Accurate and accessible medical records are essential for safe, compliant care in today’s complex long-term care environments—especially in settings serving residents with intellectual and developmental disabilities (IDD), behavioral health conditions, and chronic medical needs. At Park Shore Pharmacon, we deliver a robust digital infrastructure to manage comprehensive medical records for I/DD waiver group homes, intermediate care facilities, assisted living communities, and other specialized care settings across Florida.
At Park Shore Pharmacon, we provide a robust digital infrastructure to support comprehensive Medical Records management for assisted living facilities, skilled nursing homes, group homes, and adult day programs across Florida.
Our Medical Records solutions are designed to simplify workflows, ensure regulatory compliance, and enhance communication between pharmacy, facility staff, physicians, and families. With decades of experience and a deep understanding of long-term care operations, Park Shore Pharmacon delivers a seamless, secure, and scalable Medical Records system tailored to your organization’s needs. We specialize in supporting I/DD waiver group homes, intermediate care facilities, behavioral health residences, and other complex care environments.
Whether you’re preparing for a state inspection, adjusting a prescription order, or coordinating care between multiple providers, our Medical Records solutions give your team the tools to act confidently and quickly.
Physician Order Sheets (POS): The Foundation of Medical Clarity
Physician Order Sheets (POS) play a central role in ensuring safe, organized, and effective care within any long-term care facility. These documents serve as the primary reference for a resident’s prescribed medications, therapies, and treatment instructions. At Park Shore Pharmacon, we take this responsibility seriously by providing and managing accurate, up-to-date digital POS records for every individual under your care.
POS is fully compliant with Florida regulatory requirements and designed to streamline chart audits and state inspections. It integrates seamlessly with leading platforms like PointClickCare, QuickMar, and Therap. Our digital POS system is designed to support seamless coordination between the pharmacy, medical staff, and facility caregivers. Each order sheet is maintained in a standardized digital format, which reduces inconsistencies and improves clarity across departments. The information is directly integrated with most electronic medication administration record (eMAR) and electronic health record (EHR) platforms, allowing for immediate access and real-time visibility across systems.
Each update to the POS is timestamped and electronically signed by the prescribing physician, ensuring that all changes are documented clearly and traceable for compliance. Both facility staff and Park Shore’s pharmacy team can view and reference the most current version at any time, eliminating delays and reducing the risk of outdated or incomplete information influencing care decisions.
This centralized, digital approach helps prevent transcription mistakes, communication breakdowns, and confusion caused by illegible handwriting or outdated paper records. It also simplifies preparation for regulatory inspections, surveys, and internal chart audits, offering a clear audit trail and immediate access to current physician orders.
By leveraging technology to enhance accuracy and accessibility, Park Shore Pharmacon’s POS management system brings structure, transparency, and peace of mind to your medication administration process. Whether for daily care routines or long-term planning, having a clear and accessible Physician Order Sheet is essential—and we make sure it’s always ready, reliable, and up to date.
Medication Administration Records (MARs): Real-Time Tracking for Safer Care
Medication Administration Records (MARs) are essential to delivering safe and accurate care in any long-term care setting. These records serve as a detailed log of each medication administered, allowing care teams to track dosing history, verify compliance, and identify any missed or delayed doses. At Park Shore Pharmacon, we offer a digital MAR system designed to support real-time documentation and streamline communication between pharmacy and facility staff.
Our MAR platform enables caregivers to document medication administration the moment it occurs. Each entry is instantly recorded, reducing the risk of missed doses or undocumented errors. The system also pulls data directly from pharmacy point-of-sale (POS) entries, creating a seamless link between prescription fulfillment and on-site medication management. This automation ensures that medication lists are always up to date without requiring manual data entry.
Built-in alerts notify staff of any missed doses and allow them to add explanatory notes for review. This feature not only improves internal accountability but also supports external audits and state compliance. The user-friendly interface is designed specifically for caregivers and nursing staff, making it easy to navigate during routine med passes or shift transitions.
By integrating digital MARs into the broader medication management process, Park Shore Pharmacon helps facilities reduce paperwork, enhance communication, and prioritize resident safety. Whether your team is managing complex medication schedules or simply looking for more accurate records, our MAR system provides the tools needed to improve oversight, reduce risk, and promote high-quality care.
Combo Sheets (POS + MAR): Simplifying Documentation for I/DD and Complex Care Settings
In long-term care, maintaining accurate and organized medication records is essential—not only for daily operations but also for compliance and audits. To simplify the process and eliminate duplicate documentation, Park Shore Pharmacon offers Combo Sheets, which combine the Physician Order Sheet (POS) and Medication Administration Record (MAR) into one streamlined document.
This integrated format gives your staff a complete view of both prescribed medications and their administration history in a single, easy-to-reference location. It minimizes the need to cross-check multiple forms, saving valuable time and reducing the likelihood of discrepancies between physician orders and recorded doses.
Combo Sheets are especially helpful when onboarding new employees or temporary staff, as they provide a clear, consolidated overview that simplifies the learning curve. During inspections or state surveys, these documents also help administrators respond quickly to requests for records, as everything needed is readily available and clearly organized.
By aligning orders with administration records, Combo Sheets help prevent transcription errors, missed updates, and miscommunication between shifts. This not only improves workflow but also supports higher standards of resident safety and regulatory compliance.
Whether your facility is preparing for an audit or simply looking to reduce paperwork, Combo Sheets are an effective solution. They bring clarity to medication tracking, enhance record consistency, and reduce administrative strain on your team.
Park Shore Pharmacon provides customized Combo Sheets tailored to your medication schedules and charting preferences—making your documentation process more efficient, compliant, and easy to manage from day to day.
Digital Patient Profiles: One-Stop Access to All Medication Information
At Park Shore Pharmacon, we believe that clear, accessible information is key to providing high-quality care. That’s why our Medical Records system features comprehensive Digital Patient Profiles for every resident we serve. These centralized profiles act as a single source of truth for all medication-related data, updated in real time and accessible to both pharmacy teams and authorized facility staff. Digital Resident Profiles provide one-click access to all medication-related details—current prescriptions, allergy alerts, drug interaction warnings, and documentation history—ensuring safer and more efficient care for every resident.
Digital Patient Profiles improve communication, enhance safety, and support more efficient care coordination. With all essential details in one secure location, your team can make faster, more informed decisions—whether during routine med passes, shift changes, or in emergency situations.
Each profile is thoughtfully organized to include:
A full list of current prescriptions, complete with dosage instructions and scheduled administration times
Documented allergies, drug interactions, and contraindications that alert staff to potential risks
A record of previous medication changes, including start and stop dates, to track treatment history
Physician information and emergency contacts to streamline communication in urgent scenarios
Notes and special instructions logged by pharmacy staff or facility caregivers
By consolidating this information digitally, we reduce the need for paper records and minimize the chances of missing or outdated data. The system updates instantly with each prescription change, ensuring that the information you rely on is always accurate and current.
With Park Shore Pharmacon’s Digital Patient Profiles, your team gains confidence, clarity, and the ability to deliver safe, consistent care—no matter the time of day or complexity of a resident’s medication regimen.
Resident Education Sheets and Drug Monographs: Information That Empowers
Education is an essential part of resident safety. Park Shore Pharmacon provides Digital Access to Resident Education Sheets and Drug Monographs within each resident’s Medical Records. Designed for caregivers and direct support professionals, these education sheets explain medication purposes, potential side effects, and safe administration guidelines—helping staff deliver confident, informed care.
This resource gives caregivers and family members a better understanding of what each medication does, its side effects, and proper handling procedures.
What’s included:
Drug purpose and class
Each education sheet explains the medication’s therapeutic purpose and drug class, helping caregivers and families understand why it’s prescribed and how it supports the resident’s health.
Side effect profiles
Detailed descriptions of common and serious side effects allow caregivers to monitor residents more effectively and respond quickly to adverse reactions or unexpected changes in condition.
Administration tips
Clear, easy-to-follow instructions on how to administer the medication properly—including whether it should be taken with food, shaken before use, or avoided with certain drinks.
Warnings and interactions
Important alerts about drug interactions, contraindications, and usage warnings are included to prevent complications and ensure the medication is used safely within the resident’s regimen.
Visual pill identification
Images and physical descriptions of each medication help caregivers confirm the correct pill before administration, reducing the chance of errors and enhancing medication pass accuracy.
Empowered caregivers make safer decisions—and our records system ensures that the right information is always just a click away.
Digital Control Count Sheets: Medication Accountability at Your Fingertips
Narcotics and controlled substances require special documentation and tracking. Our Medical Records system includes Digital Control Count Sheets that provide a secure and auditable method of logging every administration, return, and destruction of these medications.
Features:
Double-signature electronic logs
Our system requires dual electronic signatures for every administration, ensuring that two authorized staff members verify each entry for enhanced security and regulatory compliance.
Time-stamped entries
Each action—whether it’s administration, return, or destruction—is automatically time-stamped, creating a detailed audit trail that ensures full transparency and accountability at all times.
Inventory balance calculations
The system automatically calculates and updates inventory levels in real time, reducing manual errors and allowing staff to track remaining quantities with total accuracy.
Medication discrepancy alerts
Immediate alerts notify staff of any mismatches in expected inventory, helping to identify issues quickly and reduce the risk of diversion or improper handling.
Digital Control Count Sheets give facilities the tools to comply with DEA regulations and state inspection requirements with confidence.
Electronic Destruction Records: Secure and Compliant Medication Disposal
Proper medication disposal is a critical component of pharmaceutical compliance and safety within long-term care settings. At Park Shore Pharmacon, we understand that simply discarding unused or expired medications isn’t enough—every step must be documented clearly and securely. That’s why our Medical Records system includes Electronic Destruction Records, giving your facility a reliable way to track and verify all medication disposals.
These records provide detailed documentation for each destroyed medication, including the name of the drug, the exact quantity removed from inventory, and the justification for its destruction—whether due to expiration, discontinuation, or resident discharge. Additionally, the records note the specific disposal method used, in alignment with federal and state guidelines, including DEA and OSHA standards.
Each destruction event is verified with authorized staff signatures and accurate date and time stamps, ensuring accountability and traceability. This level of documentation helps facilities stay fully prepared for inspections and audits, reducing the risk of penalties or compliance gaps. It also enhances operational transparency by maintaining a clear chain of custody for all medications removed from circulation.
Electronic Destruction Records also align with broader environmental and safety initiatives by encouraging responsible disposal practices and reducing the potential for diversion or contamination. By integrating this feature directly into your facility’s workflow, Park Shore Pharmacon makes it easier to maintain high standards of care while protecting both your residents and the environment.
With secure, real-time logging and accessible reports, your staff can confidently manage pharmaceutical waste with efficiency and precision.
Electronic Refill Requests: Simplifying the Reordering Process
Managing prescription refills is a crucial part of maintaining consistent care, but it doesn’t have to be time-consuming or complicated. At Park Shore Pharmacon, we offer an advanced Electronic Refill Requests system designed to make the reordering process faster, easier, and more reliable for your staff. Especially valuable for facilities managing residents with frequent medication adjustments, including psychotropics and seizure therapies.
Rather than relying on outdated methods like phone calls, handwritten logs, or faxed requests, your team can submit refill orders directly through our secure online portal. This digital solution ensures timely communication, reduces administrative burden, and allows staff to focus more on resident care.
Available around the clock, the system allows refill requests to be submitted at any time—no need to wait for business hours. Facility staff can also monitor the status of their requests in real time, whether they’re pending, approved, or completed, offering full visibility and peace of mind.
To streamline the process further, our platform pulls directly from the resident’s prescription history. This auto-fill feature saves time and minimizes the potential for errors by pre-populating refill requests with accurate, up-to-date information.
Built-in communication features enable direct messaging between your staff and our pharmacy team. Any notes, questions, or clarifications can be handled within the platform, eliminating the back-and-forth of phone tag or lost paperwork.
Overall, our Electronic Refill Requests system enhances medication continuity, improves operational efficiency, and supports better coordination between care teams and pharmacy services. With Park Shore Pharmacon, you get a smarter way to manage refills—one that reduces delays and strengthens resident care.
Mobile-Friendly Refill Request Platform: Access Anywhere, Anytime
At Park Shore Pharmacon, we understand that today’s caregivers need flexibility and speed when managing medications. That’s why our refill request platform is fully mobile-friendly. Whether your staff is using a tablet, smartphone, or desktop computer, they can easily submit, track, and confirm refill requests anytime, from anywhere, without delay.
- Intuitive user interface
Our platform is designed to be straightforward and easy to navigate, so staff members can quickly learn how to use it without extensive training or technical expertise. - Touchscreen compatibility
Whether on a tablet or smartphone, the system responds effortlessly to touch inputs, allowing for fast, efficient data entry during rounds or mobile care visits. - Secure login and HIPAA compliance
We prioritize data security. All user access is protected by secure login protocols, ensuring compliance with HIPAA regulations to protect resident confidentiality and health information. - Synchronizes with facility shift changes
The system updates in real-time, allowing staff across multiple shifts to view the latest refill activity and communication notes, ensuring continuous coordination of care.
Whether your team is at the nurse’s station, conducting rounds, or making a home visit, our mobile-friendly refill platform keeps them connected to vital pharmacy services at all times.
Digital Management of Prescription Copies: A Paperless, Powerful Tool
In today’s fast-paced care environments, relying on paper records can slow down workflows and increase the risk of lost or incomplete documentation. Park Shore Pharmacon’s Digital Management of Prescription Copies eliminates the need for manual tracking by giving facilities instant, secure access to physician-signed scripts through our Medical Records portal.
- Audit preparation
Quickly retrieve and print prescription copies during audits, helping staff present accurate documentation with ease and avoid scrambling for last-minute paperwork. - Compliance documentation
Maintain up-to-date records for internal reviews or external inspections, supporting adherence to state and federal healthcare regulations without relying on physical files. - Resident transfers between facilities
Easily forward signed prescriptions to the next care provider, ensuring continuity and reducing delays when a resident moves to another care setting or level of service. - Backup access in case of system interruptions
Secure, cloud-based storage ensures that your facility can still access prescription records even during technical issues, network outages, or hardware failures.
This feature drastically improves medication documentation accessibility.
Access Original Prescriptions 24/7: Always Available When You Need Them
In long-term care, urgent situations can arise at any hour. Whether you’re responding to an unexpected hospitalization, conducting a late-night medication review, or preparing for an early morning audit, having immediate access to original prescription records is critical. That’s why Park Shore Pharmacon provides 24/7 digital access to secure prescription documentation through our advanced records system.
Our platform stores high-resolution, timestamped PDF copies of each original prescription, allowing authorized personnel to retrieve complete, unaltered documentation at any time. This ensures continuity of care and supports quick, informed decisions when timing is crucial. Whether you’re in a nurse’s station, an administrative office, or working remotely, access is always just a few clicks away.
The system is built for multi-user access with customizable permission levels, so staff from different departments can view relevant information without compromising data integrity or confidentiality. Full cross-platform support allows users to log in from desktop computers, tablets, or smartphones, offering flexibility across all levels of care and facility operations.
For added peace of mind, all prescription records are encrypted and backed up, ensuring compliance with state and federal legal requirements. This safeguard not only meets documentation standards but also protects against data loss in the event of technical issues.
At Park Shore Pharmacon, we believe reliable access to prescription information is essential for safe, responsive care. Our 24/7 digital record system gives your team the confidence and tools needed to stay prepared—no matter the hour or circumstance.
Why Park Shore Pharmacon is the Leader in Medical Records Management
At Park Shore Pharmacon, we don’t just manage medications—we manage the flow of information that keeps your facility running safely and smoothly. Our Medical Records system is built specifically for long-term care settings, with the tools your team needs to stay compliant, efficient, and informed. Every log—whether for controlled substances, medication destruction, or prescription copies—is stored digitally for quick retrieval during AHCA surveys, state audits, and compliance reviews.
With us, you get:
Fully digital records management
Our system eliminates paper trails by digitizing all prescription records, refill logs, and communications, making documentation easier to access, update, and securely store long-term.
Seamless pharmacy-facility communication
We streamline coordination by connecting your staff directly with our pharmacy team, ensuring quick clarification, order changes, and updates with minimal delays or confusion.
Real-time updates and remote access
Staff can view the most current prescription information, medication changes, and alerts anytime, from any location, ensuring timely decisions and uninterrupted care.
Secure HIPAA-compliant platforms
Our system uses advanced encryption and strict access controls to meet HIPAA regulations, protecting sensitive patient data while maintaining full legal and ethical compliance.
Support for surveys, audits, and daily operations
Be ready for anything with instant access to records that support daily care tasks, compliance reviews, external audits, and state or federal health surveys.
Our mission is to empower your staff and protect your residents by giving you the most complete, responsive Medical Records platform available in long-term care pharmacy today.
Common Questions About Medical Records
What types of Medical Records does Park Shore Pharmacon provide?
We provide POS, MARs, Combo Sheets, digital patient profiles, education sheets, refill tracking, destruction records, and more—all securely stored and easily accessible.
Can I access records from mobile devices?
Yes. Our Medical Records system is mobile-friendly and HIPAA-compliant, allowing access from tablets, smartphones, and desktops.
How are refill requests submitted?
Refills can be requested electronically via our secure portal 24/7, and each request is tracked and confirmed by our pharmacy team.
Are controlled substances tracked digitally?
Absolutely. We use digital control count sheets and electronic logs for every administration, return, or destruction of controlled medications.
What if I need a prescription copy for an audit or transfer?
Our platform stores every original prescription digitally and allows 24/7 access for authorized personnel with download and print options.
