Personal Medication Kardex and MAR Chart

A personal medication Kardex and MAR chart can help someone manage medicines supplied in their original labelled packaging.

They may be useful for:

• Someone managing their own regular medication
• A family member or friend helping with medication
• Keeping a clear list of current medicines and when they should be taken
• Recording which medicines have been taken or given
• Identifying missed doses or medicines that may soon need reordered

These documents are intended for personal use by the patient or an unpaid family member or friend. They are not designed to replace the formal medication records required by professional care providers.

What is the Personal Medication Kardex?

The Kardex provides an overview of the patient’s current medication. It records:

• The medicine name and strength
• What the medicine is used for
• The prescribed dose
• When it should be taken
• Whether it is taken only when required
• Any special instructions

Each medicine is given its own reference letter, beginning with Medicine A, Medicine B, Medicine C and so on. This letter is then used when completing the Personal MAR chart.

What is the Personal MAR chart?

The Personal Medication Administration Record, or MAR chart, provides a daily record of which medicines have been taken or given.

At each medication time, enter the reference letters for the medicines actually taken or given.

For example:

A, C, D

This means that medicines A, C and D on the current Kardex were taken or given at that time.

The person helping with the medication should also add their initials in the separate initials column.

How to use the records

1. Complete the Kardex using the directions on the current pharmacy labels.
2. Give each medicine one reference letter.
3. Keep the Kardex beside the medicines so it can be checked easily.
4. After each medication time, enter the letters of the medicines actually taken or given in the appropriate MAR box.
5. Add the initials of the person completing the record.
6. Use the notes section to explain any medicine that was not taken or any other concern.

When-required medicines

If a medicine is taken only when required, record:

• The medicine reference letter
• The dose taken
• The time it was taken
• The reason it was needed

This information should be entered in the notes section of the MAR chart.

If a medicine is not taken

Do not record a medicine letter unless that medicine was actually taken or given.

If a scheduled medicine is missed, refused, vomited or deliberately withheld, record the details in the notes section and seek advice where necessary.

If medication changes

The Kardex must be kept up to date.

Do not update it from memory. Check the new prescription, hospital discharge information or pharmacy label. Clearly cross out discontinued medicines, add the date of the change and prepare a new clean Kardex as soon as possible.

Each medicine should keep the same reference letter throughout the MAR month. Do not reuse the letter of a discontinued medicine for a different medicine during that month.

Important information

The Kardex and MAR chart are support tools. They are not prescriptions and do not replace the directions on the pharmacy label or advice from a pharmacist, GP or prescriber.

Keep medicines in their original labelled packaging unless a pharmacist has advised otherwise.

If the instructions are unclear, two records appear to conflict, or you are unsure whether a medicine should be taken, contact the pharmacy, GP or prescriber before taking or giving it.

Download the templates

Download Personal Medication Kardex and MAR Charts templates below