Most adult day centers that still use paper MARs aren't avoiding eMAR because they like paper. They're avoiding the switch itself: the data entry, the retraining, the worry about getting it wrong mid-transition.

That worry is fair, but the move is more manageable than it looks if you plan it in stages. This guide walks through how to do it, from cleaning up your paper records to your first day fully live.

Why adult day centers are making the switch

Medication administration in adult day is different from residential care. Participants arrive and leave on different schedules; some attend two days a week and others five, and midday doses often fall right in the middle of activities, meals and transport. That makes it easy for a dose to slip through the cracks, and hard to prove afterwards that it didn't.

An eMAR fixes the core problems with paper. Staff see what's due, what's upcoming and what's overdue without checking each chart. Every administration is time-stamped and tied to the staff member who gave it. Refusals and missed doses are recorded clearly rather than left as a blank box. And when an auditor, a family or a physician asks for records, you export them instead of photocopying them.

Step 1: Clean up your paper records first

Don't migrate a mess. Before anything goes into the system, pull every active paper MAR and check it against the most recent physician orders or pharmacy records.

For each participant, confirm the medication name, dosage form, dose, route, schedule and start date. Flag anything discontinued, anything with unclear instructions, and every PRN (as-needed) medication along with its conditions for use. Check that allergies and diagnoses on file are current, since these will show on the eMAR and on exported MARs.

This is also a good moment to spot participants whose medication lists haven't been reviewed in a while. Treat the migration as a medication reconciliation, not just a data entry job.

Step 2: Configure your settings before entering anything

In StoriiCare, eMAR settings live under Medical Info > Medication in any participant profile. Open the settings wheel and make sure eMAR task scheduling is turned on.

A few decisions to make up front: whether new medications default to scheduled or PRN (you can change this per medication), whether to show medication tags on the MAR PDF, and which participant details appear on the eMAR dashboard. Most centers choose name, date of birth, diagnoses and allergies.

It’s also best practice to review staff permissions. Anyone administering medication needs at least Add/Save access to eMAR, and anyone pulling reports needs access to Exports.

Step 3: Enter medications carefully

This is the step that deserves the most care, because once a medication is saved in StoriiCare, only its end date and management notes can be changed. 

For each medication, enter the name, dosage form, quantity and unit, and administration start date. Then add the schedule, adding a time for each daily dose. Include how to administer and any participant-specific notes. Staff will rely on these at the point of care.

If you already have medications in StoriiCare from before you started using eMAR, you can copy each one into a new eMAR-enabled entry and mark the old version as historical. Quantity, dosage, frequency and schedule need to be re-entered when you do this.

A practical tip: have one person enter and a second person check against the paper record before saving. It takes longer, but it's far quicker than fixing errors afterwards.

Step 4: Decide whether to track inventory

Inventory tracking is optional but worth considering, especially for controlled substances or participants whose families supply medication. With StoriiCare’s inventory feature, you can add a batch with its total dose count, and each time staff completes an eMAR task, they select the batch and confirm how many doses were used. The count updates automatically.

If you choose to use inventory, set up batches before staff start completing tasks.

Step 5: Train staff on the daily workflow

The daily routine is simple, which is the point. Staff open the eMAR dashboard to see who has medication due today, what's coming up and what's overdue. They click into a participant, find the medication and check it off when given.

A few things to cover in training:

• PRN medications are added as needed through the Add PRN button, then completed or scheduled for a specific staff member.
• Mark refused or missed doses with an X, and staff should add a note explaining why (refused, left early, and so on). This shows as an X on the printed MAR, which is far clearer than an empty box.
• Late administrations show as "Completed when overdue," and the audit trail keeps the exact time the task was marked complete.
• Add notes to any task for side effects or anything unusual.

Keep training short and hands-on. Staff learn this faster by doing one real medication pass with someone beside them than by sitting through a slideshow.

Step 6: Run paper and eMAR side by side, then change over

For your first week or two, consider running both systems in parallel. It gives staff a safety net and lets you compare records to catch setup errors before paper goes away.

Pick a firm cut-over date and stick to it. Running both systems indefinitely doubles the workload and creates confusion about which record is official. Once you've switched, archive your paper MARs according to your state's retention requirements.

Step 7: Use the data you now have

Once you're live, the daily dashboard gives you a view that paper never could: how many of today's tasks are complete, and how many were on time, overdue or incomplete. You can see patterns across participants, spot staff who need support, and address problems the same day.

When you need records, export a single participant's MAR from their profile or run a bulk MAR export for a group and date range. Staff initials are pre-filled on the PDF automatically, so there's no reconstructing records by hand before an inspection.

Common pitfalls to avoid

• Rushing data entry. Most eMAR problems trace back to setup, not daily use.
• Skipping the reconciliation. Migrating outdated orders just digitizes old mistakes.
• Leaving PRN rules vague. Staff need clear instructions on when an as-needed medication is appropriate.
• No change-over date. Parallel running should be temporary.
• Forgetting the Face Sheet. MARs pull participant details from it, so make sure it's accurate.

Ready to make the move?

Moving from paper to eMAR isn't really a technology project. It's a chance to clean up your medication records, tighten your processes and give your team one less thing to worry about during a busy day.

If you're a StoriiCare customer, our support team can help you plan your migration. Email support@storii.com or reach out through Live Chat. Not using StoriiCare yet? Book a demo to see how eMAR fits into your center's day.

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