MED e-care’s new Stock Audit feature simplifies medication stock checks across each resident’s Medication Profile. It seamlessly supports everything from single-medication audits to complete resident-level reviews, while maintaining a clear audit history and streamlined compliance monitoring.
What’s new:
- Faster resident-level stock check - Complete multi-medication audits in a single view
- Focussed stock checks - Choose to audit all medications or focus on specific categories of medications
- Better Record Keeping - Record when a stock audit has been completed for a resident, even when there are no stock discrepancies
- Aligned Stock Figures - Correct stock figures easily with a single auditable history for each resident and a justification for on-hand adjustments
- Eliminate Ghost Stock - Complete your monthly returns and eliminate ghost stock directly within an audit
- Unified Traceability - View the audit history in Manage Order
- Improved Compliance - Track when audits were last completed to monitor compliance and support ‘Resident of the Day’ processes
- Witness Oversight - Enforce witness signatures to complete an audit (setting dependent)
For All Users - How to run a Stock Audit
For Super Admins (setup)
No action is required to start using the Stock Audit feature.
- The Stock Audit feature is ON by default
- The default maximum days between Full Stock Audits (Audit All Items) is 28 days
- A witness signature is required to complete a Stock Audit.
To Adjust the Maximum days between Full Stock Audits:
- Go to Settings > eMAR > Options
- Update “Max days between full Stock Audits” (0-365 days)
- 0 = No requirement
- Any other value defines when full audits become due/overdue
This setting will update the Stock Audit Dashboard widget to ensure audits are completed in line with your home’s policies and procedures.
Permissions:
A new application user permission has been added - “Complete a Stock Audit”
Users must also have the following permissions:
- Edit Medication Order
- Update Destroyed/Returned
- Update Unaccounted
All required permissions must be enabled to start Stock Audits.
At launch, Complete Stock Audit is enabled for user roles that already have the above permissions. This will typically be Registered Staff, Senior Managers (Roles vary).
For All Users - How to run a Stock Audit
Stock Audit is accessed directly from the Medication Profile
You will see:
- Stock Audit
- Stock Audit History
Buttons and actions are permission-based
Start an Audit
1) Open the resident’s Medication Profile eMAR > Orders > Medication Profile
2) Click Stock Audit
- If a draft exists for the resident, select Resume Audit
3) Review and acknowledge the pre-audit check and click Continue
4) Choose your audit type:
- Audit All Items
- Audit Selected Items
- Cancel
Audit All Items
- Choosing Audit ALL Items includes all the following medications:
- Active orders
- Future orders
- On Hold orders
- Discontinued and Ended orders with an on-hand value (positive or negative) – ghost stock
- The ‘Audit All Items’ option is used to determine when a full audit has been completed, and the next audit is due.
Audit Selected Items
- Choosing Audit Selected Items allows you to run a Stock Audit on specific medications ONLY.
- Use the existing filters to display the medications you may wish to audit
- Order Status
- Active orders
- Future orders
- On Hold orders
- Discontinued and Ended with an on-hand value (positive or negative)- ghost stock
- Controlled Drugs
- High Alert Orders
- Self Admin Orders
- Order Status
- Put a check box on the medications you wish to audit
- Complete targeted stock audits on the selected medications
- Tips:
- When you have selected all the medication you wish to audit, use the Selected ONLY check box to hide all other medication except the selected ones.
- Start typing your physical counts into a medication to automatically select it for audit.
- You may wish to use Audit Selected Items to clear out all historical ghost stock before starting to use the stock audit feature going forward. Contact MED e-care support is further assistance is required for this.
Draft Protection
If you cannot complete a stock audit due to a brief interruption, you can save the audit and return to it later
- Entering physical counts into any medication’s Physical Count field and clicking anywhere else will automatically save your progress
- You may manually save your progress
- Click “Save as Draft and Exit
- Choose “Save and Exit”
- Note that each resident can have only one ongoing Draft
- The draft is assigned to the resident’s profile not the user who started the audit
- When you return to Resume a draft audit, the stock discrepancy will be calculated again. You must re-check your previously entered physical count.
Discarding an Audit
Sometimes you may wish to discard an audit to start over before it’s completed
1) Select Cancel Audit
2) Choose Yes, Discard Audit
a. The audit progress will be deleted and cannot be retrieved
View more information about a medication
When you require more context for a medication, click the information button to expand the details for each medication
You will see the full order details and instructions
Filling out the Audit
1) Count the stock for each medication you have in hand
2) Enter the amount in the Physical Count box for each medication
a. A correct count (physical count matches the systems on-hand count)
- A tick and No Variance text in the Variance column is displayed.
b. Incorrect count (physical count does not match with the system’s on hand count
- A caution icon and the amount more or fewer than expected is displayed
- A reason or note is required
3) If you wish to record a Return/Destroyed amount, click on the + icon to open and record an amount
a. A reason or note is required if a return/destroyed amount is recorded
4) Each medication line is given a highlight (green/darker shade) when all required fields are filled
5) Select Complete Audit to complete the Audit once all required fields are filled
Complete the Audit
- To complete an Audit, click Complete Audit
- A confirmation window is displayed showing:
- The audit summary
- An optional overall audit note
- Witness Signature panel (if required)
- You can choose
- Go Back (to make any amendments)
- Complete Audit (to finish and save the audit)
- Upon completion:
- The audit is saved and cannot be amended. This creates a formal confirmation that an audit has taken place.
- The saved audit, records who completed and witnessed the audit and the date and time
- The audit details and notes can be seen from the Stock Audit History even if no on hand adjustments are required
- The entered physical count, less any returned/destroyed amounts will become the new On Hand
- For traceability, all stock changes and notes done during the Audit is also recorded in the Manage Order Edit history and with reason “Stock Audit”
- Audit closes and returns to the medication profile
Audit History
To see the historical stock audits, Select Stock Audit History to view
- Audit Date
- Type of Audit (All Items or Selected)
- Who completed the Audit
- Who witnessed the audit
- How many Items were audited
- How many items had a variance
- Overall Audit Notes
Selecting View shows the details of a previously completed audit:
- Original On Hand
- Physical count
- Variance
- Returned/Destroyed amount
- New On Hand (after the completion of the audit)
- Notes per medication where entered
- Completion and witness details
The Audit History and Detailed View can be exported using “Export CSV”
Stock Audit Widget
A new stock audit widget is available on the Dashboard to give visibility into:
- Completed and In Progress Audits for each resident
- Who’s completed the audits
- How often discrepancies occur
- Which residents are due for a review
Add the Stock Audit widget to your Dashboard
1) Go to Dashboard>Add/Remove Widgets
2) Click Add to add the Stock Audit Widget
Conducting Review using the Widget
1) Go to the Dashboard> Stock Audit
2) Choose the audit type you wish to review:
- Full Stock Audit (Audit All Items) – Default
- Selected Stock Audit (Audit Selected Items
- In Progress Audits
3) Use the Due In filter to display the resident’s Full Stock Audit (Audit All Items status)
- All (shows all residents) - Default
- Overdue (Audits past the due date)
- Overdue audits are highlighted
- 7 days (Audits due within the next 7 days)
- 14 days (audits due within the next 14 days
4) Selecting any line on the widget displays the Audit History Detail for that audit with options to:
- Export the details to csv
- Navigate to resident’s Medication profile or Resume an In Progress audit
Other Improvements:
Returned and Destroyed Report Enhancements
We’ve improved the Returned/Destroyed report to provide clearer, more relevant audit information:
- Each return is now listed on a single line with the reason, notes, user, and witness information provided during the return.
- The amount returned reflects the actual quantity destroyed by the user.
- The date and time shown now use the actual return event.
- Returns appear in the report on the date they were returned/destroyed
- Report summaries reflect the changes that occurred during the selected date range only.
These changes make it easier to understand the context of each return, support accurate stock reconciliation, and reduce confusion caused by adjustment notes.
eMAR Settings Audit Trail
We’ve added an additional audit trail for changes made in Settings > eMAR > Options:
- Every change to eMAR Options is now recorded in the facility’s existing Audit Log (eMAR>Administration>Audit)
- Each log entry includes both old and new values for the setting that was changed.
This ensures better traceability and accountability for configuration changes, supporting compliance reviews.
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