Map Policy Manual

The Commonwealth of Massachusetts
Executive Office of Health and Human Services

Department of Public Health (DPH)
Department of Mental Health (DMH)
Department of Children and Families (DCF)
Department of Developmental Services (DDS)
Medication Administration Program (MAP)
MAP Policy Manual

Version 2010 9-01
Revised 10-01-13
The policies in this Manual, some of which are revisions of existing policies,
supersede all other policies on these topics previously issued by the Departments.
TABLE OF CONTENTS
01 SITE REGISTRATION REQUIREMENTS.....................................................................................5
01-1 MAP Policy Manual as Required Reference Material....................................................................6
Definition of Terms..............................................................................................................................7
01-2 Criteria for Site Registration with DPH..........................................................................................8
01-3 Application for Controlled Substance Registration.......................................................................10
01-4 Administration to Youth.................................................................................................................11
02 STAFF CERTIFICATION................................................................................................................12
02-1 Certification Process and Guidelines............................................................................................13
02-2 Acceptable Proof of MAP Certification for Staff..........................................................................15
02-3 Revocation of Certification...........................................................................................................16
02-4 MAP Testing Application..............................................................................................................17
02-5 MAP Pre-testing............................................................................................................................18
02-6 Recertification Process..................................................................................................................19
02-7 Recertification Guidelines.............................................................................................................20
Medication Administration Program (MAP) Recertification Competency Evaluation Form...........25
03 TRAINING AND CURRICULUM..................................................................................................26
03-1 Trainer Requirements....................................................................................................................27
03-2 Training Direct Care Staff.............................................................................................................28
03-3 Additional Training for Vital Signs...............................................................................................29
04 ROLE OF NURSING........................................................................................................................30
04-1 Role of Nursing in MAP...............................................................................................................31
04-2 Role of Nurse Monitor..................................................................................................................33
O5 CONSULTANTS...............................................................................................................................35
05-1 Role of Consultants in MAP.........................................................................................................36
06 MEDICATION ADMINISTRATION.............................................................................................38
06-1 Administration of Parenteral/Injectable medications & Medications via G-tube/J-tube..............39
06-2 PRN Medications..........................................................................................................................40
06-3 Pre-filled Syringes.........................................................................................................................41
06-4 Pre-pouring/Pre-packaging of Medications...................................................................................42
06-5 Medication Administration Times.................................................................................................43
06-6 Over-the-Counter Medications and Preparations..........................................................................44
07 SELF-ADMINISTRATION.............................................................................................................46
07-1 Definition & Criteria for Self-Administration of Medications.....................................................47
07-2 Learning to Self-Administer..........................................................................................................48
07-3 Appropriate Use of Pill-Organizers...............................................................................................49
07-4 Skill Assessment............................................................................................................................51
Observation Tool For Self-Administration........................................................................................52
07-5 Development of a Teaching Plan...................................................................................................55
07-6 Documentation..............................................................................................................................56
Self-administration Teaching Plan.....................................................................................................58
Self-administration Support Plan.......................................................................................................59
08 ANCILLARY PRACTICES.............................................................................................................60
08-1 Vital Signs.....................................................................................................................................61
08-2 Allergies.........................................................................................................................................63
08-3 Blood Glucose Monitoring............................................................................................................64
08-4 Oxygen Therapy............................................................................................................................66
Oxygen Therapy Training Guidelines................................................................................................68
09 MEDICATION OCCURRENCES.................................................................................................69
09-1 Definition of Medication Occurrence............................................................................................70
09-2 Use of MAP Consultant.................................................................................................................71
09-3 Requirements for Reporting Medication Occurrences..................................................................72

09-4 Medical Intervention.....................................................................................................................74
09-5 DPH Medication Occurrence Reporting (MOR) Form.................................................................75
09-6 Instructions for Completion of DPH Medication Occurrence Report (MOR) form.....................76
09-7 Approved MOR Form...................................................................................................................78
MEDICATION OCCURRENCE REPORT (side one)......................................................................79
10 MEDICATION SECURITY AND RECORD KEEPING...........................................................81
10-1 Administrative Policies and Procedures........................................................................................82
10-2 Medication Security......................................................................................................................83
10-3 Schedules II-V...............................................................................................................................84
10-4 Storage and Labeling of Medications............................................................................................85
10-5 Disposal.........................................................................................................................................87
10-6 Disposal Form...............................................................................................................................89
Controlled Substance Disposal Record Form....................................................................................90
10-7 Drug Loss......................................................................................................................................91
10-8 Packaging of Prescription Medications.........................................................................................92
10-9 Pharmacy Errors............................................................................................................................93
10-10 Transfer/Transport of Medication................................................................................................94
10-11 Administering Medication to Individuals living in the Community (off registeredsite/backpacking) Setting...................................................................................................................97
10-12 Syringe Security..........................................................................................................................99
11 LEAVE OF ABSENCE...................................................................................................................100
11-1 Leave of Absence (LOA) Policy.................................................................................................101
11-2 Preparation of Medications for LOA...........................................................................................103
11-3 Documentation of LOA...............................................................................................................105
12 REFILLING PRESCRIPTIONS..................................................................................................106
12-1 Refilling Prescriptions Guidelines...............................................................................................107
13 HEALTH CARE PROVIDERS ORDERS...................................................................................108
13-1 Transcription, Posting and Verifying of Health Care Providers Orders.....................................109
13-2 Documentation of Health Care Provider Orders.........................................................................111
13-3 Telephone Orders.........................................................................................................................113
13-4 Exhausting Current Supply of Medication..................................................................................115
13-5 Health Care Providers Orders via FAX......................................................................................117
13-6 Renewal of Health Care Providers Orders.................................................................................118
14 SPECIALIZED TRAINING PROGRAM...................................................................................120
14-1 Specialized Training Programs....................................................................................................121
14-2 Epinephrine Administration via Auto-injector Device(s)............................................................122
Competency Evaluation Tool for Epinephrine Administration via Auto Injector Device...............125
Epinephrine Auto Injector (EpiPen) Disposal Guidelines...............................................................127
14-3 Administration Via Gastrostomy/Jejunostomy Tube...................................................................128
14-4 Medication Administration Via Gastrostomy/Jejunostomy Tube................................................129
Gastrostomy / Jejunostomy Registration Form...............................................................................132
Competency Evaluation Tool for Gastrostomy (G) or Jejunostomy (J) Tube Medication
Administration.................................................................................................................................133
Competency Evaluation Tool for Gastrostomy (G) or Jejunostomy (J) Tube Water Flushes..........135
Competency Evaluation Tool for Gastrostomy (G) Tube Bolus Feeding........................................136
Competency Evaluation Tool for Gastrostomy (G) or Jejunostomy (J) Tube Continuous Feeding
and Discontinuation of Feeding.......................................................................................................137
15 DPH CLINICAL PRACTICE REVIEW AND INSPECTION...............................................139
15-1 Clinical Practice Review and Inspection.....................................................................................140
15-2 Clinical Review...........................................................................................................................141
16 SPECIALIZED SERVICES..........................................................................................................142
16-1 Hospice: Protocol for Instituting.................................................................................................143
16-2 Hospice: Exceptions to Other MAP Policies...............................................................................145

Sealed Hospice Emergency Starter Kit Count Sheet.......................................................................147
16-3 Hospice: Procedure for Telephone Clarification of PRN Orders with Dose Ranges..................148
Individualized Hospice PRN Medication Observation Protocol Form...........................................150
Reference Sheet for Calling a Hospice Nurse.................................................................................151
Sample Reference Sheet for Calling a Hospice Nurse....................................................................152
16-4 Hospice Sample Record Keeping Forms.....................................................................................153
Admission to Hospice Check Off List.............................................................................................156
Sample Hospice Intake Addendum..................................................................................................158
Health Care Providers Order Form.................................................................................................160
Health Care Providers Order Form (2)...........................................................................................161
Clinical Progress Note.....................................................................................................................162
Hospice Medication Sheet...............................................................................................................163
Pain Review for Individual with Dementia or are Non-verbal........................................................164
17 RESOURCES..................................................................................................................................165
17-1 Contacts.......................................................................................................................................166
17-2 MAP Advisory Group..................................................................................................................169
17-3 Publications.................................................................................................................................170
01
SITE REGISTRATION
REQUIREMENTS
DCP MAP Policy Manual 10/01/13
Page 5 of 174
MEDICATION ADMINISTRATION PROGRAM

POLICY MANUAL
Policy No. & Issue 01-1 MAP Policy Manual as Required Reference Material
Policy Source MAP Policy Manual
Issued Date: 9/01/10
Last Revision Date: 10/01/13
The Departments of Public Health, Mental Health, Developmental Services, and Children
and Families have compiled all existing Medication Administration Program advisories and
policies into one comprehensive document, the MAP Policy Manual.
a. For an explanation of terms frequently used within the MAP Policy Manual see
Definition of Terms on page 7.
The MAP Policy Manual is intended to provide Service Providers, trainers, staff and other
interested parties with a single, topically organized source for MAP policies. As a condition
of registration, each site registered with DPH must maintain a copy of this policy manual, as
well as the current MAP Training Curriculum, as part of the required reference materials for
MAP Certified staff.
A Program Site may elect to keep a virtual electronic copy provided:

a.
b.
c.
d.
latest version is readily accessible;

documentation is available that all Certified staff know how to access it;
must be accessible twenty-four hours a day, seven days a week; and
must have a contingency plan in place in the event the sites computer is not
functioning.
Page 6 of 174
Definition of Terms
The following definitions are intended to explain terms used within the MAP Policy Manual.
Individual: An adult person, over the age of 18, supported by programs funded, operated, or
licensed by the Department of Developmental Services; or a person (adult or youth)
supported by programs funded, operated, or licensed by or the Department of Mental
Health; or a person (adult or youth) supported by programs funded, operated, or licensed
by the Department of Children and Families, who receives medications through the
Medication Administration Program.
Health Care Provider: A Massachusetts practitioner (e.g., physician, dentist, podiatrist,

advance practice nurse, physician assistant, registered pharmacist, etc.) who is currently
authorized to prescribe controlled substances in the course of their professional practice.
Certified Staff: A direct support worker, who has been trained in the Medication
Administration Program, and possesses a current MAP Certificate authorizing him/her to
administer medications for MAP registered sites.
Licensed Staff: A nurse (RN, LPN) currently licensed in the state of Massachusetts, who is
legally authorized to practice nursing.
Nurse Monitor: A Registered Nurse meeting the requirements for Medication Administration
Program (MAP) Approved Trainer as set forth in MAP Policy 3-1, who provides additional
MAP clinical monitoring to Department of Mental Health (DMH)/Department of Children and
Families (DCF) youth programs.
Page 7 of 174

POLICY MANUAL
Policy No. & Issue 01-2 Criteria for Site Registration with DPH
Policy Source April 1997 MAP Advisory
Supervisors Training Manual
Issued Date: 04/97
5/15/98
MAP DPH regulations are intended to address the medication administration needs of
stable individuals who are living in DMH/DCF and adult DDS licensed, funded, or operated
community residential programs that are their primary residences and/or are participating in
day programs and short-term respite programs.
a. MAP does not apply to medication administration during school hours for residential
schools. It only applies to the administration of medication in the residences (Refer to
DPH Regulations 105 CMR 210.000 for medication administration during school hours.
These community residential programs, day programs, and short-term respite programs
may register with DPH for the purpose of authorizing non-licensed employees to administer
or assist in the administration of medications (105 CMR 700.000 and 105 CMR 700.004(C)
(1)(i)).
Those programs listed above that meet the criteria for site registration must apply for a
Massachusetts Controlled Substance Registration (MCSR) from DPH (see Policy No. 01-3
on page 10). The MCSR allows for the storage of medications at the site registered.
All sites are registered under the corporate name (name of Service Provider) not the
program, (e.g., registered as Parabold Family Center, not April House). The MCSR is
issued to the licensed corporate provider, at the geographic site, at which the medication is
stored. For example, if there is a three family house with three staffed apartments (one on
each floor) and all three apartments store medications, then all three apartments must
obtain separate MCSRs. DPH issues three MCSRs, one for each apartment, not one
MCSR covering the entire house. The name of the Service Provider will appear on all three
MCSRs.
The original MCSR must be kept at the site with a copy of the MCSR kept at the Service
Providers administrative office, or vice versa.
Staff will need the MCSR number in order to complete a Medication Occurrence Report
(MOR). This number (MAP plus five (5) digits) is recorded in the section of the MOR that
requests the DPH Registration Number (see Policy No. 09-7 on page 79). In addition, the
MCSR number is needed when requesting information from DPH. The MCSR number
should be included in all correspondence.
The MCSR is valid for one year. Renewal forms must be submitted to DPH one month
before the MCSR expires. The application or renewal process should take approximately
four to six weeks. The previous MCSR will remain in effect until the renewal MCSR is
received as long as the site has applied for renewal prior to the expiration date of the
current MCSR. If you do not receive the MCSR within eight weeks, please contact DPH
(see Policy No. 17-1 on page 170).
Page 8 of 174
The MCSR applications for renewal and MCSRs are mailed to the Licensed Corporate
Providers administrative address, not the site address.
a. The licensed Corporate Provider should keep the DPH advised of current mailing
address, phone number, and contact person for the site.
MCSRs are not transferable. The MCSR issued to a site must be returned to DPH if:
a.
b.
c.
d.
medications are no longer stored at that site;

registered site no longer houses DMH/DCF/DDS individuals;
the individuals are all self-administering; or,
the corporate provider changes.
If a site closes or changes ownership, the site is required to immediately return the
MCSR to DPH with a written letter stating that the site is closed and the date of
closure.
If the site changes ownership, the new corporate provider must apply for a new
registration in advance of the effective date of such change.
If a registered site plans to relocate, a written letter should be sent to the DPH, prior to the
move, stating the change of address. The letter should include the date the new site will
open and the date that the old site will close. The corporate provider for the relocated site
must apply for a new registration in advance of the effective date of the change in address.
DPH will make the necessary changes and issue an updated MCSR for the new location.
a. The MCSR for the prior site must be returned to DPH immediately.
All new, renewal or amended information, require an application form (see Policy No. 01-3
on page 10).
Page 9 of 174

POLICY MANUAL
Policy No. & Issue 01-3 Application for Controlled Substance Registration
Policy Source DPH Form
APPLICATION FOR MASSACHUSETTS CONTROLLED SUBSTANCE REGISTRATION
(MCSR) FORMS MAY BE DOWNLOADED FROM THE DPH WEBSITE (see Policy No.17-1
on page 170 for website access information).
Page 10 of 174

POLICY MANUAL
Policy No. & Issue 01-4 Administration to Youth
Issued Date: 04/97
DPH regulations at 105 CMR 700.003 do not set the criteria for medication administration
to individuals under the age of 18 years of age.
Direct care staff may be trained and Certified under MAP to administer medications to
individuals (both adults and youth) in programs supported by the Department of Mental
Health and/or the Department of Children and Families.
Direct care staff are not trained nor Certified under MAP to administer medications to
individuals under the age of 18 years in programs supported by the Department of
Developmental Services.
Page 11 of 174
02
STAFF CERTIFICATION
Page 12 of 174

POLICY MANUAL
Policy No. & Issue 02-1 Certification Process and Guidelines
Issued Date: 04/97
MAP Certification is valid for use only in adult DDS community programs; youth and adult
DMH community programs; and youth and adult DCF community programs that possess a
current and valid Massachusetts Controlled Substances Registration (MCSR) from the
Department of Public Health.
Direct care staff, including licensed nurses working in positions that do not require a
nursing license, must be Certified in MAP in order to administer medications in adult DMH,
DCF, or DDS community programs.
Staff must be at least eighteen years of age to be Certified to administer medications.
Staff may not administer medications until they pass a D&S Diversified Technologies
administered Computer-Based (Knowledge) Certification Test and MAP Skills
(Transcription, Medication Administration Demonstration) Tests.
D&S Diversified Technologies conducts all initial MAP Certification Testing.
Upon completion of an approved MAP Certification Training Class and attaining a

successful Pretest score, staff may be eligible to be tested by D&S Diversified
Technologies.
a. Staff are eligible to take a Computer-Based (Knowledge) Test (CBT).
Staff must pass the CBT before he/she is eligible to take the MAP Skills
(Transcription, Medication Administration Demonstration) Tests.
Staff will not be able to take the CBT and the MAP Skills Tests on the same day.
b. Staff may be reassessed up to three (3) times.
Staff are allowed up to three failures consisting of any combination of the 3
components (Knowledge Test, Transcription Test, Medication Administration
Demonstration) of the MAP Certification Test.
c. After three failures, staff must complete the full MAP Certification Training again or
complete remedial training given by the current MAP Trainer of record on the D&S
database.
After completion of the additional training, staff may be eligible to retest through D&S
Diversified Technologies
1. Staff are again tested on all 3 components (Knowledge Test, Transcription Test,
and Medication Administration Demonstration) of the MAP Certification Test.
Staff have one year from the date of successful completion of the MAP Certification
Training to attempt to pass the MAP Certification Test.
If the staff does not pass the MAP Certification Test within one year he/she must
again complete the full MAP Certification Training.
MAP Certification is effective on the date that the test results are posted on the D&S
Diversified Technologies website indicating that the staff passed the MAP Certification Test.
Page 13 of 174
MAP Certification is valid for two years from the last day of the month in which the test was
passed. For example, if a staff person passes the MAP Certification Test on 11/1/11 and
another staff person passes the test on 11/28/11; the expiration date in both cases is
11/30/13.
Once MAP Certification expires, staff have one year to recertify before he/she must
complete the full MAP Certification Training and retake both the Computer-Based
(Knowledge) and Skills (Transcription, Medication Administration Demonstration) Tests.
During this period of time staff may not administer medications.
It is the responsibility of both the Service Provider and the MAP Certified staff to track the
MAP Certification period and to assure MAP Certification remains current and valid.
Page 14 of 174

POLICY MANUAL
Policy No. & Issue 02-2 Acceptable Proof of MAP Certification for Staff
Policy Source February 1998 DMH Memo
Only the following two documents are acceptable proof of Certification to administer
medications:
a. a copy of the Certification printout from the D&S Diversified Technologies website
confirming that the staff person has passed the MAP Certification test; or
This can be found on the D&S Diversified Technologies MAP Registry Database
(see Policy No. 17-1 on page170 for website address).
b. a signed copy of a successfully completed MAP Recertification Competency Evaluation
Form.
A copy of the MAP Certification printout must replace this form as soon as it is
received.
A staff persons MAP Certification status may be verified at any time by checking the D&S
Diversified Technologies MAP Registry Database (see Policy No. 17-1 on page 170 for
website address).
Community programs are required to maintain acceptable proof of MAP Certification.
Copies of MAP Certification printouts must be kept either at the Service Providers
administrative office or at the site to which the staff person is assigned.
a. If copies of MAP Certification printouts are kept on-site, then a master list of all MAP
Certifications dates of expiration must be maintained at the Service Providers
administrative office.
b. If copies of MAP Certification printouts are kept at the Service Providers administrative
office, then a master list of all MAP Certifications with dates of expiration must be kept
at each site.
c. Sites should be prepared to provide copies of MAP Certification printouts within 10 days
of a request made by DPH, DMH, DCF, or DDS.
Master lists may be in written, printed, electronic, or any other readily retrievable format.
Page 15 of 174

POLICY MANUAL
Policy No. & Issue 02-3 Revocation of Certification
Issued Date: 04/97
A persons Certification may be revoked in accordance with regulations of the Department

of Mental Health at 104 CMR 28.06(9) (d) and (e) and the Department of Developmental
Services at 115 CMR 5.15(6) (a) and (b). A Certification may be withdrawn or rejected if
the Department finds, after an informal hearing, any of the following regarding the holder of
the certification:
a. has been convicted of a crime involving controlled substances; or
b. has furnished or made any misleading or false statement in the application for, or
renewal of, certification; or
c. has failed to exercise proper regard for the health, safety and welfare of community
program residents; or
d. is unfit to perform the duties for which the Certification was granted.
The Service Provider shall be responsible for notification of their MAP regional/area
Coordinator(s) regarding any actions involving employees in these areas.
Page 16 of 174

POLICY MANUAL
Policy No. & Issue 02-4 MAP Testing Application
Policy Source DMR/DDS Forms
D&SDT Form
Issued Date: 04/97
8/01/00
APPLICATIONS FOR MAP TESTING MAY BE DOWNLOADED FROM THE D&S

DIVERSIFIED TECHNOLOGIES WEBSITE (see Policy No. 17-1 on page 170 for website
access information).
Page 17 of 174

POLICY MANUAL
Policy No. & Issue 02-5 MAP Pre-testing
Staff are required to pass a Standardized Knowledge Pretest, a Transcription Skills Pretest,
and a Medication Administration Demonstration Pretest before he/she can apply to take
MAP Certification Testing.
a. Staff must complete MAP Certification Training taught by an Approved MAP Trainer.
b. Upon completion of the MAP Certification Training, an Approved MAP Trainer, or a
Designated Test Administrator, will administer the D&S Diversified Technologies issued
Pretests.
A Designated Test Administrator is a person who has been authorized to administer
the Pretests by an Approved MAP Trainer.
c. Upon successfully passing the Pretests, staff may be scheduled to take the D&S
Diversified Technologies MAP Certification Test.
Staff must achieve a score of 80% or better on the Standardized Knowledge Pretest;
complete an error-free Transcription Skills Pretest; and complete Medication
Administration Demonstration Pretest with a passing score of at least 10 (out of 12)
demonstrated tasks acceptably performed.
1. If the staff person does not pass the Pretests, he/she may take the Pretests
again until they pass.
2. Additional training may be provided, if that is available, to the staff person.
d. Pretest Answer Sheets are to be maintained by the Service Provider and be available
for review by the DMH/DCF Area or DDS Regional MAP Coordinator upon request.
Page 18 of 174

POLICY MANUAL
Policy No. & Issue 02-6 Recertification Process
Policy Source Recertification Evaluation Manual
The MAP Recertification Process should be completed in one of two ways:

a. by the D&S Diversified Technologies Recertification Testing process to include
demonstrated competence in medication administration via the use of a standardized
skills test (see Procedure for MAP Recertification through D&S Diversified Technologies
on page 21);or
b. by the Approved MAP Trainer Recertification Evaluation process at an actual program
site or as a role play at a site designated by the Provider Agency to include a skills
evaluation by an Approved MAP Trainer, using the MAP Recertification Competency
Evaluation Form on page 25. The results of the evaluation are forwarded to an agencydesignated supervisory staff person for review and signature. (See Procedure for MAP
Recertification through Provider Agency on page 22).
Page 19 of 174

POLICY MANUAL
Policy No. & Issue 02-7 Recertification Guidelines
Policy Source Recertification Evaluation Manual
A Certified staff is eligible to Recertify if he/she is in good standing on the MAP Registry.
To become Recertified, staff must complete the application form (see Policy No. 02-4 on
page 17) and pass the Recertification evaluation or skills test.
a. The Recertification Process allows staff becoming Recertified to test up to 90 days
before the expiration of his/her current Certification.
Once the MAP Certificate expires, the staff person may no longer administer
medications.
The expiration date of the Recertification is two years from the last day of the month
in which the Recertification was issued.
If the Certified staff person takes the MAP Recertification Test through the D&S Diversified
Technologies he/she may continue to administer medications until the results are posted on
the D&S Diversified Technologies website.
a. Employers are required to check the D&S Diversified Technologies website for test
results no later than the second business day after the test.
b. If the MAP Recertification Test results show that the staff has failed, the person is no
longer considered to be MAP Certified and must immediately stop administering
medications even if his/her current Certificate has not yet expired.
The staff is not permitted to administer medications again until he/she retakes and
passes the MAP Recertification Test and the passing results are verified on the D&S
Diversified Technologies website.
If the staff person passes the MAP Recertification Evaluation Process through the Service
Provider, he/she may continue to administer medications uninterrupted. If the staff person
fails, he/she cannot administer medications until he/she passes a subsequent
Recertification Evaluation.
Staff may be reassessed for Recertification by either process (D&S Diversified

Technologies Recertification or Approved MAP Trainer Recertification) up to three (3) times.
a. If the staff does not pass the Recertification Process after three attempts, he/she must
complete the full MAP Certification Training. Following the MAP Certification Training,
staff must successfully pass MAP Certification Testing through D&S Diversified
Technologies.
Page 20 of 174
PROCEDURE FOR MAP RECERTIFICATION

THROUGH D&S DIVERSIFIED TECHNOLOGIES
Application Process
Prior to being tested for Recertification by the D&S Diversified Technologies, the staff
person must complete the Medication Administration Program Testing Application Form
a. Applications can be submitted via online registration or as a paper application.
Upon D&S Diversified Technologies acceptance of the application;

a. The staff person will be scheduled for a Recertification Skills Test.
Candidates have the ability to view their scheduled test (including a link to a current
test site map and directions) online.
1. Candidates who registered using a paper application will be mailed (or emailed
as an RTF file email attachment) a notification letter.
At the D&S Diversified Technologies Site
The candidate should arrive at the test site 15 minutes before the times listed on the
Notification.
a. If the candidate arrives late for the testing, he/she will not be tested.
When listed, the candidate must attend both Recertification test times scheduled on the
Notification. At the test site, the candidate will be tested on demonstrated competence in
medication administration via the use of a standardized skills test.
The candidate must bring two forms of identification to the testing site.
a. One form must be a current and clear photo ID.
The only acceptable forms of a photo I.D. are the following: a valid current drivers
license, a valid current passport, or a government issued signed, non-expired photo
I.D. issued by the military or the MA Registry of Motor Vehicles. No other Photo I.D.
will be accepted.
b. Examples of a second ID are: Debit / Credit Card, Utility Bill, etc.
c. If the candidate does not bring two forms of identification he/she will not be tested and
will have to reschedule.
Following the D&S Diversified Technologies Test
Upon completion of the Recertification test, the test results will be available on line through
the D&S Diversified Technologies website.
If the candidate missed or canceled the test, he/she should request a new test date.
a. Candidates will be informed on their notification letter of the phone number they should
call to reschedule their test event.
Page 21 of 174
PROCEDURE FOR MAP RECERTIFICATION

THROUGH PROVIDER AGENCY
The staff person seeking Recertification will be evaluated by an Approved MAP Trainer at
an actual program site or as a role play at a location designated by the Service Provider
Agency.
a. An Approved MAP Trainer, using the MAP Recertification Competency Evaluation Form,
[see MAP Recertification Evaluation Guide on page 25 for assistance in form
completion], will determine if the staff person is eligible or not eligible to be Recertified.
After the staff person has concluded the Recertification Evaluation, the Approved MAP
Trainer will indicate on the fulfilled MAP Recertification Competency Evaluation Form
whether the staff person is Eligible or Not Eligible for Recertification and sign the form.
Once completed by the Approved MAP Trainer, the signed MAP Recertification
Competency Evaluation Form and the completed Medication Administration Program
Testing Application Form should be forwarded to the agency-designated supervisory staff
person who:
a. reviews the evaluation form to determine if the staff person has been deemed Eligible
or Not Eligible; and
For a staff person deemed Eligible, the designated supervisor must indicate
whether the staff person is Recommended or Not Recommended for
Recertification.
1. In the event an Eligible staff person is Not Recommended for Recertification
by the supervisory staff person, the MAP Recertification Competency Evaluation
Form should be forwarded to a DMH/DCF Area or DDS Regional MAP
Coordinator.
For a staff person deemed Not Eligible the designated supervisor must indicate
that the staff person is no longer authorized to administer medications.
In the event a staff person is no longer authorized to administer medications because the
person has been deemed Not Eligible for Recertification by the Approved MAP Trainer,
the MAP Recertification Competency Evaluation Form is kept on file by the provider agency
and a copy forwarded to D&S Diversified Technology.
a. following the review, must sign and date the form.
For a staff person who is deemed both Eligible and Recommended for Recertification,
his/her completed Medication Administration Program Testing Application Form and signed
MAP Competency Evaluation Form are filed in the staffs personnel file.
The Approved MAP Trainer will update the MAP Registry on the D&S Diversified
Technology website to indicate Recertification.
a. A printout indicating the new Certification date will then be available to download from
the D&S Diversified Technology website.
Page 22 of 174
b.
MAP Recertification Evaluation Guide
Examiners Guide for Use with the MAP
Recertification Competency Evaluation Form
Identifying Information: Either the staff applying for Recertification or the Approved MAP
trainer may complete this section.
Check off List: This section is to be completed by the Approved MAP Trainer administering
the skills exam. Check Yes if the staff person demonstrates the skill correctly. Check No
if the staff does not demonstrate the skill correctly. Comments regarding the individuals
performance in regards to a specific skill may be written on the corresponding line under
Comments. Additional comments may be added to the back of form.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Staff identifies the correct medication sheet(s): When the staff is told by the
Approved MAP Trainer the identity of the individual to whom they will administer
medications (actual or role play), the staff is able to locate the correct medication
administration sheet(s) for that individual.
Staff identifies correct medication(s): When the staff is told by the Approved
MAP Trainer the time of the medication they will be administering to the identified
individual; staff is able to review the medication sheet to determine the
medication to be given and is able to retrieve the correct medication from storage
unit.
Staff identifies the correct Health Care Provider (HCP) order(s): Staff is able
to identify the correct HCP order that matches the medication retrieved.
Staff compares the HCP order to pharmacy label: Staff compares the HCP
order to the pharmacy label and verifies that they (five rights) agree.
Staff compares the pharmacy label to the medication sheet: Staff compares
the pharmacy label on the medication container to the corresponding entry on the
medication sheet and verifies that they (five rights) agree.
Staff prepares the correct dose(s): Staff pours the correct dose of medication
and correctly prepares the medication for proper administration (i.e., it may need
to be crushed, dissolved, or diluted).
Staff compares the pharmacy label to the medication sheet again: Once the
medication(s) are poured and prepared, the staff compares the pharmacy label
on the appropriate medication container with the corresponding entry on the
medication sheet to once again verify that they (five rights) agree.
Staff correctly administers medication(s): Staff identifies the correct
individual, explains to that individual what medications are being administered,
provides that individual with appropriate agent for administration (water, juice,
pudding, tissues for eye drops, etc.), and verifies that medication was
successfully ingested or applied (administered via the right route) and safely
disposes of medication administration supplies.
Staff looks again, then correctly documents administration: Staff looks again
to ensure what was just administered is correct. Staff also correctly places their
initials in the box corresponding with the date and time of administration. Staff
also includes any and all additional documentation that may be indicated as in
the administration of a PRN or a countable medication.
Staff stores and manages medications in a secure manner: Throughout the
administration process, the staff demonstrates an understanding that
medications must be maintained in a manner that keeps the individuals in that
setting safe from accidental or intentional ingestion of those medications. For
Page 23 of 174
example, medications are kept with the staff at all times when the storage unit is
open and staff secures medications under a lock whenever it is appropriate.
11. Staff accurately discontinues one HCP order and transcribes another on
the medication sheet: The staff is given a HCP order that includes a
discontinuation of a current medication and pharmacy label (mock) of the newly
prescribed medication. The staff is asked to transcribe that order onto a
medication sheet. The order for the new medication must be one that is timelimited, in other words, it has a start and stop date. The staff must
demonstrate that they understand all of the components of the HCP order and
label and how they correspond to the components on the medication sheet, (i.e.,
dose, amount, strength, and special instructions).
Eligibility: In order to be deemed Eligible for Recertification, the staff person must
receive a Yes on every item on the MAP Recertification Competency Evaluation Form
checklist.
a. The Approved MAP Trainer who conducted the Recertification evaluation indicates
whether the staff is Eligible or Not Eligible and prints and signs his/her name on the
line at the bottom of the MAP Recertification Competency Evaluation Form checklist
section.
b. A staff person who is deemed Not Eligible for Recertification may no longer administer
medications until they are reassessed and pass a skills test, evaluation or Certification
exam.
c. The form is then forwarded to the supervisory staff person.
Page 24 of 174
Medication Administration Program (MAP) Recertification Competency

Evaluation Form
Name:
Date of Birth:
Provider Agency:
Date of Evaluation:
In order to receive a passing score on this test, staff must receive a Yes on every item.
MAP Trainer Recertification Check Off List:
(To be completed by Approved MAP Trainer only.)
1.
Staff identifies the correct medication sheet(s):
2.
Staff identifies the correct medication(s):
3.
Staff identifies the correct HCP order(s):
4.
Staff compares the HCP order to the

pharmacy label:
Staff compares the pharmacy label to the
medication sheet:
Staff prepares correct dose:
5.
6.
7.
8.
9.
10.
11.
Staff compares the pharmacy label to the

medication sheet again:
Staff correctly administers medication(s):
Staff looks again, then correctly documents
administration:
Staff stores and manages medications in a
secure manner:
Staff accurately discontinues one HCP order
and transcribes another on the medication
sheet:
Comments:
(Continue on reverse side if necessary.)
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Based on this evaluation, the above-named staff person is
Eligible
Not Eligible for Recertification.
Approved MAP Trainer (Print Name)
Approved MAP Trainer Signature
For Supervisory Sign Off Only.

I verify that I have reviewed this form and (check one box only)
recommend the above-named staff person.
do not recommend the above-named staff person.
OR
acknowledge that the above-named staff person is not eligible to administer medication under the MAP as a result of
this evaluation.
Signature
Title
Date
03
TRAINING AND
CURRICULUM

POLICY MANUAL
Policy No. & Issue 03-1 Trainer Requirements
Policy Source MAP Training Policy
Regulations at 105 CMR 700.003(F)(2)(a) require that a trainer be a registered nurse, nurse
practitioner, physician assistant, registered pharmacist or licensed physician who meets the
applicable requirements for a trainer.
a. The established requirements for a trainer are:
currently licensed as a registered nurse, nurse practitioner, physician assistant,
registered pharmacist, or physician in Massachusetts.
at least two years of experience in his/her profession.
completion of the DPH approved Train the Trainer Program.
1. The Train the Trainer program will be offered by DPH/DMH/DCF/DDS at
regularly scheduled intervals.
b. To maintain his/her approval status, trainers must:
remain current regarding all DPH approved training and testing materials, advisories,
policies and other changes through meetings scheduled with a MAP Coordinator, and
as determined by DPH.
teach at least one MAP Certification Training every year.
To maintain his/her approval status, exclusively as a Recertification Trainer, Recert trainers

must:
a. remain current regarding all DPH approved training and testing materials, advisories,
policies and other changes through meetings scheduled with a MAP Coordinator, and as
determined by DPH.
b. teach/test at least one MAP Recertification Training/Test every six months.
Trainers not attending scheduled MAP Trainer meetings, or not completing the required
trainings yearly, may be notified that their approval status has been revoked.
a. Trainers who have not met the requirements to remain current may contact their
DMH/DCF Area or DDS Regional MAP Coordinator for instruction/guidance in how to
regain approved MAP Trainer status.
MAP Trainers must provide a resume and proof of current licensure upon request.
It is the responsibility of the Service Provider to assure that the trainer of their staff is an
approved trainer. Applications for staff Certification and recertification testing will not be
accepted from trainers who have not met the criteria.
a. Service Providers may contact their central office to confirm a trainers approval.

POLICY MANUAL
Policy No. & Issue 03-2 Training Direct Care Staff
Regulation at 105 CMR 700.003(F)(2), 115 CMR 5.15(6)(a) and 104 CMR 28.06(9)(b)
require all training programs to meet specifications jointly established by DPH, DMH, DCF,
and DDS.
a. As stated in the DPH approved training materials, training programs must not be less
than 16 hours in length, including classroom instruction, testing, and the practicum.
Trainers must comply with this specification.
The Medication Administration Programs training program is specific to DMH/DDS/DCF

registered MAP programs only.
a. MAP trainers may only train staff who will be administering medications in registered DDS
adult settings; DMH adult and/or youth settings; or DCF adult and/or youth settings.
All trainers must use the most recent DPH approved curriculum.
a. Recommendations for changes to the curriculum by a trainer may be submitted to DMH,
DCF, and/or DDS.
Staff training and Certification is transferable between DMH, DDS, and DCF programs only
and is valid only in adult DDS registered MAP programs and youth and adult DMH/DCF
registered MAP programs.
Because Certification is transferable between all DDS adult community residential programs
and DMH/DCF adult and youth residential programs, all required portions of the training
manual must be taught.
a. No part of the training may be eliminated or modified due to a trainers or Service
Providers preferences, personal beliefs or any other reasons.
b. Failure to teach the entire training would lead to inconsistencies in training and
qualifications.
If DMH/DDS/DCF or Service Provider policies prohibit or discourage use of any
portion of the training, (e.g., staff may not administer via a specific route) then staff
should be instructed on the specific rules on site. Nevertheless, that portion of the
training must be provided as part of the basic training.

POLICY MANUAL
Policy No. & Issue 03-3 Additional Training for Vital Signs
To administer medications that require the monitoring of vital signs for administration,
Certified staff must be proficient in this skill.
a. Training for vital signs is not offered in the initial MAP training; therefore additional
training must be provided to those Certified staff whose responsibilities include
monitoring of vital signs for medication administration (see Policy No. 08-1 on page 62).
Regulation at 105 CMR 700.003(F)(1)(b) states that ensure that only properly
trained and certified personnel administer medication.
Regulation at 105 CMR 700.003(F)(2) states that these personnel must have
successfully completed a training program that meets the specifications for a training
curriculum established jointly by the Department of Public Health and the
Department of Mental Health, Department of Developmental Services, or Department
of Children and Families.
A Health Care Provider, Registered Nurse (RN), Licensed Practical Nurse (LPN),
Pharmacist, Paramedic, or Emergency Medical Technician (EMT) must conduct the vital
signs trainings.
Service Providers are responsible for:

a. obtaining instructions from Health Care Provider regarding the need for monitoring of vital
signs for medication administration;
b. obtaining specific, written parameters for vital signs, if appropriate;
c. training their staff to take vital signs; and
d. maintaining a current list of trained and competent staff that includes the name(s),
address (es), and telephone number(s) of the trainer(s).
This list should be maintained both at the site and at the providers main office.
04
ROLE OF NURSING

POLICY MANUAL
Policy No. & Issue 04-1 Role of Nursing in MAP
Policy Source 1997 BoRN Advisory
Issued Date: 2/16/94 5/14/97
Massachusetts Board of Registration in Nursing
Advisory Ruling on Nursing Practice

Title: The Role of the Licensed Nurse as Trainer or Consultant for the Department of Public
Health Medication Administration Program
(formerly Nursing Practice Related to Medication Administration)
Advisory Ruling Number: 9401
Authority: The Massachusetts Board of Registration in Nursing issues this Advisory Ruling on
Nursing practice pursuant to Massachusetts General Laws (MGL) chapter 30A, section 8 and
chapter 112, section 80B.
Date Issued: February 16, 1994
Date Revised: May 14, 1997, November 12, 1997, July 10, 2002, July 14, 2010, September 11,
2013
Scope of Practice: Registered Nurse, Licensed Practical Nurse
Purpose:
To guide the practice of the Registered Nurse who is employed specifically to provide training
and consultation within the context of the MA Department of Public Health (DPH) Medication
Administration Program (MAP). To guide the practice of the Licensed Practical Nurse who is
employed to provide training in accordance with approved MAP policies and procedures.
Established at 105 CMR 700.003(F) and under the oversight of the DPH Drug Control Program,
the MAP is a direct authorization, non-nurse delegation model of service delivery in a DPHregistered Community Program. For the purposes of this Advisory Ruling, Community
Program refers to any residential or day program that is registered with the Department of
Public Health Drug Control Program and funded, operated or licensed by the MA Department of
Mental Health (DMH), Department of Developmental Services (DDS) or Department of Children
and Families (DCF) with the exception of programs funded under Title XIX of the Social Security
Act. This advisory ruling is not applicable to programs that are not funded, operated or licensed
by DMH, DCF and/or DDS.
Such practice must be in compliance M.G.L. c. 112, s. 80B, M.G.L. c. 94C; 104 CMR 28.00:
Licensing and Operational Standards for Community Programs; 105 CMR 700.000:
Implementation of M.G.L. c. 94C; 115 CMR 5.00: Standards to Promote Dignity; 244 CMR 3.02
Responsibilities and Functions Registered Nurse; 244 CMR 3.04 Responsibilities and
See BoRN website for current information regarding Role of Nursing (see Policy 17-1 for contact information).
Page 31 of 174
Functions Practical Nurse; 244 CMR 9.03(5) Adherence to Standards of Nursing Practice; 244
CMR 9.03(9) Responsibility and Accountability; 244 CMR 9.03 (10) Acts within the Scope of
Practice; 244 CMR 9.03 (11) Performance of Techniques and Procedures; 244 CMR 9.03 (12)
Competency; 244 CMR 9.03 (14) Asepsis and Infection Control; 244 CMR 9.03(35) Security of
Controlled Substances; 244 CMR 9.03(38) Administration of Drugs; 244 CMR 9.03(39)
Documentation of Controlled Substances; and 244 CMR 9.03(44) Documentation.
Advisory:
The nurse licensed by the Massachusetts Board of Registration in Nursing (Board) is expected
to engage in the practice of nursing in accordance with accepted standards of practice. The
nurse must only assume those duties and responsibilities within the scope of practice for which
necessary knowledge, skills, and abilities have been acquired and maintained.
It is the Boards current position that the licensed nurse, when providing training and
consultation within the MAP:
Meets applicable requirements for a trainer established jointly by the DPH and the DMH,
DDS or DCF in order to instruct the didactic and practice components of the standardized
curriculum leading to MAP certification;
May provide or arrange for technical assistance and advice when questions arise regarding
appropriate administration practices or the effects of medications, including, but not limited
to, transcribing, ordering, procuring, documenting, destroying and storing of medications
pursuant to established policies and procedures;
Must direct or refer clinical inquiries from community program staff related to an
unanticipated change in medical condition or change to medication order to the appropriate
duly authorized prescriber in accordance with approved DPH policies;
May recommend action consistent with approved DPH policies such as a physician, clinic, or
emergency room visit, or other intervention associated with an occurrence involving
medication administration that is inconsistent with a duly authorized prescribers prescription
or anticipated outcome. It is not within the scope of practice of the Registered Nurse or
Licensed Practical Nurse to order implementation of such recommendations (e.g., order lab
work, order hospitalization, change a medication order); and
Does not bear responsibility and accountability for the outcome of the medication
administration practice of the MAP-Certified unlicensed community program staff that the
licensed nurse has taught. The licensed nurse is responsible and accountable for his or her
nursing judgments, actions, and competence related to teaching unlicensed staff.
See BoRN website for current information regarding Role of Nursing (see Policy 17-1 for contact information).
Page 32 of 174

POLICY MANUAL
Policy No. & Issue 04-2 Role of Nurse Monitor
Role of Nurse Monitor

in
DMH/DCF Caring Together Programs
Definition: A Registered Nurse, meeting the requirements for Medication Administration
Program (MAP) Approved Trainer as set forth in MAP Policy 3-1, who provides the functions
listed below to Department of Mental Health (DMH)/Department of Children and Families
(DCF) Caring Together programs.
Goal: To provide additional clinical monitoring to MAP in order to address the distinct needs
and challenges presented in administering medication(s) to minors.
Provides ongoing Quality Assurance by monitoring a MAP sites medication administration

system to ensure compliance with DPH, DMH and DCF regulations, licensing requirements
and MAP policies .This is accomplished by conducting reviews of medication administration
practices at regular intervals that include but are not limited to :
a. observing Certified staff administering medication to verify that they are following correct
MAP policies, procedures and protocols (see also #3 below);
b. verifying that the prescribing practitioners orders are on site, current and properly
transcribed;
c. verifying that medications dispensed by the pharmacy correspond with those medications
prescribed by the practitioner;
d. verifying that all medication is being administered in accordance with the prescribing
practitioners written order;
e. verifying that medication is being properly procured and stored;
f. verifying that the program site has a current Massachusetts Controlled Substance
Registration (MCSR) on-site and appropriate documentation of all Certified staff
administering medication at the site;
g. reviewing documentation of medications being administered at the site to ensure that
proper clinical protocols are in place and are being observed, e.g., monitoring vital signs,
blood glucose monitoring, and appropriate practitioner notification; and,
h. reviewing Medication Occurrence Reports (MORs) to determine areas where further
training or other intervention may be needed.
Assesses issues and the technical functions related to medication administration that may be
unique to individuals served at a particular site e.g., side effects, liquid medications, vital
signs, blood glucose monitoring, allergies and takes steps to ensure that Certified staff are
properly informed, educated and/or competent with regard to such issues.
Observes, no less than once every 12 months (see also #1(a) above); all Certified staff
employed at the site prepare and administer medication in a manner consistent with all MAP
policies, procedures and protocols. Such observation can be either a classroom-type (mock)
Page 33 of 174
demonstration or an actual administration on site. The observation shall be documented on a

form developed by the agency that contains the following information: Certified staff name,
Certification number, date of observation, Nurse Monitor signature. The form shall be kept
on file at the program site.
Ensures timely submission and follow-up of Medication Occurrence Reports (MORs).
Communicates with State MAP Coordinators regarding findings relative to Technical

Assistance reviews performed at the site.
Assesses Certified staff medication administration competence in adherence to procedures

and protocols outlined in the current Approved MAP Curriculum and MAP Policy Manual.
Works collaboratively with program supervisory staff to identify and address, individually and
collectively, medication administration related remedial training needs for Certified staff.
Assures that current versions of the MAP Policy Manual and the MAP Curriculum are readily
available at all programs.
Reports deficient practice by Certified staff in accordance with MAP Policies 02-3 and 04-1.
Page 34 of 174
O5
CONSULTANTS
Page 35 of 174

POLICY MANUAL
Policy No. & Issue 05-1 Role of Consultants in MAP
Policy Source MAP Consultant Policy
Issued Date: 04/97
For the purposes of the Medication Administration Program (MAP), the consultant is a
professional; knowledgeable and skilled in medication administration systems, who provides
technical assistance and advice to Certified staff.
a. Regulations at 105 CMR 700.003(F)(1)(g) require that the professional consultant be a
registered nurse, registered pharmacist or licensed practitioner.1
MAP Consultants provide advice, assistance and recommendations, and answer questions
on medications and on issues regarding medication administration systems. This may
include, but is not limited to:
a. interpreting a Health Care Provider order for the staff;
b. providing information on a medications indications for use and side effects; and
c. recommending appropriate actions to follow a Medication Occurrence (error involving the
wrong medication, individual, dose, time, or route of administration).
The information that the consultant supplies to the Certified staff is broad-based, general
information that does not require, but does not preclude, direct observation, information on
the individuals medical history, or direct follow-up.
MAP Consultants function within their scope of practice (e.g., a registered nurse could clarify
for staff a Health Care Providers medication order but only a licensed practitioner could
order lab work).
a. If the consultant believes that he/she has insufficient information and/or knowledge to
make a recommendation concerning a particular occurrence, then the consultant should
recommend that the Certified staff contact the prescribing practitioner, dispensing
pharmacist, or another MAP consultant who is better able to provide information to the
staff.
MAP is a direct authorization model under which Certified staff function in accordance with
the orders of a licensed practitioner.
a. Consultants do not control, supervise, or monitor Certified staffs medication practices.
b. The Service Provider, not the consultant, is responsible for the direct care of the
individual, including medication administration by the Certified staff.
Regulations at 105CMR 700.001 define in part a practitioner as a physician, dentist, podiatrist, or other person (e.g., nurse
practitioner, psychiatric nurse clinician, physician assistant, nurse midwife) who is registered to prescribe controlled substances
in the course of professional practice.
Page 36 of 174
In addition to the requirement that Certified staff have 24-hour access to a consultant, MAP
policies require that consultants be contacted immediately for every Medication Occurrence.
This ensures a Certified staff will have:
a. access to the technical assistance they need to interpret the Health Care Providers
order;
b. information on appropriate actions following an occurrence; and
c. guidance regarding the Medication Occurrence Reporting process should they require it.
Consultants, while required to provide technical assistance in these matters, are not
expected to file Medication Occurrence Reports with DPH/DMH/DDS/DCF.
In the case of a Medication Occurrence (see Policy No. 09-1 on page 71), the DPH registrant
(the Service Provider), has the responsibility to:
a.
b.
c.
d.
determine whether or not an occurrence has happened;

determine what, if any, action(s) will be taken by direct care staff to care for the individual;
document on the MOR form that a consultant has been contacted; and
report to DPH/DMH/DDS/DCF within the established time frames.
Consultants should make independent arrangements with the program(s) they serve.
a. A letter of agreement between the program and the consultant(s) that describes the
consultants role and responsibilities is strongly recommended.
b. The Service Provider should have a list available for Certified staff of designated MAP
Consultants for the site.
A MAP Consultant must be available to direct care staff twenty four (24) hours a day,
seven (7) days per week.
It is recommended that the MAP Consultant(s) designated has/have knowledge of
MAP and the program site.
Page 37 of 174
06
MEDICATION
ADMINISTRATION
Page 38 of 174

POLICY MANUAL
Policy No. & Issue 06-1 Administration of Parenteral/Injectable medications &
Medications via G-tube/J-tube
Issued Date: 04/97
Administration of injectables to individuals who are not self-administering must be done by a

licensed professional, with the exception of #2 below.
MAP Certified staff must have completed a specialized training program approved by DPH
(see Policy No. 14-1 on page 125) before they may administer medications via G-Tubes/Jtubes and/or parenteral/injectable medications, including both insulin and epinephrine.
a. Specialized training programs have been approved for MAP Certified staff in the
administration of epinephrine via an auto-injector device, (see Policy No. 14-2 on page
126), and medications via G/J tube, (see Policy No. 14-4 on page 133).
b. At this time, there is no approved program to train Certified staff to administer
parenteral/injectable medications, (with the exception of epinephrine via an auto-injector
device).
c. At this time, there is no approved program to train Certified staff to administer insulin.
This does not, however, preclude Certified staff from monitoring those individuals who
self-administer their insulin as long as syringes are either filled by the individual or
pre-filled by licensed professionals or the manufacturer.
Page 39 of 174

POLICY MANUAL
Policy No. & Issue 06-2 PRN Medications
Issued Date: 04/97
Health Care Provider orders for all PRN medications must have specific target
signs/symptoms and instruction(s) for their use (e.g., Tylenol 325 mg by mouth every 4 hours
as needed for a fever above 101.)
a. Program sites should obtain guidance from the Health Care Provider regarding
instructions to be followed if PRN medications are administered (e.g., Not to exceed three
doses in twenty-four hours. Notify Health Care Provider if temperature is above 101
degrees Fahrenheit).
If PRN orders are unclear, the Health Care Provider must be contacted.
Certified staff may administer PRN medications only according to the practitioners order and
not according to any assessments or medical decisions/judgments independently made by
them or other direct care staff.
a. For instance, in the example listed in number one above, the order for Tylenol could not
be given for a headache.
Administration of PRN medications requires additional documentation on an individuals

progress note, on a medication comment sheet, or on the reverse side of the medication
administration sheet.
a. Documentation of a PRN medication should include:
the PRN medication administered;
who administered the medication;
the date and time it was given;
the reason for its use; and
information about the medications effectiveness.
Page 40 of 174

POLICY MANUAL
Policy No. & Issue 06-3 Pre-filled Syringes
Policy Source December 1994 MAP Advisory
Issued Date: 12/94
Pre-filling syringes is allowed when performed by Registered Pharmacists.
There are conditions that must be adhered to when receiving pre-filled syringes from the
pharmacy:
a. all syringes with an attached needle, including pre-filled syringes, must be stored in a
locked area. If the syringe contains a countable medication it must be kept on count and
double locked (see Policy No. 10-12 on page 102).
b. Pre-filled syringes must be labeled (at a minimum) with the individuals name, medication
name with strength, route of administration, and directions for use.
Such label must be affixed to the container for the syringe or the syringe itself, as
appropriate.
Page 41 of 174

POLICY MANUAL
Policy No. & Issue 06-4 Pre-pouring/Pre-packaging of Medications
Issued Date: 04/97
Regulations of the Department of Public Health at 105 CMR 700.003(F)(3) require all
programs to maintain adequate storage, security and handling of medications.
Certified staff are not permitted to pre-pour or pre-package medications, [except as directed
under the LOA policy (see Policy No. 11-1 on page 104)] or to administer medications
poured or pre-poured by another person including Certified Staff or Licensed Professionals.
a. Medication must never be prepared at any time except immediately prior to the
administration of that medication.
When a medication is pre-poured by staff, the identity and integrity of that
medication can no longer be guaranteed.
b. Included among these prohibited activities (pre-pouring or pre-packaging medication) is
the setting up of medication pill-organizers and the pre-pouring of medications for
training purposes.
This does not preclude staff from monitoring individuals who set up their own pillorganizers in accordance with Policy No. 07-3 on page 50.
Page 42 of 174

POLICY MANUAL
Policy No. & Issue 06-5 Medication Administration Times
Policy Source 1997 DMH Memorandum
Programs must have a Medication Policy and Procedure describing the administration times
for once a day (i.e., every day or daily) medications. Health Care Provider Orders should
specify the time of day daily medications should be given.
a. For daily medications, programs should seek clarification from the Health Care Provider
to indicate what time of day (i.e., morning, evening, etc.) the daily medication should be
given (e.g., Colace 100 mg by mouth every day in the morning).
Health Care Providers Orders are not required to have exact administration times; however,
he/she may choose to specify this information.
a. Orders stating the frequency as two times a day, three times a day, etc. are acceptable.
Page 43 of 174

POLICY MANUAL
Policy No. & Issue 06-6 Over-the-Counter Medications and Preparations
Policy Source March 1996 Training Manual
All Over-the Counter medications (OTCs) and preparations require a Health Care Providers
order.
a. Over-the-Counter (OTC) medications and preparations have fewer regulatory controls
than prescription medications, but they may have significant medical impact especially
when an individual is taking prescription medications along with OTC medications.
All Over-the-Counter medications (OTCs) and preparations require labeling to be managed

in one of the two following ways:
a. OTC Method A: A label is applied by the pharmacy as prescription medications are
labeled; or
b. OTC Method B: A licensed professional must verify the contents of the OTC medication
or preparation (if not labeled by the pharmacy). Verification is accomplished by:
ensuring that the OTC medication or preparation is in the original manufacturers
container with the original manufacturers label affixed;
ensuring that the contents of the container reflects the Health Care Providers order;
comparing the manufacturers label to the Health Care Provider order and verifying
the contents by initialing the container;
placing the name of individual(s) on the container (If more than one individual has an
order for the same OTC medication of the same strength, the name of each individual
may be placed on the same container after verification);
placing the date of verification on the container, and;
noting the verification on the Health Care Providers order.
1. Using OTC Method B requires verification of the contents by the licensed
professional be performed every time a new container and/or updated HCP order
of the medication or preparation is obtained.
Programs that utilize OTC Method B must:

a. have a policy developed by the Service Provider regarding the administration of OTCs
without pharmacy or Health Care Provider labels; and
MAP Policies and Trainings do not instruct staff to administer medications and
preparations without pharmacy or HCP labels.
b. ensure that all Certified staff are trained to administer medications and preparations from
a container without a pharmacy label.
(a) Training, provided by the Service Provider, must be documented.
Documentation must include the date of the training, name(s) of staff trained,
and the name, address, and telephone number of the trainer(s).
Page 44 of 174
The following applies to all OTC medications and preparations (regardless of whether OTC
Method A or OTC Method B is used):
a. Certified staff must document the administration of OTC medications and preparations in
the same manner that prescription medications are documented;
b. OTC medications when in its original manufacturers package is in an amount that is
usual and customary (i.e., an average size container);
c. OTC medications and preparations must be stored in the same manner as the
prescription medications; and
d. an OTC medication and preparation that is not administered according to the Health Care
Providers order is a Medication Occurrence and must be reported to
DMH/DCF/DDS/DPH per the requirements of the Medication Occurrence Reporting
System.
Page 45 of 174
07
SELF-ADMINISTRATION
Page 46 of 174

POLICY MANUAL
Policy No. & Issue 07-1 Definition & Criteria for Self-Administration of Medications
Supervisors Training Manual
Issued Date: 12/94
5/15/98
DPH, DMH, DCF, and DDS each support the concept of individual self-administration of
medications whenever feasible. Nothing in the MAP regulations should be viewed as an
impediment to an individuals transition to self-administration. If an existing policy inhibits the
goal of self-administration, it should be brought to the attention of the DPH for review.
While different programs may, for the purposes of case management, use various terms to
denote stages of an individuals transition to self-administration, for the purposes of
compliance with MAP regulations an individual is self-administering, by definition, only when
the medication is under the complete control of the individual with no more than minimal
assistance from program staff.
a. For individuals who are not self-administering or in transition and do not meet the above
criteria, MAP Certified or licensed staff will be responsible for documenting medication
usage and ensuring its security.
Verbal reminders to individuals who are self-administering are permissible by regulation. For
individuals who are self-administering, staff may:
a. verbally remind them to take their medication
Reminding and prompting an individual to take their medication does not, in and of
itself, require licensed or Certified staff. However, some staff training is recommended.
b. do a periodic inventory of their medications.
Criteria for Self-Administration.

a. In order to be considered self-administering an individual must demonstrate an ability to
take medications independently. This is evidenced by:
an ability to store his/her medication so that it is inaccessible to others;
an understanding of the type of medication, its purpose and for what symptoms or
condition it is being prescribed;
knowledge of the frequency of doses (verbal reminders may be used); and
a familiarity with the most common side effects of the medication, if any.
Individuals who self-administer:

a. do not store their medications with those of individuals who are not self-administering,
unless it is required to protect the safety of the other individuals;
b. do not need to document their medication self-administration; and
c. do not have Medication Occurrence Reports (MORs) filed on their behalf.
Page 47 of 174

POLICY MANUAL
Policy No. & Issue 07-2 Learning to Self-Administer
Issued Date: 04/97
DMH/DDS regulations at (104 CMR 28.00, 115 CMR 6.00) regarding community residential
programs require a clinical team to develop a teaching plan for individuals who are learning
to self-administer in the IAP and/or ISP that includes goals to be achieved within a specified
time frame and a plan of action for obtaining medications consistent with MAP regulations.
a. For individuals in programs funded, operated, or licensed by DMH:
1. If DMH regulations have determined that an IAP medication need area is not
required for a specific individual, programs must still ensure that the individual
receives a medication management assessment and training to obtain or enhance
self-administration skills.
For the purposes of DPH regulations for MAP, individuals who are learning to self-administer
are considered to be not self-administering and DPH regulations at 105 CMR 700.000 apply.
a. The LOA policy (see Policy No. 11-1 on page 104) may not be used to cover the prepouring of medications for the purpose of training individuals in self-administration or for
any other reason other than the actual unscheduled LOA.
At any point, an individual for whom there is concern that he/she may be unable to safely
self-administer should go back to an earlier time in the training process.
Following an event whereby an individual has demonstrated an inability to reliably engage in

self-administration or the self-administration transition training process, a reevaluation by the
prescribing Health Care Provider is required.
a. The reevaluation should determine if the individual continues to meet the criteria for selfadministration or the self-administration transition process. If the individual meets the
criteria for the self-administration transition process, the prescribing Health Care Provider
should also indicate what stage of the learning to self-administer progression is
supported.
To assist in the process, it may be beneficial to have a skilled clinician (e.g.,
Registered Nurse) perform a Self-Administration Assessment with the individual and
review the findings with the HCP.
b. Pending the reevaluation by the prescribing Health Care Provider; MAP Certified or
licensed staff will be required to administer medication.
It is recommended that individuals transferring to a different setting be reevaluated by the

prescribing Health Care Provider to determine the needed supports, oversight required, and
the training development plan for the individual to follow prior to, during, and following the
transition process.
Page 48 of 174
a. To assist in the process, a Self-Administration Assessment performed by a skilled

clinician (e.g., Registered Nurse) with the individual may be completed and the findings
reviewed with the Health Care Provider.
Page 49 of 174

POLICY MANUAL
Policy No. & Issue 07-3 Appropriate Use of Pill-Organizers
Repackaging of medication by the individual is permissible if the individual is learning to selfadminister according to a documented Individualized Action Plan (IAP) or Individual Service
Plan (ISP) developed by the clinical treatment team.
a. If the individual is repackaging medications, the IAP/ISP must include specific steps and
a time frame within which an individual will meet his/her goals.
b. Based upon an individuals skill assessment, documentation from the prescribing Health
Care Provider(s) indicating approval for self-administration of medications for the period
identified in the IAP/ISP training plan may be required. This documentation must include
the number of days an individual may hold his/her medications.
The number of days an individual is allowed to package medication must be the same
as the number of days the individual is allowed to hold and administer the
medications.
c. The pill-organizer must be clearly labeled to include:
individuals name;
prescribers name;
medication name;
dosage;
administration instructions; and
cautionary statements, if any.
d. Individuals must be provided with written medication information sheets.
e. Programs should document the individuals packaging and transfer of medications on an
observation sheet (i.e., Medication Administration Record) and/or progress note.
Documentation should indicate that medication was repackaged by the individual,
date medication was packaged/transferred by the individual, initials of the Certified
staff supervising individual repackaging, and name, dosage, and quantity of
medication packaged/transferred.
f. Programs may have staff sign initials on observation sheet indicating pill-organizer was
returned by individual; empty to indicate individual took their medication.
Repackaging of PRN medication by the individual is permissible if the individual is learning to

self-administer according to a documented Individualized Action Plan (IAP) or Individual
Service Plan (ISP) developed by the clinical treatment team provided:
a. the individual demonstrates an understanding of the type of medication, including its
purpose, the recommended hours between doses, the maximum number of doses daily
and for what signs/symptoms it is being prescribed;
Individuals must be provided with written medication information sheets.
b. there is a valid Health Care Provider order for the as needed medication specifying the
target signs and/or symptoms the medication is ordered for;
Page 50 of 174
c. the as needed medication is packaged separately in the pill-organizer from scheduled

medications;
The number of packaged doses of any PRN medication should be based upon an
individuals skill assessment and documentation from the prescribing Health Care
Provider describing the amount of as needed medication the individual may hold.
1. The individual packaging may hold no more than a maximum of seven doses of
any PRN medication.
d. programs document the packaging and transfer of medications to the individual on an
observation sheet (i.e., Medication Administration Record) and/or progress note; and
Documentation should indicate that PRN medication was packaged by the individual;
date medication was packaged/transferred by the individual, initials of the
Certified/licensed staff supervising individual repackaging, and name, dosage, and
quantity of medication packaged/transferred.
e. There is a mechanism in place (e.g., individual notifies program that they have taken a
PRN medication and its effect) for documentation of the effectiveness of the medication
and total number of as needed doses taken by the individual.
Information documented should be communicated to the individuals Health Care
Provider.
Page 51 of 174

POLICY MANUAL
Policy No. & Issue 07-4 Skill Assessment
Policy Source Supervisors Training Manual
In preparation for the IAP/ISP a health skills assessment will be completed for all individuals.
If the health skills assessment indicates that the individual could benefit from learning to selfadminister, a team to include familiar staff, a nurse consultant (if available), and the
individual will participate in specifically assessing the individuals ability to self-administer.
a. A Self-Administration Assessment form should be completed. This assessment is the
basis for developing a medication skills teaching plan (see Policy No. 07-5 on page 56)
See sample form on the following page.
1. Providers may use the sample form or choose from a number of SelfAdministration Assessment forms available throughout the state.
Page 52 of 174
Observation Tool For Self-Administration

Individuals Name:
Date of
Observation:
Place Number of Response on line provided.

A
Cognitive Skills
Unable to follow directions.
1
2
3
Follows simple directions with 1 step prompting and encouragement.

Follows complex directions with 2 step prompting and encouragement.
Independent with complex directions.
Fine Motor Coordination

0
1
2
3
Feeding
0
1
2
3
1
2
3
Totally blind with no compensation from other senses.

Legally blind with residual sight or augments vision with other senses.
Slight impairment (effects on abilities is minimal).
Normal vision with/without glasses.
Communication
0
1
2
3
G
Chronically unstable or displays pica behavior (i.e., craving to ingest any

material not fit for food).
Episodes of unstable behavior.
Stable with support staff.
Reacts typically to daily life events.
Vision
0
1
2
3
F
Unable to feed self.

Requires assistance at each meal.
Requires verbal prompting and encouragement.
Fully independent.
Behaviors
No functional use of hand.

Functional use of hands but has interfering factors (e.g., tremors)
Has use of hand but no pincer grasp (i.e., hold an object between thumb and
forefinger).
Able to pick up and/or manipulate small objects.
Unable to communicate basic wants and needs.

Effective communication is limited by constraints (emotional, physical, or
intellectual).
Communicates but requires clarification.
Communicates clearly.
Colors
0
1
2
3
Unable to recognize differences in color.

Able to match colors with samples.
Inconsistently identifies colors.
Consistently identifies and states colors.
Page Two
Individuals Name:
Date of
Observation:

H
Shapes
0
1
2
3
Numbers
0
1
2
3
Requires special techniques/total assistance to take medications.

Refuses medications frequently.
Takes medication with encouragement.
Always takes medication well.
Medication Recognition
0
1
2
3
Cannot identify any letters.

Identifies isolated letters.
Recognizes written name.
Writes name.
Medication
0
1
2
3
M
Has no apparent concept of time.

Inconsistent awareness of time.
Ability to tell time by major daily events.
Ability to tell time by clock or watch.
Letters/Name
0
1
2
3
L
Has no concept of the meaning of numbers.

Inconsistent awareness of number concepts.
Understands number concepts and identifies numerals.
Understands number concepts and identifies and writes numerals.
Time
0
1
2
3
K
Unable to recognize differences in shapes.

Able to match shapes with samples.
Inconsistently identifies shapes.
Consistently identifies shapes.
Unable to name or identify current medications.

Able to say names of current medications, but not able to identify specific pill
bottle or medication card.
Able to identify medication by name, pill bottle, and dosage with minimal
prompting.
Able to identify medications by name, pill bottle, dosage, and reason for taking
without prompting.
Side effects
0
1
2
3
Unable to identify/understand possible side effects of current medications.

Can identify one side effect, but not how to respond to side effect.
Identifies one or more side effects to specific medications and how to respond to
side effects after training.
Identifies side effects to specific medications and how to respond to side effects
after training.

Page Three
Individuals Name:
Date of
Observation:

O
Ability to reorder
0
1
2
3
Unable to identify when it is time to reorder.

Does not reorder medications or seek assistance to reorder until after medication
supply is depleted.
Seeks assistance to reorder medication before medication supply is depleted.
Can reorder by phone with staff assistance.
Calls and reorders medications independently before medication supply is
depleted.
Total score
Add up the number responses (Lines A-O) for the total Score.
Average
Score
Divide result of Total Score by 15 for the Average Score.
If Average Score is:
Less than 1.7

Greater than
1.7
Individual is not appropriate to learn to self-administer at this time.
Individual is appropriate to learn to self-administer to the full extent of

his/her ability.
Based on this Observation Evaluation Tool, I have determined that the Individual named below appears to be appropriate to
learn to self-administer medications.
Staff Persons Printed
Name
Individuals Printed
Name
Staff Persons
Signature
Date
Based on this Observation Evaluation Tool, I have determined that the individual named below does not
appear to be appropriate to learn to self-administer medications at this time because:
Name
Individuals Printed
Name
Staff Persons
Signature
Date
As the above named individuals Health Care Provider, I concur that this individual demonstrated the ability to self-administer.
Health Care Provider
Printed Name
HCPs Phone Number
HCPs Signature
Date

POLICY MANUAL
Policy No. & Issue 07-5 Development of a Teaching Plan
The Assessment of Self-Administration Skills is the basis for developing a medication skills
teaching plan.
a. It is recommended that the Health Care Provider also be included in the decision to begin
teaching self-administration skills.
This may require the Health Care Provider be given an explanation of the methods
used to teach and what kind of supervision and monitoring will be used to ensure that
the individual receives the correct medication as prescribed.
1. The individual's Health Care Provider will prescribe the correct medication and
monitor its effectiveness.
The training plan will be individualized and will be documented in the IAP or ISP.
a. For individuals: in programs funded, operated, or licensed by DMH:
Documentation must include specific steps and a time frame within which the individual will
meet his/her goals.
a. In accordance with the IAP/ISP systems, there will be quarterly reviews.
Staff may not pre-pour medication for individuals who are learning to self-administer.
a. Individuals may, under the supervision of Certified or Licensed staff, pour their own
medication into appropriately marked pill-organizers (see Policy No. 07-3 on page 50).
If use of a pill-organizer is to be part of the individuals self-administration plan it
should be one of the first steps that he/she learns.
Page 56 of 174

POLICY MANUAL
Policy No. & Issue 07-6 Documentation
Pending individuals meeting the criteria for self-administering status, staff should witness the
individual preparing and taking medication.
a. If a pill-organizer is used in the process of learning to self-administer, staff should
document the packaging by the individual of his/her medications on an observation sheet
and/or progress note.
Documentation should indicate that medication was packaged by the individual, date
medication was packaged, initials of the Certified staff supervising the individual
repackaging and name, dosage and quantity of medication packaged.
1. A Medication and Treatment sheet may be used for this purpose if it clearly states
that staff is observing the individual in the preparation and self-administration of
his/her medication.
(a) Certified staff may not sign off on the Medication and Treatment sheet that a
medication has been administered unless staff actually administers an
individuals medication.
(b) Certified staff may, however, sign that he/she has observed an individual take
the appropriate medications.
b. If programs wish to monitor and document the inventory of a pill-organizer, if used by
the individual in the process of learning to self-administer, Certified/licensed staff may do
so by placing his/her initials in the appropriate space on an observation sheet or by
making a notation in a medication progress note or in the clinical progress note.
c. Some individuals may find a daily calendar or check-off sheet helpful in keeping track of
their own medications. This can also serve as documentation during the training process.
The progress of the training program will be documented on a data collection sheet and in
quarterly review notes.
The Service Coordinator/Case Manager and Program Director, in consultation with the
individuals Health Care Provider, will decide when an individual is reliably self-administering
as described in the IAP/ISP.
a. A 6-month training period with close supervision is recommended with weekly pill counts
for another 3 months.
After this time, the individual's self-administrating status should be reviewed at least in
3 month intervals.
b. An individuals completion will be recorded on the Self-Administration Assessment form
(see Policy No. 07-4 on page 52 for a sample assessment form: Observation Tool for
Self-Administration).
It is recommended that a written plan be completed for all individuals who are selfadministrating, detailing needed supports, oversight required, and the plan to follow if the
individual, for some reason, becomes unable to safely self-administer.
Page 57 of 174
a. Following an event whereby an individual has demonstrated an inability to reliably

engage in self-administration or the self-administration transition training process, a
reevaluation by the prescribing Health Care Provider is required.
The reevaluation should determine if the individual continues to meet the criteria for
self-administration or the self-administration transition process. If the individual meets
the criteria for the self-administration transition process, the prescribing Health Care
Provider should also indicate what stage of the learning to self-administer progression
is supported.
(a) To assist in the process, it may be beneficial to have a skilled clinician (e.g.,
Registered Nurse) perform a Self-Administration Assessment with the
individual and review the findings with the HCP.
Pending the reevaluation by the prescribing Health Care Provider, MAP Certified or
licensed staff will be required to administer medication.
Documentation of Self-Administration Teaching would include the following:

a. Assessment of self-administration skills.
b. IAP/ISP goals or teaching plan and data sheets.
For individuals in programs funded, operated, or licensed by DMH:
c. Appropriate documentation, by Certified or licensed staff, in a medication and/or clinical
progress note, on an observation sheet, or a Medication and Treatment sheet that clearly
identifies the specific role of the staff in the process of teaching the individual to selfadminister.
Documentation by the individual on a calendar, is acceptable(the medication
names, dosage, and times should be written accurately by a staff member if individual
needs support in this area).
d. Documentation of the supports needed for the individual to continue to be selfadministering including:
the plan for monitoring accuracy of self-administration; and
a plan to follow if the individual becomes unable to safely self-administer.
Page 58 of 174
SAMPLE
Self-administration Teaching Plan
Individuals
Name:
Date:
Goal:
Self-administration: (Specify what this will mean for this individual.)
Medication Administration skills to be addressed:

(Take from Observation Tool.)
Learning Objective(s):
Teaching Plan/Documentation:
SAMPLE
Self-administration Support Plan
Name:
Date:
Assessment of Self-administration Skills Completed

Individual must demonstrate competence in all areas in order to be considered self-administrating.
Supports Needed:
Takes pills from pill bottles
Medication pill-organizer
Medication Chart (Individual places check mark on chart or calendar when medication is taken.)
Prompts needed
In person when:
Aids, Timer, Watch, etc:

Other:
How is Self-administration of Medication Monitored?

Observe each time medication is taken
Check medication pill-organizer
Periodic pill count
Review of individuals medication chart or calendar
Other:
What system will be used if the individual is unable to accurately self-administer for a period of time?
Staff will administer medication from labeled bottles or blister pack cards
Medication pill-organizer will be checked (Note how often)
Other:
Describe plan to help individual regain independence in self-administration:
Individuals Signature
Date
Case Managers Signature
Date
Program Directors Signature
Date
08
ANCILLARY PRACTICES
Page 61 of 174

POLICY MANUAL
Policy No. & Issue 08-1 Vital Signs
To administer medications that require the monitoring of vital signs for administration,
Certified staff must be proficient in this skill (see Policy No. 03-3 on page 29).
a. A Health Care Provider, Registered Nurse (RN), Licensed Practical Nurse (LPN),
Pharmacist, Paramedic, or Emergency Medical Technician (EMT) must conduct the vital
signs trainings.
If vital sign monitoring is required in relation to the administration of medication for a
health condition, staff must be Certified and must be proficient in this skill.
Service Providers must develop a policy addressing vital signs, as vital signs may be
required for the administration of a medication. The policy must:
a. assure that written instructions, if needed, are obtained from the Health Care Provider
regarding the need for monitoring of vital signs;
Routine consultation by Service Providers with an individuals Health Care Provider
regarding medication administration and the possibility for the need to monitor vital
signs provides for continuous quality of care that ensures safe and effective
medication administration.
In the event that vital signs are required, Service Providers are required to have a
policy/procedure that outlines who will be responsible for obtaining vital signs.
1. If Certified staff will have the responsibility for obtaining vital signs, he/she must be
proficient in this skill.
(a) Regulations of the Department of Public Health at 105 CMR 700.003(F)(1)(b)
state The program shall establish, maintain, and operate in accordance with
policies which ensure that medication is administered only by properly trained
and Certified personnel.
2. The policy outlined for the training of Certified staff should:
(a) state whether the training offered by the Service Provider will be individual
specific, program specific, or general in nature;
(b) list the equipment to be used by staff to monitor vital signs, (e.g., blood
pressure cuff, thermometer, stethoscope); and
(c) specify the appropriate documentation of staff training. Documentation must
include the date of the training, name(s) of staff trained, and the name,
address, and telephone number of the trainer(s).
b. have a system/process developed to ensure that written instructions are obtained, when
needed;
The method(s) developed by the Service Provider must clearly state whether vital
signs are or are not required for medication administration.
Page 62 of 174
This may be achieved by adding a statement to the Health Care Provider consult
form. (e.g., Please document if you wish to have vital signs taken before the
administration of any of these medications.)
The method(s) developed must require that specific, written parameters be obtained
from the Health Care Provider if vital signs are required for medication administration.
1. This may be achieved by adding a question to the Health Care Provider consult
form. (e.g., If vital signs are required, what parameters do you wish?)
c. require proper documentation of vital signs on the Medication and Treatment sheet, (e.g.,
include documenting vital signs in a separate block on the Medication and Treatment
sheet above or below the documentation for the administration of the medication that
requires vital sign monitoring);
d. include instructions for follow-up with the Health Care Provider when vital signs are
outside of the established parameters, the failure to obtain vital signs, etc.; and
e. require documentation of the notification of the Health Care Provider and any follow-up
instructions/orders received.
1.
Page 63 of 174

POLICY MANUAL
Policy No. & Issue 08-2 Allergies
All allergies must be listed on the following:

a.
b.
c.
d.
e.
Health Care Provider order form;

Medication and Treatment sheet (all pages, every month);
Health Care Provider consult form;
Emergency Information sheet; and
all other appropriate forms.
Unless the form(s) cataloged above is/are being photocopied, it is recommended that the
allergy list be formatted to assist in readily identifying the allergies, (e.g., documented using
the font color red, highlighting the list, etc).
Page 64 of 174

POLICY MANUAL
Policy No. & Issue 08-3 Blood Glucose Monitoring
Policy Source 1998 DMH Letter
If blood glucose monitoring is required in relation to the administration of medication for a

health condition, staff must be Certified and must be proficient in this skill.
DMH/DDS/DCF community residential programs that conduct blood glucose monitoring*

must adhere to the following:
a. assure that written instructions are obtained from the Health Care Provider regarding the
need for monitoring of blood glucose;
In the event that blood glucose monitoring is required, Service Providers are required
to have a policy/procedure that outlines who will be responsible for attaining blood
glucose monitoring.
1. If Certified staff will have the responsibility for blood glucose monitoring, he/she
must be proficient in this skill.
(a) Certified staff, who are trained in the monitoring of blood glucose, may perform
fingerstick blood glucose monitoring (e.g., Accu-Chek, One Touch Ultra, etc.),
to individuals who are disease stable and in accordance with a Health Care
Providers order.
2. The policy outlined for the training of Certified staff should:
(a) indicate that the training include individual(s) specific monitoring (e.g., glucose
check protocols, instructions for the use of the individuals glucometer, etc.);
(b) list the equipment to be used by staff for glucose monitoring;
(c) follow the glucometer manufacturers requirements for the performing of the
test; and
(d) specify the appropriate documentation of staff training. Documentation must
include the date of the training, name(s) of staff trained, and the name,
address, and telephone number of the trainer(s).
b. include instructions for follow-up with the Health Care Provider when blood glucose levels
are outside of the established parameters;
when parameters are indicated they must be specific, written parameters that are
obtained from the Health Care Provider. This may be achieved by adding a question
to the Health Care Provider consult form, (e.g., What upper and lower blood glucose
level parameters do you wish?);
c. require documentation of the blood glucose result; and
d. require documentation of the notification of the Health Care Provider and any follow-up
* NOTE: Congress passed the Clinical Laboratory Improvement Amendments (CLIA) in 1988
establishing quality standards for all laboratory testing to ensure the accuracy, reliability and
timeliness of individuals test results regardless of where the test was performed. Service
Providers are advised to contact the state CLIA program for assistance in obtaining a CLIA
Page 65 of 174
Certificate of Waiver, if required. The Clinical Laboratory Program contact information is

available through the Massachusetts portal (see Policy No. 17-1 on page 170 for website
access information).
If Certified staff will be performing the assignment of blood glucose monitoring, he/she must
receive instruction for blood glucose monitoring, from a licensed nurse, pharmacist, or Health
Care Provider; in the equipment and procedure involved.
a. Staff training must include, at a minimum:
overview of blood glucose monitoring;
rationale for blood glucose monitoring (including individual specific);
signs and symptoms of high and low blood sugar;
demonstration of the correct technique for blood glucose monitoring;
safe glucose monitoring procedures;
importance of gloves, clean technique and proper hand washing;
following individual health care protocols, if applicable;
an emergency procedure guideline to follow, including but not limited to calling 911
and notification of the individuals Health Care Provider;
overview of equipment (individual specific glucose monitoring/meter device, fingerpricking device, tests strips, etc.);
obtaining and care of the equipment;
an understanding of the manufacturers requirements for the performing of the test;
proper disposal of used fingerstick devices (lancets); and
overview of storage requirements.
b. Any changes, in the Health Care Providers order for glucose monitoring, requires a
review.
c. A copy of the manufacturers requirements for the glucometer being used for the
individuals glucose monitoring must be available for staff reference.
d. Training and competency must be appropriately documented and maintained at the
Service Providers main office and on site.
Documentation must include the date of the training, name(s) of staff trained, and the
name, address, and telephone number of the trainer(s).
1. A Service Provider may use a nurse under their employ for this training.
(a) If the Service Provider does not employ a nurse, they may use a nurse from a
Visiting Nurse Association, Home Health Agency, or staff at the Health Care
Providers office.
Page 66 of 174

POLICY MANUAL
Policy No. & Issue 08-4 Oxygen Therapy
Oxygen is a medication and all MAP regulations and policies apply when oxygen is
administered. This applies to all methods of delivery including oxygen cylinders and oxygen
concentrators.
Oxygen therapy may be administered in the individuals home setting.

a. Oxygen therapy is the administration of oxygen at concentrations greater than that of
room air and is used to treat or prevent hypoxemia (not enough oxygen in the blood).
DMH/DDS/DCF community residential programs that implement oxygen administration must

adhere to the following:
a. assure that there is a Health Care Provider order regarding the need for administration of
oxygen including any specific, written parameters and instructions for follow-up when
oxygen needs are outside of the established parameters;
In the event that oxygen administration is required, Service Providers are required to
have a policy/procedure that outlines who will be responsible for providing oxygen
administration.
1. If Certified staff will have the responsibility for Oxygen administration, according to
the Service Providers policy, he/she must be proficient in this skill and be trained
in Vital Signs.
(a) Certified staff, who are trained in oxygen administration, may administer
supplemental oxygen to individuals in accordance with a Health Care
Providers order.
b. specify the appropriate documentation of staff training. Documentation must include the
date of the training, name(s) of staff trained, and the name, address and telephone
number of the trainer(s);
c. require proper documentation of the oxygen administration and;
d. require documentation of the notification of the Health Care Provider and any follow-up
If Certified staff will be administering oxygen, he/she must complete Vital Signs Training with
demonstrated competence on a regular basis and received instruction in supplemental
oxygen administration including the equipment and procedure involved.
a. staff training in supplemental oxygen administration must include, at a minimum:
overview of oxygen;
rationale of supplemental oxygen administration (including individual specific);
demonstration of the correct technique for proper oxygen administration;
signs and symptoms of inadequate oxygenation;
following individual health protocols, if applicable;
oxygen safety;
Page 67 of 174
safe oxygen handling procedures;

adverse effects of oxygen therapy;
importance of clean technique and proper hand washing;
oxygen delivery system overview including: oxygen delivery source (e.g., oxygen
concentrator); oxygen delivery equipment (e.g., pressure regulator, gauge, flow
meter); and delivery device (e.g., nasal cannula);
use of a Pulse Oximeter (if oxygen saturation monitoring is ordered by the Health
Care Provider).
an emergency procedure guideline to follow, including but not limited to calling 911
and notification of the individuals Health Care Provider;
obtaining and care of the equipment, and;
overview of storage requirements.
b. Any change, in the Health Care Providers order for supplemental oxygen administration,
requires a review.
c. Training and competency must be appropriately documented and maintained at the
Service Providers main office and on site.
Documentation must include the date of the training, name(s) of staff trained, and the
name, address, and telephone number of the trainer(s).
1. A Service Provider may use a nurse under their employ for this training.
(a) If the Service Provider does not employ a nurse, they may use a nurse from a
Visiting Nurse Association, Home Health Agency, or staff at the Health Care
Providers office.
2. The Health Care Provider or a Respiratory Therapist may provide this training to
staff.
(a) The company supplying the equipment can also provide training to staff.
Page 68 of 174
Oxygen Therapy Training Guidelines

1.
2.
Training Components of Equipment and Procedure

Knows where to locate the agency policy/procedure that outlines who will be
responsible for providing oxygen administration.
Knows that only licensed personnel (nurses) and MAP Certified Staff may
administer oxygen.
Comments
3.
Knows he/she must complete Vital Signs training and retraining on a regular basis.
4.
Knows that oxygen is a medication.

Knows to follow all procedures for preparation of medications for administration
according to MAP regulations and policies.
Knows that oxygen therapy is the administration of oxygen at concentrations
greater than that of room air.
7.
Knows oxygen therapy is used to treat or prevent hypoxemia.
8.
Knows hypoxemia is not enough oxygen in the blood.
9.
Knows the signs and symptoms of inadequate oxygenation.

Knows what s/he would do if there are signs and symptoms of inadequate
oxygenation observed.
Knows where to locate and how to follow health protocols, if applicable of any
individual receiving oxygen therapy.
12.
Knows the importance of clean technique and proper hand washing.
13.
Knows the individual specific purpose of supplemental oxygen administration.

Knows there must be a Health Care Provider order regarding the need for
administration of oxygen including specific, written parameters and instructions for
follow-up when oxygen needs are outside of the established parameters.
15.
Knows there are various types of oxygen delivery methods.
16.
Knows the individual specific oxygen delivery method.
17.
Knows there are various types of oxygen equipment.
18.
Knows the individual specific oxygen equipment in use.
19.
Knows safe oxygen handling procedures.
20.
Knows how to operate oxygen equipment.
21.
Knows oxygen administration must be documented on a medication sheet.
22.
Knows adverse effects of oxygen therapy.
23.
Knows when a call to the Health Care Provider is necessary.
24.
25.
Knows when a 911 call is necessary.

Knows after Emergency Response personnel arrive and individual is cared for;
notifies HCP, and follows all emergency procedures per the providers policy.
26.
Knows proper maintenance of oxygen equipment.
27.
Knows oxygen reordering system.
28.
Knows oxygen storage requirements.
5.
6.
10.
11.
14.
Based on this guideline used for training, I, as Trainer, have determined that the Certified Staff Person named below is
competent to administer oxygen to the Individual named below.
Name
Trainers Printed Name
Staff Persons
Signature
Trainers Signature
Date
Trainers Phone
Number
Individuals Printed
Name
Date
Maintain a copy of this document in training records at the program site.
09
MEDICATION
OCCURRENCES
Page 70 of 174

POLICY MANUAL
Policy No. & Issue 09-1 Definition of Medication Occurrence
Policy Source October 1996 MAP Advisory
Issued Date: 10/96
For the purpose of reporting, a Medication Occurrence is defined as an a breach of one of

the five Rs, namely Right individual, Right medication, Right time, Right dose, and Right
route.
a. There are five types of reportable occurrences: wrong individual, wrong medication
(which includes administering a medication without an order), wrong time (which includes
a forgotten dose), wrong dose and wrong route. (Refer to the Training Curriculum, for
additional information).
The five wrongs are listed on the Medication Occurrence Reporting form.
The DDS Home and Community Information System (HCSIS) incident report allows
for six reportable selections of which Omission is listed as well as those wrongs
described above.
The definition of right time is further clarified to include medications administered within the
appropriate time frame.
a. This permits a consultant designated by the program to help determine if an occurrence
has taken place by using the health care providers order as his/her guide and to
recommend an intervention if needed.
The determination of whether an occurrence has taken place is the responsibility of the
program in conjunction with the consultant, and is based upon the health care provider order,
not solely upon the program or sites medication schedule.
a. For example, a medication ordered two times a day (BID) is not necessarily a reportable
occurrence if it is given at 8 AM and 8 PM rather than at the times of 8 AM and 5 PM
scheduled by site staff.
Events that are not within the staffs control (such as medications missed due to an
individuals refusal/absence); that lead to a Medication Occurrence does not require
reporting via a MOR.
a. Service Providers should have internal reporting procedures (e.g., incident reports, data
tracking forms, etc.) for refusals and similar events in order to maintain appropriate care
and quality assurance standards.
This is in addition to informing the Health Care Provider of a medication refusal,
and/or following the Health Care Provider guidelines for refusal events.
b. Actions of a Health Care Provider or the actions of a Pharmacist that lead to a Medication
Occurrence do require reporting; (see Policy No.10-9 on page 96 and Policy No.17-1 on
page 170).
Page 71 of 174

POLICY MANUAL
Policy No. & Issue 09-2 Use of MAP Consultant
October 1996 MAP Advisory
Issued Date: 10/96
04/97
A MAP Consultant must be contacted immediately for every Medication Occurrence.
Regulations at 105 CMR 700.003(F)(1)(f) define the professional consultant, hereinafter

MAP Consultant, as a registered nurse, registered pharmacist or licensed practitioner.
Licensed practitioner is defined in the regulations as a physician, dentist, podiatrist, or other
person who is registered to prescribe controlled substances in the course of professional
practice (e.g., advance practice nurses, physician assistants).
A MAP Consultant must be available to Certified staff twenty four (24) hours a day, seven (7)
days per week.
a. The Service Provider must provide a list of designated MAP Consultants for the site and
make it available for Certified staff.
It is recommended that the MAP Consultant(s) designated have a knowledge of MAP
and the program site and that there be a formal written agreement for the service.
MAP Consultants shall:

a. provide staff with the technical assistance they require to interpret the health care
provider order;
b. recommend appropriate action(s) to follow a Medication Occurrence, including medical
intervention if necessary; and
c. provide the staff with guidance regarding the reporting process should they require it.
The DPH registrant (the Service Provider) has the responsibility to determine whether or not
there has been an occurrence; to determine what, if any, action(s) will be taken by staff to
care for the individual; and to report to DPH/DMH/DCF/DDS within the established time
frames.
Page 72 of 174

POLICY MANUAL
Policy No. & Issue 09-3 Requirements for Reporting Medication Occurrences
Issued Date: 10/96
A Medication Occurrence Report (MOR) must be submitted for any reportable Medication
Occurrence.
Those Occurrences that are followed by a medical intervention, illness, injury or death are
reportable directly to DPH via the MOR Hotline Event process (see Policy No. 17-1 on page
170 for contact information) within twenty four (24) hours of the discovery of the Occurrence.
a. When the Medication Occurrence is followed by medical intervention, illness, injury or
death (a Hotline Event), the completion of the DPH Medication Occurrence Report Form
must be done (see Policy No. 09-7 on page 79).
If a Medication Occurrence is determined to be a Hotline Event for an individual
supported by the Department of Developmental Services, the Department of Mental
Health, or the Department of Children and Families the completed DPH Medication
Occurrence Report Form must be faxed to the Department of Public Health. A copy
should also be forwarded to the appropriate MAP Coordinator.
1. This is in addition to the DDS Home and Community Information System (HCSIS)
Medication Occurrence Report.
There need not necessarily be a demonstrated causal relationship between the Occurrence
and the medical intervention, illness, injury or death in order for an Occurrence to be
reportable to DPH.
a. Submission of an MOR does not constitute an admission that a medication error caused
or contributed to the event.
b. A Medication Occurrence Report should be submitted regardless of the ultimate outcome
of the event.
Copies of all MORs, including those separately reported to DPH via the Hotline Event
process, must be forwarded within seven (7) days (or within twenty-four hours for hotline
event) to the appropriate DMH/DCF Area or DDS Regional MAP Coordinator.
a. The original MOR must remain at the program site.
A system must be developed by the Service Provider to ensure the original MOR is
maintained at the program site.
The Home and Community Services Information System (HCSIS) is a web-based service
used by the Department of Developmental Services that allows Service Providers to file
reports (such as clinical and informational documents). Documentation of a Medication
Occurrence Report (MOR), for the Department of Developmental Services (DDS), is done
via HCSIS.
a. When the DDS Home and Community Information System (HCSIS) reporting system is
utilized, the HCSIS paper form must be maintained at the program site.
Page 73 of 174
If the Medication Occurrence information is directly data entered into HCSIS (no
paper form is used) and the information regarding the MOR can be electronically
retrieved from the program, it is not necessary to print a paper copy of the data
entered.
If the Medication Occurrence information is directly data entered into HCSIS and the
information regarding the MOR can not be electronically retrieved at the program site,
it is necessary to have a printed copy of the MOR on site.
If the original Medication Occurrence information is completed on a paper document
version of the HCSIS MOR form and entered later into the electronic system, the
original paper MOR must be maintained at the program site.
b. If a Medication Occurrence is determined to be a Hotline Event, the original completed
DPH MOR (a copy of which should have been faxed to the Department of Public Health)
should be maintained at the program site. This is in addition to the HCSIS report.
It is strongly recommended that Service Providers maintain their own internal reporting
procedures to identify and address medication related issues, concerns or problems as part
of a system of providing appropriate care and quality assurance standards.
DPH will inform DMH/DCF/DDS of those Medication Occurrences reported directly to DPH
via the Hotline Event process.
Page 74 of 174

POLICY MANUAL
Policy No. & Issue 09-4 Medical Intervention
Issued Date: 04/97
Medical Intervention(s) are actions taken following a Medication Occurrence that includes
medical care provided to the individual. Any event that requires medical intervention,
regardless of the outcome of the medical intervention, must be reported as a Hotline Event.
a. Examples of Medical Interventions are: Lab work, EKG/ECG (Electrocardiogram), CT
(Computed tomography) scan, a visit to or treatment by the health care provider, clinic
visit, hospitalization, emergency room, etc.
Recommended Action by the MAP Consultant, which requires Medical Intervention,
should be marked as yes in the Hotline Events Section D of the DPH Medication
Occurrence Report (MOR) form and MAP Consultants Recommended Action Section
E (see Policy No. 09-7 on page 79).
1. The Medication Occurrence Report should include documentation of the
Recommended Action, for Medical Intervention, by the MAP Consultant.
Medical Intervention(s) does not include contacting the consultant nor does it include
adjustments made to the medication regimen.
a. An example of a recommended action by the Health Care Provider or Pharmacist that is
not considered medical intervention would be: skipping the missed dose and
administering next dose as scheduled or vital sign monitoring by Certified staff.
Recommended Action by the MAP Consultant, which does not require Medical
Intervention should be marked as no in the MAP Consultants Recommended Action
Section E of the DPH Medication Occurrence Report form (see Policy No. 09-7 on
page 79).
Page 75 of 174

POLICY MANUAL
Policy No. & Issue 09-5 DPH Medication Occurrence Reporting (MOR) Form
Issued Date: 10/96
The DPH Medication Occurrence Reporting form (MOR) (see Policy No. 09-7 on page 79)
requests information in a manner that reduces the paperwork burden on Service Providers
and facilitates tracking and review by state agencies.
a. The form is user friendly requiring no narrative statement from direct care staff and
minimal narrative notes from the supervisor.
b. The form is designed to:
facilitate appropriate reporting;
allow for the collection of relevant information; and
improve the ability to track and respond to Medication Occurrences.
c. Direct care staff completing the form do not need to sign their name nor identify the staff
person involved in the occurrence.
d. The responsibility lies with the supervisor to review the occurrence, check off contributing
factors (if any), comment (optional), document action taken (e.g., staff retraining) to
minimize future occurrences and forward a copy of the MOR to the appropriate agency
within the assigned time frames.
Original completed DPH Medication Occurrence Report forms should remain at the site.
A Medication Occurrence Report is only used for an Occurrence involving a Certified staff
administering medications.
a. Medication Occurrence Reports do not need to be completed on behalf of individuals who
are self-administering or when medications are administered by licensed staff.
It is recommended that Service Providers have an internal reporting system for
Medication Occurrences involving licensed staff or individuals who are selfadministering.
Page 76 of 174

POLICY MANUAL
Policy No. & Issue 09-6 Instructions for Completion of DPH Medication Occurrence
Report (MOR) form
Issued Date: 10/96
The DPH Medication Occurrence Report (MOR) form must be complete.

a. Fill in all areas before the MOR is faxed to DPH and/or forwarded to DDS or DMH/DCF.
Incomplete forms will be returned.
1. The reverse side (side two) is not required to be faxed to DPH if the narrative
regarding the occurrence can be completed within Section F of the document.
Keep original MORs at the site.
Complete the Medication Occurrence Report (MOR) after the individuals immediate needs
for care or medical intervention have been met.
a. If unsure whether an event is reportable, staff should clarify this with the consultant when
the consultant is contacted.
The top section of the MOR requests basic information that permits DPH/DMH/DCF/DDS to
identify the agency, site, and individual.
a. Include the sites telephone number with area code and the sites DPH (5 digit)
registration number. These numbers will be used by DPH/DMH/DCF/DDS as identifiers
for tracking purposes.
To complete Section A, select the type of occurrence that has taken place. Only one type of
occurrence should be selected.
a. If unsure what type of occurrence should be selected, staff should clarify this with the
consultant when the consultant is contacted.
To complete Section B, document the medications involved in the occurrence.

a. List the name of the medication ordered by the health care provider next to As Ordered,
as well as the dosage, frequency/time, and route.
b. List the exact medication, dose, frequency/time, and route by which the medication was
actually given to the individual next to As Given.
c. Section B allows room for three medications to be listed. If more than three medications
were noted in the occurrence, list the additional medications on the reverse side (side
two) of the MOR using the As Ordered/As Given format.
To complete Section C, select the title of the MAP Consultant contacted. Document the
consultants name (e.g., Fred Jones R.Ph., not CVS), date and time contacted.
a. If more than one MAP Consultant was contacted, that information may be documented,
as well.
Page 77 of 174
To complete Section D, select the appropriate yes/no answer to designate if, medical
intervention, illness, injury and/or death (a Hotline Event) followed the occurrence.
a. If yes was selected, check all the applicable boxes that apply (medical intervention,
illness, injury, and/or death).
Notify DPH and the DDS or DMH/DCF MAP Coordinator within 24 hours of the
discovery of a Medication Occurrence followed by a Hotline Event.
1. Notification to DPH may be by telephone and/or fax of the MOR form (faxing is
encouraged whenever possible). A copy of the MOR form should also be
forwarded to the appropriate MAP Coordinator.
b. If no medical intervention, illness, injury or death followed the occurrence, no would be
the appropriate selection.
1. Since contact with the MAP Consultant is standard protocol for all Medication
Occurrences, such consultation in and of itself would not constitute a medical
intervention for the purposes of the reporting requirement.
To complete Section E, select the appropriate yes/no answer to designate if medical

intervention was the recommended action given by the MAP Consultant listed in Section C.
a. If medical intervention was recommended, (a Hotline Event) select all the applicable
boxes. Medical Intervention(s) are actions taken following a Medication Occurrence that
includes medical care provided to the individual by a clinician.
For the purpose of reporting, medical interventions include, but are not limited to,
treatment in an emergency room, clinic or other health care facility; treatment by a
Health Care Provider; and/or, Lab work, EKG/ECG, CT scan, or other tests.
1. If the medical intervention recommended is not listed on the form, select Other,
and document the medical intervention(s) recommended in the space provided.
The supervisor should then review the MOR and complete Section F.
a. To complete Section F, the Supervisor should review the factors involved in the
occurrence.
A listing is provided in Section F of the most common factors that contribute to
Medication Occurrences. The site supervisor should review the factors involved in the
occurrence and select all those that apply.
If no contributing factors listed on the form are involved, then 7 none should be
selected.
The supervisor may comment, as he/she deems necessary and appropriate in the
narrative section.
1. Additional space is available on the reverse side (side two) Section F-1.
After completion of the Review/Follow up, the supervisor must enter his/her printed
name, his/her job title, his/her contact phone number, his/her e-mail address, and the
date the form was completed.
A completed copy of the MOR should be forwarded to the DMH/DCF Area or DDS Regional
MAP Coordinator within seven (7) days (or within twenty-four hours for hotline events).
a. Contact information for the DMH/DCF or DDS MAP Coordinator(s) is provided on the
reverse side (side two) of the MOR.
The original Medication Occurrence Report should remain at the program site.
Page 78 of 174

POLICY MANUAL
Policy No. & Issue 09-7 Approved MOR Form
Issued Date: 10/96
The DPH MOR form should be used for all DMH or DCF program site(s) medication
occurrences.
The DPH MOR form should be used for all DDS program site(s) hotline medication
occurrences submitted to DPH.
a. DDS program sites should use the HCSIS MOR reporting process to report all MORs
SEE FORM ON FOLLOWING PAGE.
Page 79 of 174
Department of Public Health

Medication Administration Program
MEDICATION OCCURRENCE REPORT (side one)
Agency Name
Date of Occurrence
Individuals Name
Time of Occurrence
Site Address (street)

Site Telephone No.
City/Town Zip Code

DPH Registration No.
A)
Type Of Occurrence (As per regulation, contact MAP Consultant)
1
Wrong Individual
4
Wrong Dose
2
Wrong Medication (includes medication given without an order)
5
Wrong Route
3
Wrong Time (includes a forgotten dose)
B)
Medication(s) Involved
Medication Name
Dosage
Frequency/Time
Route
As Ordered:
As Given:
As Ordered:
As Given:
As Ordered:
As Given:
C)
MAP Consultant Contacted (Check all that apply)
Type
Name
Date Contacted
Time Contacted
Registered Nurse
Registered Pharmacist
Licensed Practitioner
D)
Hotline Events
Did any of the events below follow the occurrence?
Yes
No
If yes, check all that apply below, and within 24 hours of discovery fax this form to DPH (617) 753-8046 or call to notify DPH at
(617) 983-6782 and notify your DDS/DMH MAP Coordinator.
For All Occurrences, forward reports to your DMH/DDS MAP Coordinator within 7 days.
Medical Intervention (see Section E below)
Illness
Injury
Death
E)
MAP Consultants Recommended Action
Medical Intervention
Yes
No If Yes, Check all that apply.
Health Care Provider Visit
Lab Work or Other Tests
Clinic Visit
Emergency Room Visit
Hospitalization
Other: Please describe
F)
Supervisory Review/Follow-up
Contributing Factors: Check all that apply. If none apply, check none (7)
1
Failure to Properly Document Administration
5
2
Medication not Available (Explain Below)
6
3
Medication Administered by Non-Certified Staff
7
(includes instances of expired or revoked Certification)
4
Failure to Accurately Take or Receive a Telephone
8
Order
Narrative: (If additional space is required, continue in box F-1)
Print Name
Print Title
Contact phone
number
E-mail
address
Occurrence Reporting is required by regulation at 105CMR 700.003(F)(1)(f).

Consultant Contact is required by regulation at 105CMR 700.003(F)(1)(g)
Medication Had Been Discontinued

Improperly Labeled by Pharmacy
Failure to Accurately Record and/or
Transcribe an Order
None
Date
MEDICATION OCCURRENCE REPORT FORM (side two)

Agency Name
Individuals Name
Site Address (street)
City/Town Zip Code

Date of Occurrence
Time of Occurrence
Site Telephone No.
DPH Registration No.
F-1)
Supervisory Review/Follow-up [continued from section F)]
Use this section if needed for additional narrative.
Contacts
DMH/DCF Area MAP
Coordinators
Western Mass Area Office
Northampton State Hospital
P.O. Box 389
Northampton, MA 01061
Contact Information
DDS Regional MAP Coordinators
Contact Information
Telephone Number:
(413) 587-6269
Fax Number:
(413) 587-6258
DDS Central West Regional Office
Telephone Number:
(413) 205-0914
Fax Number:
(413) 205-1608
Central Mass Area Office

Worcester State Hospital
305 Belmont Street
Worcester, MA 01604
Telephone Number:
(508) 368-3519
Fax Number:
(508) 363-1500
DDS-Medication Administration
411 Waverly Oaks Road
Suite 304
Southeast Area Office

Learoyd Building
P.O. Box 4007
Taunton MA 02780
Telephone Number:
(508) 977-3456
Fax Number:
(508) 977-3231
Northeast Region
DDS Northeast Region
P.O. Box A
Hathorne, MA 01937
Telephone Number:
(978) 774-5000 ext. 354
Fax Number:
(978) 739-0425
Metro Boston Area Office

85 E. Newton Street
Boston, MA 02118
Telephone Number:
(617) 626-9269
Fax Number:
( 617) 626-9216
Southeast Region
Southeast Area Office DDS
68 North Main Street
Carver, MA 02330
Telephone Number:
(508) 866-8877
Fax Number:
(617) 727-7822
Northeast-Suburban Area
Department of Mental Health
40 Industrial Road
Plymouth, MA 02360
Telephone Number:
(508) 732-3029
Fax Number:
(508) 746-3224

144 High Street., Suite 301
Springfield MA 01105
Metro Region
Waltham, MA 02452
Telephone Number:
(781) 314-7506
Fax Number:
(781) 398-0333
10
MEDICATION SECURITY
AND
RECORD KEEPING
Page 83 of 174

POLICY MANUAL
Policy No. & Issue 10-1 Administrative Policies and Procedures
Issued Date: 12/94
All program sites shall have on file a master list of all Certified staff members Certifications
with dates of expiration and/or copies of Certification printouts.
All program sites must have on file up-to-date individual-specific medication records.
Each site must also have a copy of the following:

a.
b.
c.
d.
e.
f.
g.
the agency's list of approved MAP Consultants;

policies and procedures related to access of MAP Consultants;
policies and procedures for medical emergencies related to medication administration;
approved Medication Occurrence Reporting forms;
LOA policy;
written policies for obtaining properly labeled medication containers;
policies for identifying and educating staff responsible for off-site medication
administration;
h. policy on access to the medication area; and
i. current medication specific resource material (e.g., Drug Reference Guide or Drug
Handbook) containing, at minimum, information on the specific medications being
administered on site.
Page 84 of 174

POLICY MANUAL
Policy No. & Issue 10-2 Medication Security
Policy Source 1995 DDS Memorandum
Issued Date: 12/94
9/12/95
December 1994 MAP Advisory

Each program site must have a specific area dedicated to the storage of all Schedule II-VI
prescription medications and OTC medications.
a. Schedule II-VI are prescription controlled medications.
Schedule II-V are also countable controlled medications.
Each program site must have procedures that limit the day-to-day access to this area to the
staff authorized to administer medications during each shift and that limit possession of the
key to the medication area to the authorized staff on that shift.
Each program site must have procedures that provide only one duplicate key to the
medication area should exist and that the key should be in the possession of agency
administrative staff.
The key should be personally given to the staff person assigned to administer medications
on the incoming shift or replaced in the locked area after completion of the shift/assignment,
if there is no incoming shift staff.
a. To limit the number of medication keys, the key should be stored in a locked area within
the house accessible to designated staff only.
The staff person administering medications should keep the key on person during the
assigned shift. If they need to leave the residence it should be placed in a secure place.
a. To limit the number of medication keys, the key should be stored in a locked area within
the house accessible to designated staff only.
Each individual program should have available a back-up key that is kept in a separate
locked location. The knowledge of this location shall be restricted to the Program Director
and Residential Supervisor.
If at any time the medication key is lost or misplaced the appropriate administrative staff
must be notified immediately.
Each program site must utilize a bound medication count book for recording Schedule II-V
medication administration.
a. The Countable Controlled Substance Book must have pages which are consecutively
numbered and an index that gives the name of each countable medication and lists the
page on which the count is recorded, count pages and shift count verification pages.
The book must have preprinted page numbers.
The pages can not be removed.
Page 85 of 174

POLICY MANUAL
Policy No. & Issue 10-3 Schedules II-V
Issued Date: 12/94
9/12/95
December 1994 MAP Advisory

Medication counts are to be conducted whenever control of the medication key is passed
(i.e., at the start and end of each shift/assignment).
DPH recognizes that there are some situations where two licensed and/or Certified staff are
not available at every change of shift. In those instances it is recommended that the single
licensed/Certified staff person coming on or off shift/assignment conduct a count and sign
the medication count book. At the first opportunity for a two-person count, the count must be
conducted.
a. Under no circumstances should a two-person count be conducted less than once every
twenty four hours.
All Schedule II-V medications must be doubled locked (i.e., locked box within a locked
cabinet).
In addition to contacting the Program Supervisor and/or on-call manager, any discrepancy
noted in the count should be reported to the Department of Public Health on the next
business day after the discovery of the discrepancy (see Policy No. 10-7 on page 94, and
Policy No. 17-1 on page 170).
The Countable Controlled Substance count sheets must be maintained in a bound (i.e., the
pages can not be removed) book within the medication administration area. (These books
may be obtained from a commercial manufacturer.)
a. The Countable Controlled Substance Book must have preprinted consecutively
numbered pages and an index that gives the name of each countable medication and
lists the page on which the count is recorded; count pages and shift count verification
pages.
All Schedule II-V medications should be marked as such by the pharmacy.

a. The Pharmacy must inscribe an identifier on the pharmacy label (e.g., C, N, etc.)
indicating that the medication is a countable controlled substance.
All countable controlled medications must be logged into the Countable Controlled
Substance Book when received from the pharmacy.
Page 86 of 174

POLICY MANUAL
Policy No. & Issue 10-4 Storage and Labeling of Medications
Prescription and nonprescription (OTC/Over-the-Counter) medications for all individuals who

are not self-administering shall be labeled and stored in a locked container or area which is
devoted strictly to medication storage, supplies, and records relevant to medication
administration. (Policy books or other supplies are not to be stored in the area.)
a. A controlled substance (prescription medication) should have a label affixed to the
medication container (e.g., medication bottle or blister pack) that indicates:
the name of the individual;
the name of the controlled substance (medication) including the IC (i.e., interchange)
name, if any;
(a) The IC name of the medication should be listed when the pharmacy dispenses
a generic substitution or a less expensive brand name drug product for the
prescribed medication.
the strength and amount;
the frequency;
the route of administration;
the name of the prescribing health care provider;
directions for use;
cautionary statements, if any;
total quantity of medication dispensed (ex. if the medication was dispensed as tablets
or capsules, the number of same in the container);
the date of filling;
the lot number;
the pharmacy name, address, telephone number and serial/prescription number;
the expiration date; and
the filling pharmacists initials.
Only MAP Certified or licensed staff who are assigned the duty of administering medications
may have access to the medication storage areas.
The program must maintain a record of when a prescription is filled and the quantity of
medication dispensed by the pharmacy.
Pharmacy receipts should be kept at the site for a minimum of 90 days.
A supply of OTC medication, in its original manufacturers package and in an amount that is
usual and customary (i.e., an average size container), may be maintained at a program (see
Page 87 of 174
Any illegible, worn, or missing labels should be referred to the pharmacy for replacement or
issuance of new medication.
Prescription medication requiring refrigeration must be stored in a locked container within the
on-site refrigerator, or in a separate (locked) refrigerator dedicated to medication storage.
Topical (external) and internal medications are to be stored separately (i.e., different shelf or
in separate containers).
Except as cited in MAP Policy No. 11-2, staff shall not repack or re-label any medications
when medication is given at two different locations (see Policy No. 11-2 on page 106).
If the individual receives medication at two different sites, a separate labeled prescription
bottle or bubble pack will be obtained from the pharmacy for use at each separate site. The
documentation for administration will remain the same at both sites. The residential program
will remain responsible for notifying the off-site program of any medication changes and for
supplying the necessary forms (e.g., copy of Health Care Provider order, medication
administration record, drug information sheets, etc.).
a. The program shall not store on site more than a thirty-seven (37) day supply of
prescription medication except when the prescription plan utilized by the individual
requires that they purchase an amount of medication in excess of thirty-seven (37) days
at one time.
Documentation of such a prescription plan requirement must be kept in the
individuals record at the program where the medications are stored.
Sample medication may be received from a Health Care Provider and administered to an
individual only when:
a. The amount of the sample doses received from the Health Care Provider is no more than
a one time 30 day amount;
Larger supplies of Schedule VI sample medications, (up to 90 days), may be
dispensed as part of a manufacturers indigent drug program.
If after using the sample medication, the Health Care Provider wants to continue its
use, a prescription for the medication must be obtained for the medication and the
medication must be dispensed by the pharmacy.
b. The sample medication must be received in the original manufactures packaging along
with the original manufactures insert (medication information sheet) packaged by the
manufacturer;
The sample medication (in its original packaging) may be put in a larger container
(e.g., a re-closable plastic bag, plastic box, etc.) with a label affixed to the container
holding the sample medication. Only one type of drug sample may be in each
container.
c. The Health care Provider should label the medication (as the medication was not
dispensed by the pharmacist). The label must include:
Practitioners name and address;
Date of dispensing;
Name of individual;
Name of medication;
Page 88 of 174
Dosage and strength of the sample medication;

Clear simple and brief directions for use;
Any necessary cautionary statement; and
Date the medication will expire.
Page 89 of 174

POLICY MANUAL
Policy No. & Issue 10-5 Disposal
Issued Date: 04/97
All unused or discontinued medications must be destroyed on site or at the Service

Providers office. Medications are not permitted to be returned to the pharmacy for disposal.
According to regulations at 105 CMR 700.003(F)(3)(c): disposal occurs in the presence of at

least two witnesses and in accordance with any policies at the Department of Public Health.
DPH requires that disposal occur in the presence of two Certified/licensed staff; of which one
of the two is supervisory staff.
a. If a supervisor is unavailable when an individual refuses a prepared medication, or a pill
is inadvertently dropped then two Certified staff may render these medications unusable
in accordance with acceptable DPH disposal practices.
Whenever medications are destroyed, regardless of the quantity, the DPH approved
Controlled Substance Disposal Record must be used (see Policy No. 10-6 on page 92).
Disposal must render the medications unusable and must be in accordance with acceptable
DPH disposal practices.
Unless prohibited by local ordinance, acceptable practices for medication disposal include,
but are not limited to the following actions:
a. Any specific disposal instructions on the medication information sheet, or drug label,
should be followed.
Certain medication labeling specifically instructs that unused or expired medication be
flushed (flushing should be restricted to those medications so labeled).
1. Some countable controlled substances (such as oxycodone, fentanyl patch) carry
instructions for flushing to reduce the danger of unintentional use.
b. If not instructed otherwise, medications should be rendered unusable and disposed of in
the trash. There is no single method for rendering medications unusable. The following
is one of a number of possible methods. The medication should be:
taken out of its original container;
crushed and/or dissolved in water;
put into a sealable bag and mixed with an unpalatable substance, (such as liquid
soap, used coffee grounds, or kitty litter); and
mixture should then be put into an impermeable, non-descript container, (e.g.,
detergent bottle), and placed in the trash.
c. Following medication disposal, remove and obliterate all identifying personal information
(prescription label) from the medication container.
Medications returned to the program site, whether from LOAs, or other sources, must be
destroyed as per DPH regulation. They cannot be reused by the program.
Page 90 of 174
a. When a medication had been previously transferred to a health-care facility (hospital or

rehabilitation center) by the program site because the medication was not accessible on
the health-care facilitys drug formulary; the medication may be returned and used by the
program site, following the individuals stay at the facility, provided that:
there is a current Health Care Providers order for the medication;
the medication has an appropriate label (there are no hand printed changes on the
label);
the directions have not changed;
the medication is in a tamper-resistant (i.e. packaged by/received from the pharmacy
in such a manner that prevents the contents from being altered e.g., blister pack, unit
dose, tamper-resistant cassette) container; and
a dated medication-release document has been signed by a licensed/Certified staff,
from both the health-care facility and program site, stating the name and amount of
the medication being transferred.
The DPH approved disposal form must be used for all Schedule II through VI medication
disposals.
a. the disposal form may also be used for all OTC medication disposals.
Page 91 of 174

POLICY MANUAL
Policy No. & Issue 10-6 Disposal Form
Issued Date: 04/97
SEE FORM ON THE FOLLOWING PAGE
Page 92 of 174
Agency:
Item #:
Individuals
Name:
Medication:
Amount
Disposed:
Countable
Controlled
Substance
Book Number:
Signatures:
Staff:
Item #:
Individuals
Name:
Medication:
Amount
Disposed:
Countable
Controlled
Substance
Book Number:
Signatures:
Staff:
Item #:
Individuals
Name:
Medication:
Amount
Disposed:
Countable
Controlled
Substance
Book Number:
Signatures:
Staff:
Controlled Substance Disposal Record Form

Program Site:
Date:
Date Last
Filled:
Strength:
Reason:
Page Number:
Pharmacy:
Signatures:
Staff:
Date:
Date Last
Filled:
Strength:
Reason:
Rx Number:
Pharmacy:
Signatures:
Staff:
Supervisor:
Date:
Date Last
Filled:
Strength:
Reason:
Item #:
Individuals
Name:
Medication:
Amount
Disposed:
Countable
Controlled
Substance
Book Number:
Page Number:
Item #:
Individuals
Name:
Medication:
Amount
Disposed:
Rx Number:
Supervisor:
DPH Registration #:
Countable
Controlled
Substance
Book Number:
Page Number:
Item #:
Individuals
Name:
Medication:
Amount
Disposed:
Rx Number:
Pharmacy:
Countable
Controlled
Substance
Book Number:
Signatures:
Staff:
Supervisor:
Date:
Date Last
Filled:
Strength:
Reason:
Rx Number:
Pharmacy:
Page Number:
Supervisor:
Date:
Date Last
Filled:
Strength:
Reason:
Rx Number:
Pharmacy:
Page Number:
Supervisor:
Date:
Date Last
Filled:
Strength:
Reason:
Rx Number:
Pharmacy:
Supervisor:
Page Number:
Destruction of all prescription medications in Schedules II -VI that are either out-dated, spoiled or have not been administered due to a change in the prescription or a stop order shall be documented on the DPH
approved disposal record. According to regulations at 105CMR 700.003(f)(3)(c): Disposal occurs in the presence of at least two witnesses and in accordance with any policies at the Department of Public Health. DPH
policy requires disposal to occur in the presence of two Certified or licensed staff of which one of the two is supervisory staff. If a supervisor is unavailable when an individual refuses a prepared medication, or a pill is
inadvertently dropped then two Certified staff may render these medications unusable in accordance with acceptable DPH disposal practices. Failure to maintain complete and accurate records of drug destruction
could result in revocation of your Controlled Substance Registration. Disposal must render the medication unusable and must be in accordance with acceptable DPH disposal practices. Unless prohibited by local
ordinance, acceptable practices include, but are not limited to, flushing (flushing should be restricted to those medications so labeled), crushing the medication and/or dissolving in water put into a sealable bag and
mixing with an unpalatable substance (such as liquid soap, used coffee grounds, kitty litter). Mixture should then be put into an impermeable, non-descript container, (e.g., detergent bottle) and placed in trash.
Medications are not permitted to be returned to the pharmacy for destruction. Medications returned to the program site (e.g., LOAs) must be destroyed as per DPH regulation. They cannot be reused by the program.
10/01/13
Page #

POLICY MANUAL
Policy No. & Issue 10-7 Drug Loss
Policy Source DPH Policy
In the Commonwealth of Massachusetts, controlled substances include all prescription

medications (Schedules II-VI). However, regulations require that only those prescription
medications in Schedules IIV, (known as Countables: e.g., narcotics, stimulants) be
reconciled (see Policy No. 10-2 on page 85 and Policy No. 10-3 on page 86).
To comply with state regulations, drug losses for all prescription medications or written
prescriptions (Schedules II-VI) must be reported to DPH.
Because medication losses are not Medication Occurrences, they are not to be called into
the DPH Medication Occurrence Hotline, nor should a Medication Occurrence Report (MOR)
be filed.
a. Medication losses must be reported to the Drug Control Program (DCP) at DPH by the
first business day after discovery [105 CMR 700.003(F)(1)(E)].
b. A Drug Incident Report Form, available on the DPH website under DCP, must be
completed and faxed to the DCP (see Policy No. 17-1 on page 170 for DCP contact
information and DPH website information).
Page 94 of 174

POLICY MANUAL
Policy No. & Issue 10-8 Packaging of Prescription Medications
Issued Date: 04/97
Department of Public Health policy requires that all Schedule II-V (Countable Substances)
medications shall be dispensed to, and maintained by the community program, in Blister
packs, Bingo cards, tamper-resistant cassettes, tamper-resistant packaged syringes, unit
dose bottles/packaging, or other similar tamper-resistant packages. [105 CMR 700.005(A)]
a. Schedule II-V Controlled Substances, (including medication dispensed in a liquid format),
must be received from the dispensing pharmacist in tamper resistant-packaging.
The current MAP Inspection form utilized by DPH requires that: all countable controlled
substances are received directly from the pharmacy in a properly labeled, tamper-resistant
container, as defined above and that if found in violation, the program shall correct the
violation Immediately. [Immediately being defined as by the next business day]
Multiple medications may not be packaged in one window, bubble, cartridge, or other
section of the above described tamper-resistant packages. [105 CMR 700.005(A)]
a. Each type of medication should be in its own package and clearly labeled.
b. Varying strengths of the same medication should be in its own package and clearly
labeled.
c. Each individual dose should be in its own window, bubble, cartridge, or other section.
Splitting, cutting, or breaking of a tablet, pill or capsule is prohibited. All medication must be
dispensed by the pharmacy in such a manner that it is ready for administration. For
Schedules II-V, this means that the dosage ordered (e.g., a half tablet) should be packaged
as such in the tamper-resistant packages described above.
A pharmacist can prepare medications in pill-organizers.

a. A pharmacist prepared pill-organizer may be used by individuals who meet the criteria
for self-administration of medications (see 07 Self-Administering on page 46).
Page 95 of 174

POLICY MANUAL
Policy No. & Issue 10-9 Pharmacy Errors
Pharmacy errors identified by staff are required to be reported to the Board of Registration in
Pharmacy (see Policy No. 17-1 on page 170 for contact information).
a. Medication errors identified as solely being caused by pharmacy personnel, (meaning
Certified staff followed all MAP medication administration practices [the five Rights] and
Certified staff could not have reasonably discovered the error) do not require the
completion of a Medication Occurrence Report (MOR).
The reporting of a pharmacy error requires completion of a Board of Pharmacy Complaint

Form. This form may be found at: www.mass.gov/dph/boards or obtained directly from the
Board of Pharmacy.
If there are any questions about the reporting of pharmacy errors, contact the Board of
Pharmacy directly (see Policy No. 17-1 on page 170).
Page 96 of 174

POLICY MANUAL
Policy No. & Issue 10-10 Transfer/Transport of Medication
Regulations of the Department of Public Health at 105 CMR 700.003(F)(3) requires all
a. Any time medications are the responsibility of a MAP program; the medications must be
secured and transported by a Certified/licensed person.
Medications may be transferred:

a. from a health-care facility (hospital, nursing home, crisis stabilization unit, or rehabilitation
center) to a DPH MAP registered site;
b. from one DPH MAP registered site to another DPH MAP registered site;
c. from a DPH MAP registered site to a day program;
d. from an individuals family home to a DPH MAP registered temporary respite site; or
e. from an individuals family home to a DPH MAP registered site.
Medication may be transferred from a health care facility (hospital, nursing home, crisis
stabilization unit, or rehabilitation center) to a DPH MAP registered site provided:
a.
b.
c.
d.
there is a current signed Health Care Providers order for the medication;
the medication has an appropriate label (there are no hand printed changes on the label);
the medication is in a tamper-resistant (i.e. packaged by/received from the pharmacy in
such a manner that prevents the contents from being altered e.g., blister pack, unit dose,
tamper-resistant cassette) container; and
e. a dated medication-release document has been signed by a licensed/Certified staff, from
both the health care facility and the DPH MAP registered site; listing the inventory of all
the medications, including the amount transferred, between the health care facility and
the DPH MAP registered site.
Medication may be transferred from one DPH MAP registered MAP site to another DPH
MAP registered site provided:
a.
b.
c.
d.
both the preceding DPH MAP registered site and the subsequent DPH MAP registered
site; listing the inventory of all the medications, including the amount transferred, between
sites.
Page 97 of 174
Medication may be transferred from a DPH MAP registered site to a day program provided:
a.
b.
c.
d.
both the DPH MAP registered site and the day program; listing the inventory of all the
medications, including the amount transferred, between the DPH MAP registered site and
the day program.
Medications may be transferred from an individuals family home to a DPH MAP registered
temporary respite site provided:
a.
b.
c.
d.
the medication is in a tamper-resistant(i.e. packaged by/received from the pharmacy in
e. a dated medication-release document has been signed by a designated family member
and a licensed/Certified staff, from the DPH MAP registered respite site; listing the
inventory of all the medications, including the amount transferred, between the home and
the DPH MAP registered temporary respite site.
A dated medication-release document should also be completed when the individual
leaves the DPH MAP registered temporary respite site. The document should be
signed by a licensed/Certified staff, from the DPH MAP registered temporary respite
site and a designated family member; listing the inventory of all the medications,
including the amount transferred, between the DPH MAP registered temporary respite
site and the individuals family home.
Medications for individuals in the process of moving from the individuals family home to a
DPH MAP registered site may be transferred provided:
a.
b.
c.
d.
and a licensed/Certified staff, from the DPH MAP registered site; listing the inventory of
all the medications, including the amount transferred, between the home and the DPH
MAP registered site.
Medications for individuals living in their family home may be transferred to a DPH MAP
registered day program site provided:
a. there is a current signed Health Care Providers order for the medication;
Page 98 of 174
b. the medication has an appropriate label (there are no hand printed changes on the label);
c. the directions have not changed;
d. the medication is in a tamper-resistant (i.e. packaged by/received from the pharmacy in
and a licensed/Certified staff, from the DPH MAP registered day program site; listing the
inventory of all the medications, including the amount transferred, between the home and
the DPH MAP registered day program site.
Page 99 of 174

POLICY MANUAL
Policy No. & Issue 10-11 Administering Medication to Individuals living in the
Community (off registered-site/backpacking) Setting
Regulations of the Department of Public Health at 105 CMR 700.003(F)(3) requires all
Medications may be administered to individuals living in a non-registered community address

(off-site) that are supported by a programs MAP registered site provided:
a. the agency responsible for the registered site has a policy which specifies the practice to
follow when medications are administered to individuals in the community (off-site)
setting;
The policy should include administrative procedures to be followed when there is a
medical emergency relating to medication.
1. The policy should include a list of program staff and MAP Consultants to be
contacted which is up to date, readily available to Certified/licensed staff, and
clearly indicates who is to be contacted.
b. the Certified/licensed staff is trained in how the medication is to be administered to the
individual(s) in the community (off-site) setting;
The Service Provider should maintain a current list of trained staff. This list should be
available both at the program site and at the Service Providers main office.
The Certified/licensed staff should have a copy of their current Certificate/license, as
well as, documentation verifying the staff person is able to administer medications to
individuals in community (off-site) setting.
1. Documentation should be available (on hand) for the staff person assigned to
administer medication in the community (off-site) setting.
c. medication is packaged and labeled by a pharmacist;
Program staff should not repack or relabel prescription medications which are taken
or applied at any location.
1. Certified staff are not permitted to pre-pour or pre-package medications, [except
as directed under the LOA policy (see Policy No. 11-1 on page 104)] or to
administer medications poured or pre-poured by another person including Certified
Staff or Licensed Professionals.
d. medication is transported by the licensed/Certified staff in a locked portable carrying
container (e.g., locked backpack);
Schedule II-V (countable controlled) medications should be double locked (see Policy
No. 10-3 on page 86).
Medication counts are to be conducted:
1. when a countable controlled substance is transferred from the registered sites
medication storage area and placed into the portable carrying container for
transport to the individual, and
Page 100 of 174
when the countable controlled substance is transferred from the portable carrying
container to the registered sites medication storage area [after returning to the
registered site from the individuals community (off-site) residence].
Medications should not be stored at the community (off-site) setting unless that site
has been registered with the DPH (see Policy No. 01-2 on page 8).
e. all necessary documentation, including Health Care Providers orders, medication and
treatment records, and pharmacy labels are accurate and available to the
licensed/Certified staff;
f. all MAP procedures for medication administration are followed; and
Medication must never be prepared at any time except immediately prior to the
administration of that medication.
1. When a medication is pre-poured by staff, the integrity of that medication can no
longer be guaranteed.
2. Included among these prohibited activities is the setting up of medication pillorganizers and the pre-pouring of medications for training purposes.
(a) This does not preclude staff from monitoring individuals who set up their own
pill-organizer (see Policy No. 07-3 on page 50).
g. following return from the community (off-site) setting to the MAP registered site all
medications must be removed from the portable carrying container (e.g., backpack) and
stored within the MAP registered sites medication storage area.
2.
Page 101 of 174

POLICY MANUAL
Policy No. & Issue 10-12 Syringe Security
Syringes with an attached needle, including pre-filled syringes (see Policy No. 06-3 on page
41) must be stored in a secure/locked area.
a. Labeled pre-filled syringes containing a countable controlled substance (Schedules II-V)
must be double locked and the program site must maintain a documented accounting of
these pre-filled syringes (see policy 10-3 on page 86).
The documented accounting must be reconciled whenever control of the medication
key is passed.
Pre-filled syringes must be labeled (at a minimum) with the individuals name,
medication name with strength, route of administration, and directions for use.
1. Such label must be affixed to the container for the syringe or the syringe itself, as
appropriate.
b. Non-filled (empty) syringes, with or without an attached needle, are not required to be
kept on count.
c. Whenever possible, the amount of syringes in the locked storage container is limited to a
thirty seven day supply (see Policy No. 10-4 on page 87);
d. Syringes for individuals who are self-administering (see Policy No. 07-1 on page 47)
parenteral medications, (with written authorization and in accordance with the written
instructions of the prescribing Health Care Provider), must be stored in a locked container
or locked area accessible by the individual.
Page 102 of 174
11
LEAVE OF ABSENCE
Page 103 of 174

POLICY MANUAL
Policy No. & Issue 11-1 Leave of Absence (LOA) Policy
April 1997 MAP Advisory
1997 DMH Memorandum
Issued Date: 12/94 04/97 8/14/97
Leaves of absence often require that an individual receive only a portion of the originally
dispensed medication.
a. While the split packaging of individuals medications is not encouraged, there are
certain circumstances where it is permissible.
The DPH recommends that whenever possible a pharmacist should be responsible
for split packaging prescription medications.
If an individual routinely requires medication administration at more than one location
(e.g., at his/her residence and day program, day-hab, or at a relative's home on
weekends) the pharmacist should be asked to split the medication into two tamperresistant (i.e., packaged by/received from the pharmacy in such a manner that
prevents the contents from being altered e.g., blister pack, unit dose, tamper-resistant
cassette) containers; one for the day program, day-hab, or home consumption and
one for the residence. Note:
1. If the individual will be receiving prescribed medication while attending a Day
Program, one of the split packaged medication may be transferred from the
registered site to the Day Program. The Day Program must have Certified or
licensed staff and possess a Controlled Substances Registration.
(a) A dated medication-release document listing the inventory of all the medication
and amount transferred between the sites must be signed by the Certified or
licensed staff transferring the medication and the Certified or licensed staff
receiving the medication. A copy of the document should be retained at both
locations.
2. If the individual will be receiving prescribed medication while attending a Day
Habilitation (day-hab), one of the split packaged medication may be transferred
from the registered site to the licensed nursing personnel at the Day Habilitation.
(a) A dated medication-release document listing the inventory of all the medication
and amount transferred between the sites must be signed by the Certified or
licensed staff transferring the medication and the licensed staff receiving the
medication. A copy of the document should be retained at both locations.
(b) Day Habilitation regulations do not permit medications to be administered by
Certified staff.
3. If the individual will be receiving prescribed medications while at a relatives home,
one of the split packaged medication may be transferred from the registered site
to the responsible family member/caregiver.
(a) A dated LOA form listing the inventory of all the medication and amount given
to the family member/caregiver must be signed by the Certified or licensed staff
transferring the medication and the responsible family member/caregiver
Page 104 of 174
receiving the medication. A copy of the document should be given to the family
member/care giver and one should be retained by the site.
(b) For home visits, the responsible family member/caregiver should receive some
training on administration of medications and potential side effects from the
Certified or licensed staff accountable for transferring the medication (see
If an individual will be away from their residence for a period of up to 72 hours; will not
be under the staffs direct supervision; and the pharmacist is unable to prepare the
medications, Certified or licensed staff may prepare the medications for the LOA (see
Policy No. 11-3 on page109).
If an individual will be away from the residence or day program with a Certified staff,
and a medication needs to be administered during the absence, medications can be
packaged and administered following the LOA packaging policy.
All routine absences of less than 72 hours and all extended absences of greater than
72 hours require preparation of the medications by a pharmacist.
b. Under no other circumstances does DPH permit the packaging of medications by
Certified or licensed staff.
Unless an individual is learning to self-administer and meets all of the criteria and
requirements noted in section 07 Self Administration of this manual, he/she is not
permitted to package his/her own medication.
Page 105 of 174

POLICY MANUAL
Policy No. & Issue 11-2 Preparation of Medications for LOA
04/97
Whenever possible, a tamper-resistant (i.e. packaged by/received from the pharmacy in

tamper-resistant cassette) container should be used;
a. A separate container must be used for each type of LOA medication.
Packaging in tamper-resistant containers are not required for LOA Schedules II-V
medications, however, as with all medications, only the exact number of doses
necessary for the LOA may be packaged.
Medications for all routine absences of less than 72 hours and all extended absences
(planned or unplanned) of greater than 72 hours must be prepared by a pharmacist.
For unplanned absences of less than 72 hours, medications may be prepared by Certified or
licensed staff.
a. The Certified or Licensed staff who will be administering the medication or transferring
the LOA medication to the responsible family member/caregiver should prepare the
medication and must follow the following procedure:
use an appropriate sized container so that the required information can be put directly
on the container (ask the pharmacist for a supply of containers and blank labels
without the pharmacy name and/or directions);
1. A separate container must be used for each type of LOA medication.
the amount of medication needed for the LOA should be determined and transferred
from the original card or container directly into the LOA container; and
the LOA container should be marked with all the necessary information. This
information should be taken directly from the original medication card or container and
must include at least the following, in accordance with M.G.L. Chapter 94C sec.22,:
1. individuals name;
2. name and strength of medication;
3. directions for usage (clearly stated; including specific doses and dosing times);
4. prescribing health care providers name;
5. date of dispensing;
6. any necessary cautionary statements (e.g., take with food.); and
7. amount of medication in the LOA container.
Individuals are not permitted to repackage medications under the LOA Policy.
a. The LOA Policy may not be used to cover the pre-pouring of medications for the purpose
of training individuals in self-administration (see Policy No. 07-2 on page 48).
Page 106 of 174
Unused oral LOA medications cannot be returned to the program for reuse. Certified and/or
licensed staff must dispose of these medications as per DPH regulation (see Policy No. 10-5
on page 90).
Page 107 of 174
Medications may be administered to individuals accompanied by MAP Certified staff for a

planned LOA vacation provided:
a. the program has a policy which specifies the practice to follow when medications are
administered to individuals during the staffed LOA vacation;
The policy should include administrative procedures to be followed when there is a
medical emergency relating to medication.
1. the policy must include the need for an up to date listing of program staff and MAP
Consultants readily available to Certified/licensed staff
(a) the list should clearly indicate who is to be contacted.
The medications are packaged for the individual(s) by the pharmacy,
1. Licensed/Certified staff should take the medications prepared by the pharmacy, in
a locked box, along with copies of the Health Care Providers orders, medication
administration documentation sheet(s), and medication information sheet(s) to the
vacation location.
b. all policies regarding drug security are observed.
c. the Certified/licensed staff is trained in how the medication is to be administered to the
individual(s) during the staffed LOA vacation (off-site) setting;
The Service Provider should maintain a current list of trained staff. This list should be
available both at the program site and at the Service Providers main office.
The Certified/licensed staff should have available (on-hand) a copy of their current
Certificate/license, as well as, documentation verifying the staff person is able to
administer medications to individuals during the staffed LOA vacation location.
Page 108 of 174

POLICY MANUAL
Policy No. & Issue 11-3 Documentation of LOA
Policy Sources December 1994 MAP Advisory
1997 DMH Memorandum
8/14/97
04/97
9/12/95

1995 DDS Memorandum
When LOA medication is sent with an individual, it must be noted as LOA on the
individuals medication and treatment sheet.
All Schedule II-V medications sent on the LOA must be accounted for in the Countable
Controlled Substances medication count book.
Any LOA oral medication brought back to the site by the individual cannot be used. This
medication must be destroyed and documented in the approved manner.
The individual and his/her responsible party must be provided with written instructions for the
LOA medications and with copies of the medication information sheet(s). This should be
noted in the individuals record.
a. Included in the list of instructions is: who, what, where and how to call for technical
assistance; preparation and other instructions; and special circumstances, if any, for
omission of the medication.
b. The above information is to be reviewed with all parties who will be administering
medication
If this is not possible, then staff should review the information with at least one person
who will be administering medication.
c. The signed LOA form should be kept in the individuals health folder/record.
Following the review of the LOA medication with the individuals family member or
responsible party, both the Certified/licensed staff providing the LOA medication and
instructions and the individuals responsible party receiving the LOA medication and
instructions should sign the form indicating that the medications have been
transferred and accepted.
Page 109 of 174
12
REFILLING PRESCRIPTIONS
Page 110 of 174

POLICY MANUAL
Policy No. & Issue 12-1 Refilling Prescriptions Guidelines
Issued Date: 04/97
In MAP, prescription(s) should be refilled one week before the medication(s) runs out. If this
timeline is not permitted due to insurance coverage, the Service Provider will need to follow
the prescription plan guidelines for the refilling of prescriptions to ensure a sufficient
medication supply.
The Service Provider should have refilling prescription procedures in place for staff to follow.
a. Procedures should include the ordering/reordering and receiving (staff pick up/pharmacy
delivery) of medications.
Page 111 of 174
13
HEALTH CARE PROVIDERS
ORDERS
Page 112 of 174

POLICY MANUAL
Policy No. & Issue 13-1 Transcription, Posting and Verifying of Health Care Providers
Orders
All transcriptions of Health Care Providers orders must be posted and verified. This must be
done by two licensed and/or Certified staff. The following established guidelines must be
followed in transcribing a Health Care Providers Orders:
a. One Certified or licensed staff must transcribe (copy/record) and post the Health Care
Providers order.
The Certified or licensed staff person who transcribes and posts the order(s) must
place a check mark in red, green or other readily distinguished color next to the order
being transcribed. (The color should be designated by the Service Provider and is to
be consistent throughout their sites.). This must be done for each and every order
transcribed.
When all orders have been transcribed from the Health Care Providers order form to
the Medication and Treatment Sheet, the Certified or licensed staff must write
Posted, the date, the time and their name on the order form in the color designated
by the Service Provider.
b. A second Certified or licensed staff must review the orders that were transcribed by the
first staff person.
The Certified or licensed staff person who reviews and verifies the order(s) must
place a check mark in green, red or other readily distinguished color next to the check
mark made be the staff who posted the order. (The color should be designated by the
Service Provider and is consistent throughout their sites).
After reviewing the orders that were transcribed for accuracy, the second Certified or
licensed staff must write Verified, the date, the time and their name on the Health
Care Provider order form in the color designated by the Service Provider.
1. If a second staff person is not scheduled when the orders are transcribed, then the
next Certified or licensed person on duty must follow the verification procedure
described above and must review and verify the orders making the appropriate
notation on the order form.
The Certified or licensed staff person who transcribes the order initially may, if a second staff
person is unavailable, administer the ordered medications before verification is completed.
However, the next Certified or licensed person on duty must verify the orders immediately
upon arrival at the site and prior to administration of the medication(s).
All Certified and licensed staff must compare any change in a medication order with the
Health Care Providers order before administering the medication.
Page 113 of 174
Any Health Care Providers order that is unclear or confusing must be brought to the
attention of the Health Care Provider. The Health Care Provider must explain the order to
the staff before the order is transcribed and the medication is administered. In addition,
written clarification must be obtained from the Health Care Provider within seventy-two hours
of the telephone verification.
Service Providers must have a procedure for assuring that the Health Care Providers orders
are reviewed on a regular basis and consistent with all medications being administered.
Page 114 of 174

POLICY MANUAL
Policy No. & Issue 13-2 Documentation of Health Care Provider Orders
All medication orders must be written on a Health Care Providers order form.
a. Prescriptions may not be substituted for Health Care Provider order forms.
b. Only a licensed practitioner, registered with the state of Massachusetts to prescribe, can
order medication.
Prescription medication ordered for administration by Certified staff must not be
experimental and must be currently approved by the US Food and Drug
Administration for marketing in the United States.
c. Each Health Care Provider Order must specify, at a minimum, the following:
name of the individual;
allergies;
date of the order, including the year;
name of the drug;
dosage;
route of administration;
the number of day(s) the individual can package and hold medication(s) (if the
individual is currently in a self-administration training plan);
the period of time medication is to be administered (if medication is to be ordered
for a set period of time);
1. All pre-test medication orders must specify the period of time of pre-test
administration (i.e., one hour before EEG).
frequency and duration of administration; and
Health Care Providers signature.
1. Electronic Health Care Provider signatures are acceptable by the Departments.
2. An electronic signature is an image of the providers signature.
d. It is suggested that Health Care Provider orders also include the time the order was
written.
All orders for medication shall be noted on a medication and treatment form which contains
at least the following information:
a.
b.
c.
d.
e.
f.
g.
h.
i.
name of the individual;

documented historical allergies of the individual;
name and dosage of medication;
the time(s) the medication should be administered;
by what route the medication is given (oral, optic, rectal, etc.);
acceptable codes (e.g., LOA, P, etc.);
reason for medication being administered;
start and stop dates (if the medication is ordered for a set number of days); and
any special instructions for administration.
Page 115 of 174
Any change in the medication order shall be considered a new order and documented as
such on a medication and treatment form.
All medications whether prescription or nonprescription (OTC / Over the counter) shall be
treated equally, specifically:
a. all medication needs a Health Care Provider's order; and
b. all medication is documented on a medication treatment form.
At any time when there is a change in orders (new drug, dose change, time change, etc.):
a. the change should be communicated to all staff verbally;
b. a progress note should be written in the individual's chart;
c. if indicated, pharmacy labels on the actual medication containers should be flagged by
the approved method; and
The approved method of flagging requires a directions change sticker be affixed to
the medication container in close proximity to the pharmacy label. The sticker
indicates that there is a new Health Care Provider order and that the individuals
record should be checked.
1. A brightly colored sticker may be used in place of a directions change sticker. The
directions change sticker, or the brightly colored sticker, should be adhered to the
medication packaging as to not destroy or obstruct the original pharmacy label yet
have the properties of sufficient chemical adhesion to remain permanently affixed
to the container.
2. Staff are never to write or mark directly on the medication package.
d. the pharmacy contacted regarding the order change.
Monthly orders (computer generated or hand written) should undergo a quality check (i.e., All
orders should be compared to the previous month to ensure accuracy.).
The medication and treatment form should also be compared with the Health Care
Providers orders and the pharmacy labels. (Health Care Providers orders,
medication/treatment forms, and pharmacy labels must all agree or medication may not be
administered until orders are clarified).
a. Monthly medication/treatment administration records (computer generated or hand
written) should undergo a quality check (i.e., all entries should be compared to the Health
Care Providers orders and the previous months records to ensure accuracy).
Accuracy checks require a two (Certified and/or licensed) staff review.
If, for any reason, the medication is not administered as ordered, the reason must be
recorded on the medication treatment form.
a. Blank spaces are not acceptable.
Page 116 of 174

POLICY MANUAL
Policy No. & Issue 13-3 Telephone Orders
1995 DDS Memorandum
9/12/95
Medication changes by telephone are allowed, however, the Departments strongly urge the
use of fax orders in place of telephone orders.
When a Health Care Provider furnishes a telephone order to a residence, or when a

telephone medication change is called in, Certified/licensed staff should document the order.
Documentation should also be completed on the individual's medication and treatment
record.
a. A change in medication orders does not necessarily require that the existing medication
be destroyed. There are situations in which the existing medication can be used, either in
higher or lower dosage or in frequency of administration.
Staff should contact the prescriber, the Service Providers consultant, or the pharmacy
to confirm whether or not the existing medication can be used or must be destroyed.
In addition, the staff person responsible for administering the medication should note
clearly and distinctly on the medication package that there is a new Health Care
Provider order and that the individual's record should be checked by flagging the
medication container label.
1. The approved method of flagging requires a directions change sticker be affixed
to the medication container in close proximity to the pharmacy label. The sticker
(a) A brightly colored sticker may be used in place of a directions change sticker.
(b) The directions change sticker, or the brightly colored sticker, should be
adhered to the medication packaging as to not destroy or obstruct the original
pharmacy label yet have the properties of sufficient chemical adhesion to
remain permanently affixed to the container.
(c) Staff are never to write or mark directly on the medication package label.
A telephone order should be treated as a new order and must be transcribed as such.
a. The Health Care Provider, in most cases, will call the pharmacy to notify them of the
change in order (new drug, dosage change, change of route, etc.).
Additional documentation will be necessary if this takes place.
b. The new Health Care Provider order should also be documented in the individuals
progress notes.
The following are criteria for telephone orders:

a. The Certified/licensed staff who obtains the order, via the telephone, will be responsible
for transcribing the order.
b. The Certified/licensed staff who obtains the order, via the telephone, must reiterate (read
back) the order received to the prescribing Health Care Provider.
Page 117 of 174
c. The new medication must be obtained from the pharmacy at the earliest opportune time.
d. A Health Care Provider's telephone order form must be filled out which contains, at least,
the following information:
identifying site information;
1. address of residence.
2. telephone and fax numbers.
identifying individual information;
1. individuals name.
2. any documented historical allergies.
identifying Health Care Provider information;
1. name of prescribing Health Care Provider.
2. contact information (telephone/fax number).
actual order(s) and/or other instructions;
1. If the individual is currently in a self-administration training program, the number of
day(s) the individual can package and hold the new medication(s) must be
obtained.
2. date of discontinuance (if applicable).
signature of individual obtaining the order; and
date and time order received.
e. All telephone orders must be posted and verified.
In the interests of safety, the Service Provider should ensure that all telephone orders
are verified at the earliest opportune time.
After the order is obtained, and all information is gathered, the original form must be given to,
mailed out, or faxed to the Health Care Provider for his/her signature. (All telephone orders
must be signed by the prescriber within 72 hours.)
a. A copy will remain in the individuals record until the original signed Health Care
Providers copy is obtained.
b. Once the signed Health Care Providers original telephone order is returned the
residence, it must be posted and verified.
Following this, the previous unsigned copy may be discarded.
If at anytime there is a concern or question about the order or the process, the protocol for
technical assistance should be initiated.
A telephone order taken by Certified staff must be verified by a licensed nurse before that
nurse may administer the medication.
a. As evidence, the licensed nurse may use a pharmacy labeled medication container that
complies with regulatory needs.
This label is to be compared with the Health Care Providers order for accuracy.
Page 118 of 174

POLICY MANUAL
Policy No. & Issue 13-4 Exhausting Current Supply of Medication
When the prescribing Health Care Provider orders a change in a current medication, the
program should attempt to obtain the medication ordered from the pharmacy.
At times, due to pharmacy requirements and cost interests, it is acceptable to exhaust the
current supply of the medication when a change in dosage (or a change in the time of
administration) occurs.
a. Verify with the pharmacist that the existing supply of medication may be exhausted in
reference to the new changed prescription.
If the current supply of medication can not be exhausted, the medication as ordered
by the Health Care Provider should be obtained from the pharmacy.
Exhausting the current supply of medication can be done, provided all of the following four(4)
criteria apply:
a. The prescribing Health Care Provider supplies a new written order to the program. (See
Policy No. 13-3 2a.ii on page 117);
b. The pill, capsule, or other vehicle is in a form that allows for easy administration of the
new changed order (i.e., the new dosage is an even multiple (up or down) of the strength
of the medication on hand, as cutting or splitting of medication is not permitted);
For example: The Health Care Provider order for two(2) 10 mg. capsules of a
medication now given two times a day could easily be administered if there was an
increase to three(3) 10 mg. capsules three times a day or a decrease to one(1) 10 mg
capsule two times a day.
1. However, it would not be possible, or allowable; to use the existing supply of
medication in the previous example if the order was changed to one (1) 5 mg
capsule two times a day since cutting or splitting of the 10 mg capsule would be
required.
c. The medication container label has been flagged by the approved method to alert the
staff administering the medication to the new, changed order; and
The approved method of flagging requires a directions change sticker be affixed to
the medication container in close proximity to the pharmacy label. The sticker
1. A brightly colored sticker may be used in place of a directions change sticker. The
directions change sticker, or the brightly colored sticker, should be adhered to the
medication packaging as to not destroy or obstruct the original pharmacy label yet
have the properties of sufficient chemical adhesion to remain permanently affixed
to the container.
2. Staff are never to write or mark directly on the medication package.
d. The medication administration sheet reflects the change by:
Page 119 of 174
indicating the previous order has been discontinued with a stop of the old dosage
and/or change in the time of administration; and
a new entry is transcribed to replicate the new changed order.
Page 120 of 174

POLICY MANUAL
Policy No. & Issue 13-5 Health Care Providers Orders via FAX
Faxed Health Care Providers orders are legal orders and, therefore, are acceptable by the
Departments.
Electronic Health Care Provider signatures are acceptable by the Departments.

a. An electronic signature is an image of the providers signature.
Page 121 of 174

POLICY MANUAL
Policy No. & Issue 13-6 Renewal of Health Care Providers Orders
DMH Licensing and Operational Standards
Health Care Provider orders, including standing orders are valid for one year.
Each individual supported by the Department of Mental Health, who receives psychotropic
medications, shall be seen at clinically appropriate intervals, but at least every three months,
by the Health Care Provider prescribing the psychotropic medications to assess:
a.
b.
c.
d.
e.
the appropriateness of the current medication dosage;

the mixture of medications;
any side effects;
the reason for use of the medication; and
the effectiveness of the medications.
Health Care Provider medication orders must be reconciled during every transition of care
(e.g., transferred to/from a health-care faculty, hospital, nursing home, crisis stabilization
unit,, rehabilitation center, etc.)
a. Medication reconciliation is the process of comparing the individuals medication orders
to all of the medications the individual had previously been taking, and if applicable
formulating a newly reconciled medication listing.
b. Medication reconciliation should be done at every transition of care (prior to
discharge/transfer).
Page 122 of 174
Discharge Orders/Medication Reconciliation (sample guide)

Medication Reconciliation is the process of comparing an individuals new medication orders to all of the
medication orders that were in place prior to the new orders. This must be done during every transition of
care (e.g., transferred to/from a health-care facility, hospital, nursing home, crisis stabilization unit or
rehabilitation center, etc.).
Discharge (new) orders from a Heath Care Facility supersede (take the place of) prior existing orders.
Any discrepancies identified must be immediately brought to the attention of the prescribing Health Care
Provider (HCP). Document that the prescribing HCP has been informed.
Checklist
Before the individual is discharged from the Health Care Facility:

Obtain all HCP orders that were in place prior to the admission (from the individuals home).
Obtain the new HCP medication orders being prescribed (using the Health Care Facility
discharge orders).
Compare the medications on the two sets of HCP orders (new and prior); bear in mind the 5
rights. Pay particular attention to dose and/or frequency changes for medications that appear on
both sets of orders.
If there are discrepancies between the two sets of orders; review these with the HCP prior to
discharge.
Be sure to obtain signed, dated, HCP orders. If there is more than one page of HCP orders,
each page must be signed and dated by the HCP. Electronic Health Care Provider signatures are
acceptable by the Departments. An electronic signature is an image of the providers signature.
Obtain any new prescriptions or ensure that the pharmacy has been notified by the HCP of
any new medication prescriptions.
Once the individual has returned home:

Notify the Primary Care Physician (PCP), and any other prescribing HCP, that the individual
had a transfer of care.
Notify the PCP, and any other prescribing HCP, of any new or changed medication / treatment
orders or previously ordered medications omitted from the Health Care Facility discharge orders.
Obtain from the PCP and any other prescribing HCP, orders to resume any previously
scheduled medications/treatments that they want reordered (and are not on the new Health Care
Facility discharge orders).
Obtain any newly prescribed medication from the pharmacy.
Transcribe, Post, and Verify Health Care Facility Discharge Orders and newly reordered
medications.
Communicate the changes to others involved in supporting individual (e.g., coworkers,
supervisor, day program staff, family members, etc.) according to agency policy.
Page 123 of 174
14
SPECIALIZED TRAINING
PROGRAM
Page 124 of 174

POLICY MANUAL
Policy No. & Issue 14-1 Specialized Training Programs
All trainers must be qualified trainers.

a. Criteria for qualifications are identified in each specific specialized training policy.
All trainers must use the DPH approved specialized training documents.
a. No deviation from the protocols and procedures set forth in the training documents is
permitted.
The regulation found at 105 CMR 700.003(F)(5)(e) requires staff to have successfully
completed a specialized training program prior to administering parenteral drugs generally
intended for self-administration, or drugs administered by gastric tube. Such training
programs must be approved by the Department of Public Health and the Departments of
Mental Health and/or Developmental Services.
With the exception of EpiPen (epinephrine) (see Policy No. 14-2 on page 126) at present
there are no approved specialized training programs for parenteral drugs.
Page 125 of 174

POLICY MANUAL
Policy No. & Issue 14-2 Epinephrine Administration via Auto-injector Device(s)
See forms and instructions on following pages.
Page 126 of 174
Process for Initiating Epinephrine Administration via Auto-injector Device(s)

Curriculum for MAP Certified Staff
All MAP regulations and policies apply to the use of epinephrine administration via pre-filled
auto-injector device(s) curriculum for MAP Certified staff.
MAP Certified staff are to be trained in the use of epinephrine administration via pre-filled
auto-injector devices(s) annually. Certified staff should be approved separately for each
individual at risk of anaphylactic shock, that they work with, who may require epinephrine via
pre-filled auto-injector.
A Health Care Provider, Registered Nurse (RN), Pharmacist, Physician Assistant (PA),
Paramedic, or Emergency Medical Technician (EMT) must conduct the specialized training in
administration of epinephrine via pre-filled auto-injector device.
a. An LPN, who is able to demonstrate initial and continued competence, may provide
subsequent annual Epinephrine Administration via Auto-injector device competency
reviews.
Any epinephrine administration via pre-filled auto-injector device curriculum utilized by a

Service Provider to train MAP Certified staff must contain the following DPH approved
essential components.
a. General synopsis of the use of epinephrine via a pre-filled auto-injector including:
overview of epinephrine;
purpose of the administration of epinephrine via pre-filled auto-injector device;
overview of anaphylactic reaction; and
demonstration of the correct technique used to administer epinephrine via the prefilled auto-injector.
b. General synopsis of how the use of epinephrine administration via pre-filled auto-injector
device relates to the Medication Administration Program (MAP).
c. Individual-specific training regarding administration of epinephrine via pre-filled autoinjector including:
reviewing the signs and symptoms of the individuals allergic response to certain
stimuli;
when to administer epinephrine specific to the individuals Health Care Providers
order; and
following individual-specific health protocols, if applicable.
d. An emergency procedure guideline to follow once epinephrine is administered, including
but not limited to calling 911 and notification of the individuals Health Care Provider.
e. What to do in case of accidental injection to a person.
f. Overview of storage requirements.
g. System for checking the expiration date regularly and replacing the pre-filled auto-injector
when it becomes outdated.
h. Review of proper disposal.
i. Use of standardized Competency Evaluation Tool for Epinephrine Administration via
Auto-injector Device.
Page 127 of 174
The individual-specific Competency Tool must be signed by both the qualified trainer and the
trainee. A signed completed copy of which must be maintained at the program.
a. Staff qualifications to administer epinephrine via pre-filled auto-injector devise(s):
has current MAP Certification in good standing as determined by the Service
Provider;
has current CPR and First Aid certification;
has completed vital signs training with demonstrated competency on a regular basis;
(a) It is recommended that Certified staff who are not monitoring vital signs on a
routine basis be provided a refresher review annually.
has successfully completed individual-specific training to administer epinephrine via
pre-filled auto-injector device conducted by an acknowledged trainer; and
has successfully demonstrated competence in the process of administration of
epinephrine via pre-filled auto-injector device (defined as 100% accuracy) utilizing the
approved Competency Evaluation Tool for Epinephrine Administration via Auto
Injector Device.
Demonstration of the epinephrine administration by the MAP Certified staff must be done as
many times as is necessary to assure competency with the administration. In addition, a
written test may be used by the trainer. The determination of competency is solely the
decision of the trainer.
Individual-specific training and demonstrated competence, using the Competency Evaluation

Tool, must be repeated at least yearly for each qualified MAP Certified staff.
a. An LPN, who is able to demonstrate initial and continued competence, may provide
subsequent annual Epinephrine Administration via Auto-injector device competency
reviews.
Any changes, in the Health Care Provider order for epinephrine use, require a review. This
review, according to the Service Providers policy, must be done prior to allowing
administration of epinephrine via pre-filled auto-injector device by approved staff.
A complete set of written materials used to train staff must be maintained at the program.
Page 128 of 174
REQUIRED
Competency Evaluation Tool for Epinephrine Administration via Auto
Injector Device
Pass (P),
Fail (F),
N/A
Comments
Staff Name:
Individuals Name:
Date:
General Knowledge
Knows that only licensed personnel (nurses) and MAP Certified staff,
who have successfully completed specialized training in medication
administration of epinephrine via pre-filled auto-injector device
training, may administer the epinephrine medication.
Knows that another competency evaluation including a return
demonstration with 100% accuracy must be completed annually.
Knows that all MAP regulations must be followed when administering
epinephrine via pre-filled auto-injector device.
Knows what an auto-injector device is and knows why this individual
has a Health Care Provider order for one.
Knows to compare the Health Care Provider order with the label and
the medication sheet at the beginning of the shift.
Knows to check the epinephrine pre-filled auto-injector device
expiration date at the beginning of the shift.
1.
2.
3.
4.
5.
6.
7.
8.
Knows the epinephrine solution should be clear and colorless.

Knows if the epinephrine solution is brown it is not to be used and
another device obtained.
9.
Knows what an anaphylactic reaction is.
10.
Knows the symptoms of an anaphylactic reaction.
11.
12.
13.
14.
Knows what effect epinephrine has on the body.

Knows the most common effects of epinephrine felt by the individual
after the injection.
Knows why 911 is immediately called following epinephrine
administration and the importance of informing emergency personnel
that epinephrine was administered.
Knows that epinephrine wears off in about 10 to 20 minutes after it is
administered.
15.
Knows the Health Care Provider must be notified.
16.
17.
18.
19.
States other emergency procedure guidelines per agency policy.

States what s/he would do if there were an accidental administration
of epinephrine via pre-filled auto-injector.
Knows storage requirements of the pre-filled epinephrine via autoinjector device; that it is locked, and kept at room temperature away
from heat and sunlight.
Knows disposal requirements specific to the used auto-injector
device(s).
Page 1 of 2
REQUIRED
Pass (P),
Fail (F),
N/A
Comments
Procedure for Return Demonstration of Administration of

Epinephrine via Auto-Injector Device:
Follows all procedures for preparation of medications for
administration according to MAP regulations and policies.
1.
2.
3.
4.
5.
6.
7.
8.
Calls 911 immediately for transportation to emergency room.

After ER personnel arrive and individual is cared for, notifies HCP,
and follows all emergency procedures per the providers policy.
9.
Properly disposes of the used auto-injector.
10.
Documents administration according to MAP regulations and policies.
Informs individual what is being done.

Forms a fist around the pre-filled auto-injector with the tip [usually it is
an orange tip] facing down and pulls off the safety cap. (Knows to
NEVER put fingers over the tip)
Places the pre-filled auto-injector device at a 90-degree angle on the
outer thigh. (Knows it is not necessary to remove clothing since the
auto-injector device is designed to work through clothing.).
With a quick motion, pushes the pre-filled auto-injector firmly against
the outer thigh. (Holds in place and slowly counts to 10 before
removing needle.)
Knows even though a small amount of liquid remains inside the autoinjector after use, the device cannot be used again.
Based on this Competency Evaluation Tool, I, as Trainer, have determined that the Certified Staff Person named below is
competent to administer epinephrine via auto-injector device to the Individual named below.
Name
Individuals Printed
Name
Staff Persons
Signature
Date
Trainers Printed Name
Trainers Phone
Number
Trainers Signature
Date
Page 2 of 2
Epinephrine Auto Injector (EpiPen) Disposal Guidelines
Used EpiPens (EpiPens that have been used for its intended purpose and contain only
Epinephrine residue):
a. MAP Certified/licensed staff should dispose of used EpiPens in a Sharps Container.
Unused/Expired EpiPens (EpiPens that have not had its contents administered):
a. MAP sites should check with the supplier or manufacturer of the EpiPen (supplied for the
individual) to verify the proper classification of its active ingredient. The active ingredient
will impact the disposal requirements for unused EpiPens.
b. Epinephrine is listed as acutely hazardous waste (PO42) under the Massachusetts
Hazardous Waste Regulations (310 CMR 30.136). However, Epinephrine Hydrochloride
is not considered part of the (PO42) Hazard listing.
If the active ingredient is:
1. Epinephrine base: It is a component of the hazardous waste listing.
2. Epinephrine salt (Epinephrine Hydrochloride): It is not a component of the
hazardous waste listing.
c. MAP Certified/licensed staff should dispose of unused/expired EpiPens as follows:
If the active ingredient is Epinephrine salt:
1. Two Certified/licensed staff (of which one of the two is supervisory) should dispose
of the EpiPen in a Sharps Container.
(a) The unused EpiPen should be disposed of in its intact original syringe
(Epinephrine medication still within it).
(b) The contents (Epinephrine medication) should not be squeezed/squirted out of
the syringe.
2. The staff that disposed of the EpiPen should document the disposal on the
Countable Controlled Substance Record.
If the active ingredient is Epinephrine base:
1. Two Certified/licensed staff (of which one of the two is supervisory) should dispose
of the EpiPen in a rigid plastic container marked Hazardous Waste and labeled
Expired EpiPens for Disposal.
(a) The unused EpiPen should be disposed of in its intact original syringe
(Epinephrine medication still within it).
(b) The contents (Epinephrine medication) should not be squeezed/squirted out of
the syringe.
2. The staff that disposed of the EpiPen should document the disposal on the
Controlled Substance Disposal Record Form.
3. Whenever EpiPens are not being added to the Expired EpiPens for Disposal
hazardous waste container, the container should be kept closed (with a tight fitting
cover).
4. The registered site should keep the Expired EpiPens for Disposal hazardous
waste container in a secure area until it can be disposed of at a Household
Hazardous Waste Collection Event or a Household Hazardous Waste Collection
Center.
Page 131 of 174

POLICY MANUAL
Policy No. & Issue 14-3 Administration Via Gastrostomy/Jejunostomy Tube
Medication may be administered to clinically appropriate individuals via a Gastrostomy or

Jejunostomy tube by trained MAP Certified staff (see Policy No. 14-4 on page 133 along with
its applicable forms and instructions).
a. Policy No. 14-4 addresses the administration of medication via gastrostomy or
jejunostomy tube(s) only.
Although not under the jurisdiction of the Medication Administration Program, Certified
staff are permitted to administer prescribed formula and/or water via a Gastrostomy or
Jejunostomy Tube to clinically appropriate individuals (using the bolus, continuous, or
intermittent method).
1. Competency Tools for Bolus and Continuous feedings are included in Policy No.
14-4 for providers to use if desired.
(a) As this procedure is not under the jurisdiction of MAP, these Tools are optional.
b. Certified staff must receive individual-specific specialized training to administer
medications and water flushes via a Gastrostomy or Jejunostomy Tube.
Competency Tools for General knowledge, Water Flushes, and Medication
Administration are required to be completed.
1. Certified staff must be approved separately for each individual with whom he/she
works.
(a) The Required Competency Tools must be completed for each individual,
deemed appropriate for this practice, to whom the Certified staff will be
administering medications.
Page 132 of 174

POLICY MANUAL
Policy No. & Issue 14-4 Medication Administration Via Gastrostomy/Jejunostomy Tube
See forms and instructions on following pages.
Page 133 of 174
Process for Initiating Medication/Tube Feeding via G/J Tube

Curriculum for MAP Certified Staff
Using the Massachusetts Department of Developmental Services Registration Form,

Provider will register the individual who has a G/J tube.
If the Provider wants to train MAP Certified staff to administer medications via G/J tube, they
must submit to DDS written documentation from a licensed Health Care Provider (e.g.,
Physician, Nurse Practitioner), or Registered Nurse that it is appropriate to train MAP
Certified staff to administer medications via the G/J tube to this particular individual.
Provider must include an evaluation of the staffing pattern in the individuals residence. The
G/J tube registration form mentioned in #1 above can be utilized for this purpose.
Once it is determined that an individual with a G/J tube is a clinically appropriate candidate to
have medications administered by MAP Certified staff, any change in their health status
would require that a licensed Health Care Provider or Registered Nurse once again evaluate
the individual. Evaluation is to determine if it is still prudent for MAP Certified staff to
administer medications to the individual via G/J tube.
MAP Certified staff, who are to be trained to administer medications via G/J tube, will be
approved separately for each individual, that that they work with. Each individual must have
been deemed appropriate for this practice.
Specialized training, in administration of medications via G/J tube, must be done by an RN.
Any G/J tube curriculum utilized by a provider to train MAP Certified staff in the
administration of medications via a G/J tube must contain the following DPH approved
essential components:
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
general overview of how G/J tube medication administration relates to MAP;

purpose of G/J tubes;
overview of various kinds of G/J tubes;
overview of different methods of tube feedings (bolus, continuous, intermittent);
importance of clean technique and proper hand washing;
maintenance of G/J tube;
positioning issues with G/J tubes as well as specific positioning instructions for each
individual;
overview of problems associated with a G/J tube including what to do if a G/J tube
becomes dislodged, or a G/J tube occludes (Additionally, an overview of possible
untoward effects experienced by the individual including diarrhea, respiratory difficulty,
vomiting, and insertion site is observed to be red or has drainage.);
any individual specific protocol(s) to manage potential problems;
how to prepare different forms of medication for administration via G/J tube;
safe management and storage of formula and equipment including protocol regarding
length of time a specific formula may hang for a specific individual and reuse of
equipment; and
an individual specific training regarding all of the above including an on-site, individualspecific, demonstration.
Page 134 of 174
The standardized competency evaluation tool should be used.
A complete set of written materials used to train staff must be maintained at the program.
Staff must be qualified to administer medications to an individual with a G/J tube.

a. Staff qualifications include:
has current MAP Certification in good standing as determined by the agency;
has current CPR and First Aid certification;
has completed vital signs training with demonstrated competence on a regular basis;
has successfully completed individual specific training to administer medications via
G/J tube done by an RN following accepted MAP procedures for the administration of
medication; and
has successfully completed a medication administration via G/J tube training with an
RN and has successfully demonstrated competency in this skill. This demonstrated
competency evaluation must be repeated at least every two years to coincide with
MAP Certification or if the health status of the individual changes in such a manner
that the RN deems it is necessary.
MAP Certified staff who are G/J tube approved are not allowed to administer medications via
G/J tube without a competency review by an RN if six or more months have elapsed since
that staff person administered feedings or medications to that individual via a G/J tube. In
State operated community programs this will be monitored by an RN as part of the MAP
oversight review process.
MAP Certified staff responsible for a Medication Occurrence involving the administration of a
medication via G/J tube would be required to have at least a verbal review of the occurrence
with the licensed health care professional responsible for clinical oversight of the G/J tube.
The occurrence must also be reported utilizing the MOR system according to MAP policy.
Changes in medication orders would need to be reviewed, according to the Service
Providers policy, by the licensed health care professional responsible for clinical oversight of
the G/J tube prior to allowing G/J tube approved staff to administer the medication. Additional
training would be provided as appropriate.
If there is no nurse assigned to the program, a licensed Health Care Provider should
evaluate the individual in regards to skin integrity, tube placement, new orders, etc. and
document such findings in the individuals record. This should be done on a regular basis, as
determined by the Health Care Provider, but at least once every three months.
Page 135 of 174
Complete and send to: Health Services Director DDS Central Office 500 Harrison Ave. Boston MA 02118
Massachusetts Department of Developmental Services
Gastrostomy / Jejunostomy Registration Form

Date:
DPH MAP Registration No.
Region:
Area/Facility:
Class Org.:
Site Address:
Provider Agency
Name of Individual with G/J Tube:

Date of Birth:
Soc. Sec. No.:
Type of Tube:
Gastrostomy
Jejunostomy
Date of Placement of G/J Tube

(approximate if necessary):
Reason for Replacement of G/J Tube:

Dysphagia
Chronic Aspiration
Nutrition Concerns
Hydration Concerns
Other:
Unknown
Does this person:
Receive feedings via their G/J tube?
Receive hydration via their G/J tube?
Receive medications via G/J tube?
Have medications administered via G/J tube by licensed person only?
Have medications administered via G/J tube by MAP Certified Staff?
I have evaluated this individual and have determined that it is appropriate at this time for MAP Certified, non-licensed staff to
be trained to administer medications via their:
(Initial One)
Gastrostomy Tube
Jejunostomy Tube
Printed Name of
RN or NP or
Physician
Phone Number
Signature of RN or
NP or Physician
Date
FAX TO: SHARON OXX@ 617-624-7578
REQUIRED
Competency Evaluation Tool for Gastrostomy (G) or Jejunostomy (J) Tube
Medication Administration
Pass (P),
Fail (F),
N/A
Comments
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Staff Name:
Individuals Name:
Date:
General Knowledge
Knows that only licensed personnel (nurses) and MAP Certified staff,
who have successfully completed specialized G or J tube medication
administration training, may administer medications through the G or J
tube.
Knows that another competency evaluation will need to be completed if
a MAP Certified staff person who has successfully completed
specialized training in G or J tube medication administration does not
administer medications via G/J tube to an individual for a period of time
exceeding six months.
Knows that all MAP regulations must be followed when administering
medications via G or J tube.
Knows what gastrostomy and jejunostomy tubes are and why this
individual has one.
Knows a brand of formula should never be changed without a Health
Care Providers order.
Is aware that there are 3 different methods of tube feedings. (Bolus,
Continuous, and Intermittent)
Knows that a method of tube feeding, rate and time may not be
changed without a Health Care Providers order.
Knows that individuals with tube feedings need to be weighed as
directed by RN, NP, or Physician.
Knows why water flushes are needed.
Knows that good hand washing and cleanliness of G/J-tube equipment
is essential in safe administration of tube feedings and medications.
Knows the importance of elevated position of individuals upper body
during feedings, flushes, and medication administration.
Able to state what s/he should do if the feeding tube became dislodged
or appears to have moved in or out of its intended position within the
first 8 weeks of original placement of the tube. (When tract not yet well
established.)
Able to state what s/he should do if the tube became dislodged or
appears to have moved in or out of its intended position, after the first 8
weeks of original placement of the tube. (When tract is well
established.)
Knows the importance of preventing the tube from being pulled.
Able to state what s/he should do if the individual vomits while feeding
is being administered.
Able to state what s/he should do if the individual had breathing
difficulty.
Able to state what s/he should do if the individual had diarrhea.
Able to identify some the causes of vomiting or diarrhea.
Able to state what s/he should do if stoma site is observed to be red,
swollen or has purulent (yellowish or greenish fluid produced by
infection) drainage.
States what s/he would do and look for if pump alarm says the tube is
blocked or that there is an occlusion.
Page 1 of 2
REQUIRED
Pass (P),
Fail (F),
N/A
Comments
Procedure for Medication Administration:

Follows all procedures for preparation of medications for
administration according to MAP regulations and policies.
Washes hands.
1.
2.
3.
4.
5.
Assembles necessary equipment and enough water for pre and post
med flushes.
Prepares medications according to MAP. Shakes suspensions
vigorously before pouring, and crushes pills finely before mixing with
water or other liquid.
6.
Checks G/J tube placement if part of individuals G/J tube protocol.
7.
Positions individual in correct position.
8.
9.
Clamps/pinches G/J tube before unplugging or disconnecting

feeding.
Removes plug or disconnects feeding.
10.
11.
12.
13.
14.
15.
16.
Pours medications into barrel of syringe with 5 ml to 10 ml of water

in-between each type of medication.
Ends medication administration with 20 ml (or instructed amount)
water flush.
Reinserts plug or resumes feeding.
17.
Documents administration according to MAP regulations and policies.
Places plug or hangs feeding bag tubing so that they remain free
from contamination.
Inserts the tip of syringe barrel (which has been separated from
plunger) into the G/J tube, while continuing to pinch off the tube.
Pours 20 ml (or other instructed amount of water) into syringe and
allows it to flow into stomach/intestine. (For J-tube may have to
replace plunger back into barrel and push in gently for each water
flush and medication.)
Pinches off G/J tube just prior to syringe being completely emptied.
Based on this Competency Evaluation Tool, I as RN Trainer have determined that the Certified Staff Person named below is
competent to administer medications via G/J tube to the individual named below.
Name
Individuals Printed
Name
Staff Persons
Signature
Date
RNs Printed Name
RNs Phone Number
RNs Signature
Date
Page 2 of 2
REQUIRED
Water Flushes
Pass (P),
Fail (F),
N/A
Comments
Staff Name:
Individuals Name:
Date:
1.
Procedure for Water Flushes:

Checks Health Care Providers orders.
2.
Washes hands.
3.
Gathers equipment.
4.
Informs individual of what is being done.
5.
Checks placement of tube if part of individuals G/J tube protocol.
6.
7.
8.
Clamps/pinches G/J-tube before unplugging or disconnecting

feeding.
Removes plug or disconnects feeding.
9.
10.
11.
12.
Places plug or hangs feeding bag tubing so that they remain free of
contamination.
While G/J-tube is still clamped/pinched, inserts tip of syringe (which
has been separated from plunger) into G/J tube.
Pours prescribed amount of water into barrel of syringe, unclamps
the tube, and allows water to slowly enter stomach /intestine by
gravity. (For J-tube, may have to replace plunger back into barrel and
push water in gently.)
Clamps tube when syringe has just completely emptied.
13.
Inserts plug or reconnects tube to pump tubing.
14.
15.
If indicatedrechecks setting on pump, turns pump on, and

unclamps tube.
Documents that flush has been given according to MAP regulations
and policies.
competent to administer water flushes via G/J tube to the individual named below.
Name
Individuals Printed
Name
Staff Persons
Signature
Date
RNs Printed Name
RNs Phone Number
RNs Signature
Date
OPTIONAL
Competency Evaluation Tool for Gastrostomy (G) Tube Bolus Feeding
Pass (P),
Fail (F),
N/A
Comments
Staff Name:
Individuals Name:
Date:
1.
Procedure for Bolus Feeding:

2.
Washes hands.
3.
4.
Gathers equipmentCorrect amount of formula, water, 60 ml

catheter tip syringe (with barrel separated from plunger), and clean
towel.
5.
6.
7.
Pinches G-tube before unplugging tube. Removes plug and places

plug so that it remains free of contamination.
Inserts tip of syringe into tube.
8.
9.
10.
11.
12.
Pours prescribed amount of water into syringe, unpinches tube, and

allows water to enter stomach (to flush tube).
Pinches G-tube when syringe has just completely emptied of water.
13.
Reinserts plug prior to unpinching tube.
14.
Documents that feeding has been given.
15.
Ensures that individual sits up for at least 60 minutes after feeding is

complete.
Pours prescribed amount of water into barrel of syringe; unpinches

the tube; allows water to slowly enter stomach by gravity and pinches
the tube just prior to syringe being completely emptied.
Slowly pours formula into barrel of syringe; unpinches the tube to
allow the formula to enter the stomach; continuously refills the barrel
before it completely empties, (to prevent air from entering), until all of
prescribed amount of formula has been poured into the syringe.
Pinches G-tube just prior to syringe being completely emptied.
competent to administer G-tube bolus feedings to the individual named below.
Name
Individuals Printed
Name
Staff Persons
Signature
Date
RNs Printed Name
RNs Phone Number
RNs Signature
Date
OPTIONAL
Continuous Feeding and Discontinuation of Feeding
Pass (P),
Fail (F),
N/A
Comments
Staff Name:
Individuals Name:
Date:
1.
Procedure for Continuous Feedings:

2.
Washes hands.
3.
4.
Gathers equipment and 20 ml (or other amount if specifically

prescribed) water for flush.
5.
6.
Marks label on bag or bottle with current date and time.
7.
8.
Fills feeding bag with no more than 4 hours worth of formula unless
otherwise directed by RN, NP, or Health Care Provider.
Primes tubing before connecting bag to pump.
9.
10.
11.
12.
13.
14.
15.
16.
While G/J tube is still clamped or pinched, places tip of syringe into
G/J tube and pours 20 ml (or other amount if specifically prescribed)
water into barrel of syringe.
Unclamps tube and allows water to slowly enter stomach/intestine by
gravity. (For J-tube, may have to replace plunger back into barrel and
push water in gently.)
Clamps/pinches tube just prior to syringe being completely emptied.
17.
Connects tube to clean feeding bag tubing and unclamps tube.
18.
Rechecks setting on the pump and turns pump on.
19.
Documents that feeding has been hung, the rate of feeding, and how
individual is tolerating procedure.
Clamps feeding bag tubing (of both old and new feeding bags) prior
to removing old feeding bag from pump.
Connects new feeding bag tubing to pump and sets desired rate on
pump.
Clamps/pinches G/J-tube before unplugging or disconnecting tubing.
Removes plug or disconnects feeding. (If using plug, places plug so
that it remain free of contamination.)
Separates barrel from plunger of syringe.
Page 1 of 2
OPTIONAL
Pass (P),
Fail (F),
N/A
Comments
Procedure for Discontinuous Feeding:

Verifies by looking at Health Care Providers orders and MAR sheet
that it is time to stop the feeding.
Washes hands.
1.
2.
3.
4.
Gathers equipment and 20 ml (or other amount if specifically

prescribed) water flush.
5.
Turns off pump.
6.
Clamps or pinches G/J tube.
7.
Clamps or pinches feeding bag tube.
8.
9.
10.
11.
Disconnects tube from feeding bag tubing. (If feeding bag is to be

used again, ensures tubing does not get contaminated.)
While G/J-tube is still clamped/pinched, places tip of syringe (which
has been separated from plunger) into tube.
Pours 20 ml (or other amount if specifically prescribed) of water into
syringe; unclamps tube and allows water to flow into
stomach/intestine by gravity. (For J-tube, may have to replace
plunger back into barrel and push water in gently.)
Clamps/pinches tube just prior to syringe being completely emptied.
12.
Inserts plug.
13.
Unclamps G/J tube.
14.
Checks G/J tube placement by measuring tube.
15.
Documents according to MAP regulations and policies.
competent to administer continuous feedings via G/J and discontinuous feedings via G/J tube to the individual named below.
Name
Individuals Printed
Name
Staff Persons
Signature
Date
RNs Printed Name
RNs Phone Number
RNs Signature
Date
Page 2 of 2
15
DPH
CLINICAL PRACTICE
REVIEW
AND
INSPECTION
Page 143 of 174

POLICY MANUAL
Policy No. & Issue 15-1 Clinical Practice Review and Inspection
Policy Source DPH Policy
For the purpose of evaluating the Medication Administration Program for its safety and
effectiveness, DPH Drug Control Program (DCP) conducts both inspections and clinical
practice reviews.
a. The outcomes of these evaluations facilitate the determination of the areas of strength
and weakness. This in turn allows the Departments to:
develop policy;
revise the curriculum, training and testing; and
address specific concerns raised by the inspections/reviews.
The DPH Inspection conducted by the DCP Inspector is specific to the security and
accountability of controlled substances (prescription medications).
a. The inspection of a site usually takes one to two hours.
The DPH Clinical Practice Review conducted by the DCP Clinical Reviewer for MAP
addresses clinical issues specific to medication administration, practices, and systems as
defined by 105 CMR 700.000 et seq.
a. The review may be done at the Service Providers main office and/or the registered
site(s).
The review at each site varies depending on its size and the complexity of the
individual(s) care.
Page 144 of 174

POLICY MANUAL
Policy No. & Issue 15-2 Clinical Review
The steps of the Department of Public Healths Drug Control Program (DCP) Clinical Review
Process for the Medication Administration Program may be summarized as follows:
a. Service Providers are notified by DPH of the date and time scheduled for a Clinical
Review.
b. The Clinical Review Process is conducted at the Service Providers administrative office
and/or the registered site(s) selected by DPH.
c. Following the Clinical Review, findings are reviewed with the Service Provider.
d. A copy of the Clinical Review findings is subsequently forwarded by DPH to the Service
Provider and DMH, DCF or DDS.
e. The Service Provider is required to submit a plan of correction within 10 days to DPH and
the appropriate licensing/certifying agency (i.e., DMH, DCF or DDS).
f. DMH, DCF or DDS, in consultation with DPH, conducts follow-up as indicated on the plan
of correction.
Page 145 of 174
16
SPECIALIZED SERVICES
Page 146 of 174

POLICY MANUAL
Policy No. & Issue 16-1 Hospice: Protocol for Instituting
In order to institute hospice services and the ensuing policies at a MAP site, the following
protocols and supports must first be put into place.
a. The program/provider must notify the DMH/DCF Area/DDS Regional MAP Coordinator
that hospice services are being initiated at the program site.
b. The Service Provider must identify a Hospice Point Person.
Hospice Point Person (HPP) to act as a liaison or Gate Keeper between
DDS/DMH/DCF, residential and day program staff, school, family and the Hospice
Services.
1. It is recommended that the HPP be a residential supervisor/program director or
nurse employed by the program site/service provider.
Responsibilities of the HPP:
1. establishing a hospice record-keeping process for the program; which would
include:
(a) Communication forms;
(b) Medication administration records;
(c) Health Care Provider (HCP) order forms;
(d) individual health and information record;
(e) consent status; and
(f) end-of-life wishes.
(See Policy No. 16-4 on page 157 Sample Hospice Record Keeping Forms)
2. arranging orientation to hospice services for both program staff, as well as, the
hospice provider;
3. arranging orientation of program staff to hospice record-keeping process and all
mandatory forms (Supporting documentation of said orientation to be maintained
at the program site and to include the name of the trainer, date of orientation, and
staff signatures indicating attendance.);
4. arranging for ongoing review of Reference Sheet for Calling Hospice Nursing (see
Policy No. 16-3 on page 152) and medication progress notes; and
5. establishing and maintaining open lines of communication between all members of
the individuals team including hospice staff.
c. The Service Provider must ensure that orientation to Hospice Services and the
Medication Administration Program has been accomplished.
Orientation to hospice services. Orientation by hospice staff for DMH/DCF/DDS
program staff must include, at a minimum:
1. hospice services available;
2. eligibility criteria for hospice;
3. primary hospice nurse role including:
(a) how to contact;
(b) when to contact; and
Page 147 of 174
(c) hospice home visits.

role of Home Health Aides provided by hospice;
obtaining hospice medications and orders;
Emergency Starter Kit/ Hospice Comfort Care Box;
documentation;
procuring equipment;
spiritual needs;
social services; and
education/ support services available for:
(a) individual;
(b) peers;
(c) roommates;
(d) staff; and
(e) family.
Orientation to Medication Administration Program. Orientation by DDS/DMH/DCF
program staff for hospice staff must include, at a minimum:
1. Hospice Point Person (HPP) role and contact information;
2. overview of how DDS/DMH/DCF programs operate;
3. overview of MAP including specific hospice MAP policies/procedures;
4. review of Emergency Fact Sheet;
5. review of staffing pattern for residence;
6. hospice record keeping mandated by MAP policies;
7. guardianship status/health care proxy status;
8. the individuals wishes for end of life care;
9. DNR status; and
10. program specific information.
4.
5.
6.
7.
8.
9.
10.
11.
Page 148 of 174

POLICY MANUAL
Policy No. & Issue 16-2 Hospice: Exceptions to Other MAP Policies
The following MAP policy exceptions exist for a DDS/DMH/DCF MAP registered site that is
supporting an individual who is receiving services from hospice.
a. A hospice-oriented MAP Certified staff person may accept a PRN order from the Health
Care Provider (HCP) that does not give specific doses as long as:
An Individualized Hospice PRN Medication Observation Protocol Form (see Policy 163 on page 152) has been completed and has been signed by the Health Care
Provider.
1. For example, a hospice-oriented MAP Certified staff person may accept the
following PRN order: MSIR (Morphine Sulfate Immediate Release) oral
concentrate solution 5 mg/0.25 ml. Give 5 mg-30 mg by mouth every 4 hours
PRN for discomfort according to the Individualized Hospice PRN Medication
Observation Protocol.
(See Policy 16-3 on page 152 for further instructions)
(a) In accordance with other DPH policies relative to the management of MSIR
oral concentrate, only unit dose packaging for MSIR oral concentrate is allowed
to be stored at MAP sites.
b. MAP Certified staff may accept a Health Care Provider order relayed to them by a
hospice nurse.
Such orders should be faxed whenever possible. Those orders must still be signed
by the prescribing Health Care Provider within 72 hours.
c. The sealed hospice emergency starter kit or the sealed hospice comfort care box may be
reconciled as one sealed item.
When the Hospice Comfort Care Box or Emergency Starter Kit is brought into the
home in anticipation of increased need for medication supports, it is sealed or locked.
Several of the medications in the box may be countables. Until the box is opened for
use, the program simply needs to document that the box is present and remains
sealed or locked. (See attached sample Sealed Hospice Emergency Starter Kit
Count Sheet on page 151 ) Once the box or kit is unsealed, each countable
medication within the box must be added to the index in the Count Book and the
medications entered onto individual count sheets in the Count Book.
d. MAP Certified staff may care for an individual with a pre-filled automatic medication
infusion device. However, MAP Certified staff may not operate the device including
administration of a bolus or calibration of the device. MAP Certified staff may observe
and report the condition of a pre-filled automatic medication infusion device and insertion
site. Such observations would include but not be limited to noting if the infusion site is
warm, painful, or the infusion device is dislodged. Such observations must be
documented on the Medication Sheet or Progress Note and problems reported to the
hospice nurse immediately. MAP Certified staff must receive training for such
observations and reporting from the Hospice nurse. Documentation of such training must
Page 149 of 174
be maintained at the program and must include the name of the trainer, date of training
and signatures of staff present as proof of attendance.
e. In recognition of the fact that orders can change frequently when an individual is
receiving hospice services, labels on medications for an individual receiving hospice
services may be allowed to state See Health Care Providers orders for further
instructions.
Page 150 of 174
REQUIRED
Sealed Hospice Emergency Starter Kit Count Sheet
(Once Kit has been unsealed, indicate No in Kit Sealed? column and add countables from
the Kit to count book index and count sheet(s).)
Date
Time
Yes
Kit Sealed?
No
Staff coming on duty
Staff going off duty

POLICY MANUAL
Policy No. & Issue 16-3 Hospice: Procedure for Telephone Clarification of PRN Orders
with Dose Ranges
When an individual is receiving hospice services there will be regular on-going

communication between the hospice-oriented MAP Certified staff and the hospice nurse.
a. Frequent communication between MAP Certified staff and the hospice nurse will facilitate
team building and mutual respect and trust.
A vital part of this on-going communication will be the clarification of PRN medication
dosages.
1. Prior to making a change in the previously administered dose of a PRN medication
with dose ranges, the hospice nurse must be consulted for clarification.
Prior to calling the hospice nurse, the hospice-oriented MAP Certified staff must:
a. review the Individualized Hospice PRN Medication Observation Protocol form (See form
on page 154);
b. complete the Reference Sheet for Calling Hospice Nurse form (See form on page 155);
and
c. have the medication progress notes, the Health Care Provider (HCP) orders, and the
individuals medication administration sheet at hand for additional reference.
Once the hospice-oriented MAP Certified staff person has completed the above they must:
a. contact the hospice nurse;
b. identify who they are, the program and the individual receiving hospice services;
c. give a brief description of the individuals current condition using the Reference Sheet for
Calling Hospice Nurse form;
d. review the Health Care Provider (HCP) order;
e. review the Individualized Hospice PRN Medication Observation Protocol form;
f. inform the hospice nurse of their understanding of the HCP order, the individuals current
status relative to the Individualized Hospice PRN Medication Observation Protocol and
the dose they plan to administer;
g. clarify with the hospice nurse the Health Care Provider orders based on their observation
of the individual; and
h. discuss follow-up recommendations with the hospice nurse.
The conversation between the hospice-oriented MAP Certified staff and the hospice nurse
will be documented on the Reference Sheet for Calling Hospice Nurse form and must
include the following information:
a. description of symptoms reported by the MAP Certified staff to the hospice nurse;
b. the hospice nurses Health Care Provider order clarification; and
c. the mutually agreed upon follow-up action.
Page 152 of 174
After administering the medication as agreed, the MAP Certified staff person will document
the administration per MAP protocols/policy.
At the next on-site clinical assessment, the hospice nurse will specifically review all PRN
medication administration documentation as well as other related documentation.
Page 153 of 174
REQUIRED
Individualized Hospice PRN Medication Observation Protocol Form
Individuals Name:
Allergies:
HCP Order and Protocol

Medication:
Dose:
Frequency:
Route:
Reason:
As Evidenced By:
Vital Signs:
Yes:
No If Yes; list parameters and when to call HCP:
HCP Signature:
Date:
Posted:
Date:
Verified:
Date:
HCP Order and Protocol

Medication:
Dose:
Frequency:
Route:
Reason:
As Evidenced By:
Vital Signs:
Yes:
No If Yes; list parameters and when to call HCP:
HCP Signature:
Date:
Posted:
Date:
Verified:
Date:
REQUIRED
Reference Sheet for Calling a Hospice Nurse
Fill in blanks 1 through 10 before calling Hospice Nurse
Date:
Time:
1.
Name of Individual:
2.
3.
Name of Primary Hospice Nurse:

Pain
(May refer to INDIVIDUALIZED HOSPICE PRN MEDICATION OBSERVATION PROTOCOL
Management:
FORM)
4.
a.
Verbal complaints:
b.
Non verbal signs of

discomfort as evidenced by:
List name and time of all medications given, including routine meds:
If PRN pain medication was given, report its effect to the hospice nurse (this should also be documented on the back of
the medication administration sheet along with the Certified staffs name).
5.
Name of PRN
Medication:
Dose:
How long was the individual

comfortable for after last dose?
Current Symptoms:
6.
7.
At:
For:
a.
Nausea/Vomiting:
No
Yes
Evidenced By:
b.
Anxious/Agitated:
No
Yes
Evidenced By:
c.
Respiratory Status:
Gurgling
d.
Vital Signs (if part of INDIVIDUALIZED HOSPICE PRN MEDICATION OBSERVATION PROTOCOL)
Temperature
Pulse
8. Is the individual receiving oxygen?

9.
10.
Noisy
Normal
Fast
Slow
Respiratory Rate
Blood Pressure
No
Yes
If yes, how many liters/minute?
When was their last bowel movement?
Has their overall general appearance changed? Are they more sluggish or drowsy, non responsive?
Describe:
Documentation of conversation between hospice nurse and MAP Certified staff person:
1.
Description of symptoms reported by the MAP Certified staff:
2.
The hospice nurses HCP order clarification:
The mutually agreed upon follow up action::
3.
Hospice Nurse Contacted:

MAP Certified Staff Person:
Reviewed by:
Point Person
Date
Sample Reference Sheet for Calling a Hospice Nurse

Fill in blanks 1 through 10 before calling Hospice Nurse
Date:
4/10/YR
Time:
9:00 PM
1.
Name of Individual:
2.
3.
Name of Primary Hospice Nurse: Susan Carol RN

Pain Management
(May refer to INDIVIDUALIZED HOSPICE PRN MEDICATION OBSERVATION
PROTOCOL FORM)
4.
5.
7.
a.
Verbal
complaints:
b.
Non verbal signs

of discomfort as
evidenced by:
If PRN pain medication was given, report its effect to the hospice nurse (this should also be documented on the back of
the medication administration sheet along with the Certified staffs name).
Morphine sulfate oral concentrate
Dose:
5 mg
At:
5 pm
For:
Abdominal pain
How long was the individual

comfortable for after last dose?
3 hours
Current Symptoms:
a
Nausea/Vomiting:
No Yes
Evidenced By:
.
b
Grabbing at staff, trying to get out of
Anxious/Agitated:
No Yes
Evidenced By:
.
bed
c
Respiratory Status:
Gurgling Noisy Normal Fast Slow
.
d Vital Signs (if part of INDIVIDUALIZED HOSPICE PRN MEDICATION OBSERVATION
. PROTOCOL)
Temperature
Pulse
8. Is the individual receiving oxygen?
9.
10.
I Hurt, I Hurt
Holding stomach, rolling from side to side, crying

Colace 100 mg at 8 pm, Morphine sulfate
List name and time of all medications given, including routine meds:
oral concentrate 5 mg at 5 pm
Name of PRN
Medication:
6.
Jane Doe
Respiratory Rate
26
Blood Pressure
No
Yes
If yes, how many liters/minute?
When was their last bowel movement?

4/10/YR
Has their overall general appearance changed? Are they more sluggish or drowsy, non responsive?
Describe: More restless, sweating
Documentation of conversation between hospice nurse and MAP Certified staff person:
Rolling in bed side to side saying I hurt and
1. Description of symptoms reported by the MAP Certified staff:
holding stomach, crying, alert, sweaty, pain
medication (Morphine sulfate, 5mg) usually works for 4 hours but not this time. Tried to make more comfortable. Can
have up to 30 mg every 4 hours per Doctors orders.
Hospice nurse agreed dose range in order is 5 mg30 mg every 4
2. The hospice nurses HCP order clarification:
hours PRN for abdominal pain.
3. The mutually agreed upon follow up action:
Hospice Nurse Contacted:

MAP Certified Staff Person:
Reviewed by:
MAP Certified staff will administer 10 mg every 4 hours for pain

from now on and report effectiveness to hospice nurse in two
hours.
Sarah Jones, RN
Carol Smith
Carl Steven Program Director

Point Person
June 11,YR
Date
Page 156 of 174

POLICY MANUAL
Policy No. & Issue 16-4 Hospice Sample Record Keeping Forms
PLEASE SEE ATTACHED SAMPLE RECORD KEEPING FORMS.
Page 157 of 174
MEDICATION SHEETS ARE

NOW LOCATED IN
INDIVIDUALS HOSPICE
NOTEBOOK
Individual Information
Individual Information
Health Care Providers Orders
Health Care Providers Orders
Medication Sheets
Medication Sheets
Residence Staff Notes
Residence Staff Notes
Hospice Staff Notes
Hospice Staff Notes
Phone Contact Reference Sheets

Completed
Phone Contact Reference Sheets

Completed
Medication Information
Medication Information
Resource Information
Resource Information
DDS/DNR Policy/Information
DDS/DNR Policy/Information
Care and Comfort Form
Care and Comfort Form
Blank Forms
Blank forms
MAP Hospice Polices
MAP Hospice Policies
OPTIONAL
Admission to Hospice Check Off List
Individuals
Name:
Date of Admission to
Hospice:
Orientation to Hospice
Staff:
Hospice
Personnel:
Hospice Intake Addendum Form

Assign Point Person
Notify Area/Regional MAP Coordinator
Notify Area Office Nurse (if not already involved)
Receipt of Hospice Notebook
Receipt of Starter Kit (if applicable)
Transfer of all Medication Sheets and Health Care Providers Orders from current medication book
to Hospice Notebook
Post and Verify all new orders
Comfort and Care/ DNR Verification Forms (if applicable)
Residential
Program
Original Verification Form
Day Program
Copy of Form***
School
Copy of Form***
Transportation
Service
Copy of Form***
Family
Copy of Form***
***May also use optional original bracelet
OPTIONAL
Contacts
Name of
Individual:
Primary
HCP:
Phone
Number:
Fax
Number:
Hospice
Agency:
Phone
Number:
Primary Hospice
Nurse:
Point Person for

Communicating with
Hospice:
Alternate
Individual when
Point Person is
not available:
Agency
Nurse:
(if applicable)
Phone
Number:
Pager
Number:
Phone
Number:
Pager
Number:
Phone
Number:
Pager
Number:
Phone
Number:
Pager
Number:
OPTIONAL
Sample Hospice Intake Addendum
Individuals Name:
Birth Date:
Address:
Telephone
Number:
Health Insurance:
(Type and Numbers)
Likes to be called:
Soc. Sec. No.:
Religion:
Primary:
Secondary:
Agency Responsible for

Care:
No
If Yes, List Name of Agency:
Agency Point Person:
Agency Telephone Number:
Type of Day Program:
Day Program Contact Person:
DDS/Area Office Nurse:
Telephone Number:
Guardian
Name:
Telephone
Number:
Nursing Support:
Day Program:
No
Yes
Nursing Support:
DDS
Area Office:
Service
Coordinator:
Yes
No
Consent Status:
Yes
Can Give Own

Consent
Consent from
Guardian
Unable to give Own
Consent and No
Guardian
Resuscitation Status:
DNR
Full Resuscitation
Health Care Proxy:
No
Yes
Emergency Contacts
Name:
Telephone
Number:
Name:
Telephone
Number:
Medications:
Pharmacy Name:
Pharmacy Address:
Telephone Number:
If DNR, is Comfort Care

form available?
No
Proxy
Name:
Telephone
Number:
Allergies
Medications:
Food/Environmental:
Type of Reaction:
Medication Sheet/Record Attached

List Attached
Yes
Unknown
Current Medical Problems and Diagnoses:
OPTIONAL
Communication:
Able to
Communicate
Unable to use Call
Bell
Vision:
Normal
Unknown
Normal
Unknown
Padded Side Rails
Hearing:
Supportive
Devices:
Other:
Continent
Other:
Independent/SelfAdministers
Independent
Other
Regular
Thicken Liquid
Toileting Ability:
Medication
Administration:
Dining/Eating:
Diet Texture:
Communication
Difficulties/ Uses
Verbalizations
Only Speaks/
Understands
Foreign Language
Low Vision
Communication
Difficulties/ Uses
Gestures
Unknown
Not able to
Communicate
Needs
Blind
Wears Glasses
Hard of Hearing
Deaf
Hearing Aid
Splints
Braces
Helmet
Unknown
Incontinent
Unknown
Other
None
Catheterized
Totally Dependent
Unknown
Ground
Fed Through Tube
Needs Assistance (2
people or more)
Ambulation AidsWheelchair
Unknown
Needs Assistance
Medicated by Staff
Needs Assistance
Chopped
Other
Puree
Diet Type:
Ambulation:
Personal
Hygiene:
Oral Hygiene:
Head of Bed
Elevated?
Special Needs:
Pain Response:
IndependentSteady
Ambulation AidsWalker
Non-Ambulatory
IndependentUnsteady
Ambulation AidsCane
Other:
Needs Assistance
(1 person)
Ambulation AidsCrutches
Independent
Special Needs
Other
Independent
No
Special Needs
Yes
Other
Behavior/Rituals:
Likes:
Dislikes:
Special
Communication
Device/Method:
Typical
Please Explain:
Unique
Health Care Providers

Type/Specialty
Telephone
Name
Street Address
City
State
Zip
Number
Fax
Number
Primary Care
Dental Care
Eye Care
Additional Information:
Completed By:
Date:
Relationship to the Individual:
OPTIONAL
Health Care Providers Order Form
Name:
Birth Date:
Telephone
Number:
Address:
Allergies:
Pharmacy:
Name of Medication
Dose
Frequency and Duration
Route
Reason for Medication:

Preparation and other Special Instructions:
If vital signs are indicated, Please give parameters and when to notify Health Care Provider:
If Accidentally Omitted:
Name of Medication
Dose
Route

Name of Medication
Dose
Route

HCP Signature:
Posted:
Staff Signature:
Verified:
Staff Signature:
Date:
Date:
Time:
Date:
Time:
OPTIONAL
Health Care Providers Order Form (2)
Name:
Birth Date:
Telephone
Number:
Address:
Allergies:
Pharmacy:
Name of Medication
Dose
Route

Name of Medication
Dose
Route

Name of Medication
Dose
Route

HCP Signature:
Posted:
Staff Signature:
Verified:
Staff Signature:
Date:
Date:
Time:
Date:
Time:
OPTIONAL
Clinical Progress Note
Name:
Progress Note Entry

(Please Remember to Sign all Entries with Legal Signature)
Date:
Time:
OPTIONAL
Hospice Medication Sheet
Name of Individual:
Month and Year:
Allergies:
Day of Month (See entry Codes below *)

Generic:
Hour
Brand:
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
22
23
24
25
26
27
28
29
30
31
22
23
24
25
26
27
28
29
30
31
Strength:
Dose:
Amount:
Route:
Frequency:
Start:
Stop:
Generic:
Special Instructions/Precautions:
1
Hour
Brand:

7
10
11
12
13
14
15
16
17
18
19
20
21
Strength:
Dose:
Amount:
Route:
Frequency:
Start:
Stop:
Generic:
1
Hour
Brand:

7
10
11
12
13
14
15
16
17
18
19
20
21
Strength:
Dose:
Amount:
Route:
Frequency:
Start:
Stop:
Initial
Site Address:
Signature

Initial
Signature
* Codes
Stands For
LOA
Leave of Absence
Circle Initial
Med Not Given
DP
Day Program
Packaging Observed
Hospital
OPTIONAL
Pain Review for Individual with Dementia or are Non-verbal
Individuals Name:
Date:
Time:
Assessed By:
Directions:
Circle any behaviors that you observe in this individual. Indicate if this behavior has:
Increased (I), Decreased (D) or Remained the Same (S) since the individual was last observed.
Symptoms:
Agitation
Symptoms:
Guarding
Symptoms:
Facial Expression
Restlessness
Self-bracing
Wincing
Draws up legs
Splinting
Grimacing
Stretches
Guarding Limbs
Grating Teeth
Disrobes
Scooting
Repetitive
Movements
Wrenching Hands
Rigidness
Face Muscles
Tighten
Blinks Rapidly
Closes Eyes
Rocking
Stays in One
Position
Gait Changes
Wrinkles Brows
Rubbing a Body
Area
Tapping Feet
Refuses to Walk
Flushed Look
Refuses to Move
Anxious
Sliding
Symptoms:
Verbalizations
Symptoms:
Aggression
Complains of Pain
(where and how
strong)
Yelling
Moaning
Groaning
Symptoms:
Resistance to Care
Striking out
Holds onto Bed Rails
Pinching
Grabs Staff
Hitting
Pushes Staff Away
Biting
Refuses Care
Swearing
Scratching
Refuses to Move
Whimpering
Pulling on Staff
arms, clothes,
shoulders etc
Stiffens when being

moved of touched
Screaming Out
Refuses to speak
Symptoms:
Non-Sociable
Behavior
Refusing to Attend
Activities
Self Imposing
Isolation
Refuses to
Communicate in
Social Situations
Refuses to Eat in
Dining Room
Refuses to attend
Outings
Symptoms:
Other
Sleeping Problems
Difficulty Breathing
Vital Sign Changes
Perspires Heavily
Decreased Eating
Is individual receiving nutritional feedings

via a G/J tube? No
Yes
17
RESOURCES
Page 169 of 174

POLICY MANUAL
Policy No. & Issue 17-1 Contacts
The following are central state agency and other contacts for MAP.
State agency contact information is also available on agency websites through the
Massachusetts portal at: www.mass.gov
Department of Public Health (DPH):
Drug Control Program
99 Chauncy Street
Boston, MA 02111
Phone: (617) 983-6700
Fax: (617) 753-8046
MOR Hotline: (617) 983-6782
www.mass.gov/dph/dcp
Department of Public Health (DPH):
DPH Clinical Reviewer
99 Chauncy Street
Boston, MA 02111
Phone: (617) 753-7315
Fax: (617) 753-8046
www.mass.gov/dph/dcp
Department of Mental Health (DMH):
Statewide MAP Director
Department of Mental Health
25 Staniford Street
Boston, MA 02114
Phone: (617) 626-8070
Fax: (617) 626-8077
www.mass.gov/dmh
Page 170 of 174
Department of Developmental Services (DDS):

Director of Health Services
Department of Developmental Services
500 Harrison Avenue
Boston, MA 02118
Phone: (617) 624-7792
Fax: (617) 624-7577
www.mass.gov/dds
CLIA
Clinical Laboratory Program
99 Chauncy Street
Boston, MA 02111
Phone: (617) 753-8438
Fax: (617)-753-8240
www.mass.gov/dph/clp
Board of Registration in Medicine
200 Harvard Mill Square, Suite 330
Wakefield, MA 01880
Phone: (781) 876-8200
Fax: (781) 876-8383
Consumer Hotline: (800) 377-0550
www.mass.gov/massmedboard
Board of Registration in Nursing:
239 Causeway Street, Suite 500, 5th Floor
Boston, Massachusetts 02114
Phone: (800)-414-0168 or (617)-973-0900
Fax: (617)-973-0984
www.mass.gov/dph/boards/rn
Board of Registration in Pharmacy:
Boston, MA 02114
Phone: (800) 414-0168
Fax: (617) 973-0983
Complaint Questions: (617) 973-0865
www.mass.gov/dph/boards/pharmacy
Page 171 of 174
Division of Health Professions Licensure

Boston, MA 02114
Phone: (800) 414-0168
www.mass.gov/dph/boards
D &S Diversified Technologies, LLP dba HEADMASTER, LLP (D&SDT):
333 Oakland Ave.
PO Box 418
Findlay, OH 45840
Toll Free: 1-(877)-851-2355
Fax: (419)-422-7395
Email: hdmastereast@hdmaster.com
www.hdmaster.com
Department of Children and Families
600 Washington Street
Boston, MA 02111
Phone: (617) 748-2000
http://www.mass.gov/dcf
Caring Together Website
http://www.mass.gov/eohhs/gov/commissions-andinitiatives/caring-together/
Page 172 of 174

POLICY MANUAL
Policy No. & Issue 17-2 MAP Advisory Group
Purpose: The Medication Administration Program Advisory Group advises the Departments
of Public Health, Mental Health, Department of Children and Families, and Developmental
Services on policy development for MAP.
Membership: The Advisory Group is comprised of representatives of state agencies,

legislators, Service Providers, professional organizations, bargaining units, and other
interested parties. Membership is open to anyone with an interest in MAP.
Meetings: Advisory Group meetings provide a forum for exchange of information, discussion
of policy issues, development of recommendations for program improvement and review of
policies. Drafts of policies and other documents are routinely circulated among members, at
meetings and through mailings, to solicit comments prior to finalization and general
dissemination.
Schedule of meetings: The Advisory Group meets as needed to address emerging policy
issues in MAP. Announcements of meetings are sent to all members. Attendance at
meetings is voluntary and is not necessary to obtain information or provide comments on
MAP. Requests for information and offers of feedback and input are always welcome.
Contacts: For further information on the Advisory Group or to request to be added to the
membership list, please contact the DPH MAP Clinical Reviewer. For general questions or
comments on MAP, please get in touch with any of the appropriate designated personnel. To
find these contacts please see Policy No. 17-1 on page 170.
Page 173 of 174

POLICY MANUAL
Policy No. & Issue 17-3 Publications
The following MAP publications are available through the sources listed:
Publication:
Source1:
Map Policy Manual
Area and Regional MAP Coordinators; State

agency contacts; DPH/DCP Website
MAP Curriculum (MAP Training Manual)
Area and Regional MAP Coordinators
The Medication Administration Program: An

Introduction
Area and Regional MAP Coordinators;

DPH/DCP Website
Technical Assistance Tool
Area and Regional MAP Coordinators
State Agency websites may be accessed through the Massachusetts portal at [www.mass.gov] (SEE POLICY NO. 17-1ON PAGE
170)
Page 174 of 174

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The Commonwealth of Massachusetts

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MAP Policy Manual

09-3 Requirements for Reporting Medication Occurrences..................................................................72

16-2 Hospice: Exceptions to Other MAP Policies...............................................................................145

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

A Program Site may elect to keep a virtual electronic copy provided:

latest version is readily accessible;

DCP MAP Policy Manual 10/01/13

Health Care Provider: A Massachusetts practitioner (e.g., physician, dentist, podiatrist,

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

DCP MAP Policy Manual 10/01/13

medications are no longer stored at that site;

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

DCP MAP Policy Manual 10/01/13

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

Staff must be at least eighteen years of age to be Certified to administer medications.

D&S Diversified Technologies conducts all initial MAP Certification Testing.

Upon completion of an approved MAP Certification Training Class and attaining a

DCP MAP Policy Manual 10/01/13

During this period of time staff may not administer medications.

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

Community programs are required to maintain acceptable proof of MAP Certification.

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

A persons Certification may be revoked in accordance with regulations of the Department

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

APPLICATIONS FOR MAP TESTING MAY BE DOWNLOADED FROM THE D&S

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

Last Revision Date: 10/01/13

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

The MAP Recertification Process should be completed in one of two ways:

DCP MAP Policy Manual 10/01/13

MEDICATION ADMINISTRATION PROGRAM

Staff may be reassessed for Recertification by either process (D&S Diversified

DCP MAP Policy Manual 10/01/13

PROCEDURE FOR MAP RECERTIFICATION

Upon D&S Diversified Technologies acceptance of the application;

At the D&S Diversified Technologies Site

Following the D&S Diversified Technologies Test

DCP MAP Policy Manual 10/01/13

PROCEDURE FOR MAP RECERTIFICATION

DCP MAP Policy Manual 10/01/13

DCP MAP Policy Manual 10/01/13

DCP MAP Policy Manual 10/01/13