Many care homes in the UK have adopted Electronic Medication Administration Record (EMAR) systems. These platforms offer numerous benefits, including enhanced medication safety, improved compliance, and streamlined workflows. However, successful implementation does not end at installation. Ongoing maintenance remains a crucial component for optimal functionality and regulatory compliance. If you are a care home manager, you must understand the key maintenance requirements of EMAR software and apply these practical steps:
1. Regular software updates
eMAR providers release software updates to improve security, fix bugs, and introduce new features. Ignoring these updates may leave your system vulnerable to cyber threats or cause incompatibility with other digital health records. Establish a schedule for routine checks and liaise with your IT support or the eMAR vendor to ensure the latest version runs smoothly.
2. Data security protocols
Care homes handle sensitive patient information, so adherence to GDPR and NHS Digital standards remains essential. You should ensure that all staff use strong passwords, enable multi-factor authentication where possible, and log out of the system after each use. Partner with your software provider to conduct periodic security audits and confirm that encryption and backup systems remain in place.
3. User training and re-training
New staff require full induction on how to use the EMAR software, while existing staff benefit from refresher sessions. Schedule training at regular intervals and offer immediate support when system changes occur. eMAR providers often supply training materials, webinars, or on-site sessions. Use these resources to strengthen staff competence and confidence.
4. Device maintenance
eMAR systems operate across various devices, including tablets, laptops, and desktop computers. These devices must remain in good condition for the software to function effectively. Conduct regular hardware checks to identify issues such as slow performance, damaged screens, or network failures. Keep software drivers up to date, and replace outdated equipment before failures impact resident care.
5. Internet connectivity
Poor connectivity can lead to incomplete records, data loss, or delayed medication administration. Ensure your care home has a reliable and secure Wi-Fi network with backup options. Work with IT specialists to monitor network performance, and promptly address issues that affect connectivity.
6. Backup and disaster recovery plans
Data loss can occur due to system failures, cyber attacks, or human error. Implement a robust backup system that stores data both locally and in the cloud. Test your disaster recovery plan regularly to ensure quick restoration of records.
The healthcare sector undergoes constant change. Stay informed about updates to CQC guidelines, NHS policies, and data protection laws. Review your eMAR system’s compliance features to ensure they meet evolving standards. Coordinate with your provider to receive timely updates and adjust internal policies as needed.
