to be followed. This underscores the importance of maintaining absences accurately, because a missing record can result in a break in the consecutive days of absence.