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Person-Specific Select Menus Report (People) - for Table Select & Advance Ordering

Kevin U
  • Updated

About the Person-Specific Select Menus Report

The Person-Specific Select Menus report generates a personal menu for residents with the table select service type and advance ordering service type. 

The report lists the items from each menu choice for them to make selections. The listed items in turn are based on their assigned diet order and allergens, “do not serve” customizations, and personal menu additions.

The Person-Specific Select Menus report is designed for staff who take orders for residents. If a resident has the advance ordering service type, then typically the menus are distributed beforehand by staff so that the residents can circle the items they want, and then afterwards the menus are picked up by staff.

person_specific.png

Note: A person marked off-premise (LOA) will not be included in the report. 

What Information is Printed on a Person-Specific Select Menu?

Apart from the menu items for the resident/patient (taken from their personal menu), their person-specific select menu also prints the following:

How Do I Know the Service Types of Residents/Patients?

On the People Listing screen, you can display the Service Type column so that you can easily see the assigned service types of people for each meal service (breakfast, lunch, dinner). To set columns on the People Listing screen, see Setting Columns on the People Listing Screen. 

service_type_as_column.png

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In addition, you can filter the people to display on the People Listing screen via the Service Type filter. To use filters on the People Listing screen, see Opening and Customizing Your People List (via the People Listing Screen).
service_type_filter.png

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Selecting People to be in the Report

Select the people to be included in the report via the following separate instructions: Selecting People to be Included in Reports.

Report Settings

After selecting the people to be included in the report, select Menus and Tray Tickets > Person Specific Select Menus from the left side of the screen. The Person Specific Select Menus section appears for you to select the report settings.

person_specific_select_menus.png

Content

  • Date - select the date range range from the From and To calendar fields. To enter a single date, keep the same date in each field. 
     
  • Meals - select the meal services (breakfast, lunch, dinner) to generate menus for.
     
  • Include people with service type
  • People ID - select if you want the Client ID (ID assigned by your facility) or MRN (medical record number from the EHR system) to be displayed in the header. 
     
  • [X] Menu Categories Included - you can filter the items to display on the menus by their menu categories. To do so, click the [X] Menu Categories Included link and the Select Menu Categories window appears for you to select the menu categories from each meal service.

    click_menu_category_selection.png

    Select_menu_category.png
     
  • Print Select Menu Checklist - generates a separate “checklist” report that allows you to track if meals are passed or received for your residents/patients.

    checklist.png

Formatting and Sorting

  • Page Format- select the format of the report:
    • 8.5 x 11 (Letter) 3 meals
    • 8.5 x 11 (Letter) 2 meals - this option is designed if you are taking orders for only two meal services (e.g., lunch and dinner), as it generates both meal service menus on one page.
    • 8.5 x 14 (Legal) 3 meals
       
  • Font Size - select the font size (small (10), medium (12), large (14) ) of the tickets. Note that depending on the number of items a person receives for a meal service menu, the large font may split the menu into two for the person. Also note the person’s name always generates 4 points bigger than the selected font size.
     
  • Menu Header Location - the header contains information about the person: room, dining area, diet order, interventions, date of birth, allergens, ID.
    • Top of the menu - header information is displayed at the top of a menu.
    • Bottom of the menu - header information is displayed at the bottom of a menu, as per example below. 

      person_specific_bottom_header.png
       
  • Use Brand Colours and Logo - the branding configured for your MealSuite account is applied to the menus (if your Account does not have branding, then your parent account’s branding is used).
    • The logo displays at the bottom of a menu.
    • The primary colour is used as a border around a menu and the person's name.
    • The secondary colour is used for the menu categories (if menus are listed by menu categories) or choices (if menus are listed by choices).

      person-specific-branding.png
       
  • Group Menus By:
    • Person - report is grouped by each person, meaning a person is listed with each of their meal service/day combination menus. The example below shows the resident Jane Doe and her tickets for the Wednesday meal services (breakfast, lunch, dinner).

      groupby_person_selectmenu.png
       
    • Print as Meal Stacks (option only available if Person is selected for Group Menu By) - with this option selected, the report is structured to create individual “stacks” of the meal services (breakfast, lunch, dinner) when you cut or tear the menus.

      Breakfast menus are printed on the left side of the page
      Lunch menus are printed on the middle of the page.
      Dinner menus are printed on the right of the page.

      Therefore, when the report is printed, you can easily cut/tear the menus into the resultant stacks of each meal service. If a menu for a meal service/day combination is not generated for a person for any reason, then that space is left blank on the page in order to conform to the meal stack structure.
       
    • Meal & Date - report is grouped by meal service/day combinations, meaning each meal/day combination is listed with each person’s menu included for that combination. The example screenshot below shows the Wednesday breakfast menu being served for each person.

      groupby_mealdate_personspecific.png
       
  • Sort people by: 
  • List menu items by:
    • Menu Category - the menu items are listed by their assigned menu category, as per screenshot below. 

      list_menu_category.png
       
    • Choice - the menu items are listed by their assigned choices, as per screenshot below. 

      list_choice.png 
       
  • Bold Choice 1 - items assigned as choice 1 items are bolded on the menu.
     
  • Highlight Allergies and Non-Regular Diet Orders - highlights in yellow a person’s allergies and non-regular diet types, textures, and fluid types.

Optional Content (Personal Details)

Optional Content (Menu Items)

  • Also Available Menu Items - if an Also Available (AA) menu is being used as an addition to the standard menu (i.e., AA menu is not a house fallback), then selecting this option will display the available options from the AA menu. Note that options from an AA menu are displayed in italics (see below for example).
     
  • Menu Item Description - displays the menu item description (i.e., recipe description).
     
  • Disliked Items - if an item is marked as a dislike in a resident's personal menu, then by default the disliked item does not show up on their ticket. However, if you want the disliked item to appear on their ticket, then select the Disliked Items option. Note that a disliked item that appears on a person-specific select menu is not indicated as a dislike. 
     
  • Calories per portion - includes the calories per portion beside each menu item.
     
  • Portion Size - displays the recipe portion size.
     
  • Portion Size Description - displays the portion size description entered for a menu item.

Invalid Diet Order Message when Generating Report

If one or more persons selected to be in the report have an invalid diet order, then a message appears indicating such when generating the report.

reports_invalid_diet_order.png

You can view which persons have an invalid diet order by opening the People Listing screen (People > People Listing). A person with an invalid diet order has the following icon in the Alerts column: invalid_diet_order.png: 

invalid_symbol.png

Hovering your cursor over icon explains why the diet order is invalid. 

invalid_reason.png

You can open the person's profile and change their diet order as needed. 

For more on what causes an invalid diet order, see the following article: Invalid Diet Orders. 

Report Formatting Notes

Italicized and Underlined Items

Substitute Needed

If an item on a resident/patient's personal menu cannot be served due to an allergen or the item being manually marked as DNS on the personal menu, then the text "Substitute needed" will appear underlined on the report (screenshot below). For solutions to remove or stop the "Substitute needed" text, see Resolving "Substitute Needed" on Personal Menu and Reports.

substitute_needed_report.png

Why is an Allergy "Unknown"?

When a Connect message contains an unknown allergen from the EHR that remains unresolved (i.e., the EHR allergen is not mapped to a MealSuite allergen group), then the report prefaces the allergy with Unknown:

If there are multiple unknown allergens, then Unknown: is listed once with each unknown allergen listed after. 

FAQ

A person-specific select menu being skipped (i.e., not generated)? Not all tickets are being printed? Only one ticket printed?

Possible Reason 1: It could be that the person's service type is set to non-select for the meal service (breakfast, lunch, dinner) that you are printing a menu for. 

For more information, see How Do I Know the Service Types of Residents/Patients? above. If needed to assign a resident/patient the non-select or advance ordering service type, see Selecting Service Types (Table Select, Advance Ordering, Non-Select) for Persons.

Possible reason 2: The person could be assigned an NPO diet order or assigned a no meal service.  

Possible reason 3: The person has the advance order service type and could have skipped/refused the meal.

Possible reason 4: A person marked off-premise (LOA) will not be included in the report. You can return the person from LOA: see Manually Marking a Person as On-Premise (Return from LOA).

Possible reason 5: A resident will not appear on a people report if that resident profile is archived in the system. To confirm if residents are archived in the system, see Locating Archived Persons. If necessary to unarchive a resident, see Unarchiving a Person. Note: If your account is connected with your EHR system via a MealSuite Connect interface, then profile updates for a resident in the EHR will be reflected for that person's profile in your MealSuite account. As such, if the resident has a discharge status in the EHR, such as what will occur with a leave of absence (LOA), then Connect will archive that profile in your account.

Possible reason 6: The resident is assigned to an "ignored room" in the system. An ignored room is a room that food is not served to (such as an emergency room or outpatient room). 

Possible reason 7: A person-specific select menu will not be generated for a resident/patient if their assigned dining area, or residence area enabled as a dining area for in-room service, is not associated with a menu.

A menu is associated with a dining area/residence area enabled as a dining area via a menu service location (MSL). The menu service location can be thought of as the “connecting piece”: the menu is assigned to the MSL and the dining area/residence area enabled as a dining area is assigned to the MSL. 

people_profile_dining_area_MSL_menu.png

I am receiving the "No Menu Items" Message for the Person-Specific Select Menus Report?

This message most likely means that for the people selected to be report their assigned dining area, or residence area enabled as a dining area for in-room service, is not associated with a menu.

A menu is associated with a dining area/residence area enabled as a dining area via a menu service location (MSL). The menu service location can be thought of as the “connecting piece”: the menu is assigned to the MSL and the dining area/residence area enabled as a dining area is assigned to the MSL. 

people_profile_dining_area_MSL_menu.png

I extended a recipe with therapeutic substitute items. Why am I not seeing those items on the menu ticket of residents/patients with therapeutic diet orders?

Menu item extensions take precedence over the recipe extensions. Therefore, if you extended a recipe with therapeutic substitute items, then you need to ensure those changes are synched to the recipe's associated menu item. See Updating Menu Item Extensions with the Recipe Extensions. 

For more on extensions and the relationship between a recipe and its associated menu item, see Overview of Recipe Extensions (i.e., Therapeutic Substitutes).

What causes "Substitute Needed" text to display on a person-specific select menu? How do I stop "Substitute Needed" from displaying?

If an item or items for a day/meal period/menu category on a resident/patient's personal menu cannot be served due to an allergen or the item being manually marked as DNS on the personal menu, then the text "Substitute Needed" will appear underlined on the person-specific select menu. For more information, and solutions to resolve "Substitute Needed" text, see the following article: Resolving "Substitute Needed" on Personal Menu and Reports.

Why is a menu category not printing?

A menu category will not print if that category is set as "do not serve" (DNS). When a "do not serve" is created, it is then considered a customization in the person's personal menu. To see items set as DNS on a personal menu (i.e., crossed-out), ensure the Display Excluded Items option is set via the Display Options. To remove a "do not serve" customization from a personal menu, see Removing a Personal Menu Customization. 

If you have confirmed that the menu category is not set as "do not serve", then it means there are no items in an active menu to serve to that resident's diet order (diet type/texture type). This scenario is explained as follows: 

Note that if you open the personal menu for the resident/patient, the menu category will be blank if the above conditions are met instead of not showing at all.

Items are missing for a resident when printing their person-specific select menu?

Ensure that the categories of the missing items are selected: click the Menu Category Selection link, and the Select Menu Categories pop-up appears for you to select the menu categories from each meal service.

click_menu_category_selection.png

Select_menu_category.png

Why did the supplement for a resident/patient not print on their person-specific select menu?

Because a supplement is treated as a personal menu item for a resident/patient (see How are Supplements Assigned to a Resident or Patient?), check to see if the resident/patient is still assigned the supplement on their personal menu (see Opening a Personal Menu); it could be their diet order was changed that warranted the removal of the supplement. 

If the resident/patient is still assigned the supplement, then it could be that when you set up the Person-Specific Menus report, you did not select the menu category the supplement is assigned to (the menu category is selected when adding the supplement as a personal menu item). 

When setting up the Person-Specific Menus report, ensure that the menu category of the supplement (e.g., "Supplements" or "Extras") is selected for the meal services. To do so, click the Menu Category Selection link and the Select Menu Categories pop-up appears for you to select the categories.

click_menu_category_selection.png 

Select_menu_category.png

A menu item is not being printed on a ticket/label for my resident/patient?

If a menu item is not being printed for a resident/patient, check the following:

A resident is being served a recipe/item not on the menu?

This most likely indicates the resident is on a therapeutic diet order, and as such the system is offering the therapeutic substitute recipe that has been extended for the regular recipe that is on the menu. For example, if Salisbury Steak is the regular recipe on the menu, then its therapeutic substitute for the Easy to Chew texture type is Curried Chicken.

If the resident is on a fluid type, then this most likely means the regular fluid recipe is extended with fluid thickened substitutes, and therefore that substitute is appearing on the ticket. To view the fluid substitution grid of a fluid recipe, see Accessing Fluid Substitution Grid for a Fluid Recipe. From there you can clear the fluid type cell of the substitute. 

If you have confirmed that the regular menu item is not extended with the therapeutic substitute recipe that is appearing for the resident, then it probably means the item was added directly to the diet order on the menu. See Viewing Offerings for Diet/Texture Types on Menu Day View or Viewing Offerings for Diet/Texture Types on WaaG View to confirm. If confirmed, then remove the menu item.

An item is showing on the report but I believe should not be due to the person's assigned allergen?

A recipe (i.e., menu item) is associated with an allergen group via one or more of its ingredients. If an item is not removed from the report that you believe should be removed due to the assigned allergen on the person's profile, then first confirm if the recipe is associated with that allergen group. To do see Viewing Allergens Associated with a Recipe.

allergen_groups_recipe.png

allergens_group_generic.png

If the recipe is associated with a different allergen group than the allergen group currently assigned to the profile, then you can assign the correct allergen group to the profile. See Assigning Allergens to a Person.

or

If the recipe is not associated with what you believe is the correct allergen group assigned to the profile, then you can associate the recipe to the correct allergen group by adding the affected ingredient to the allergen group. See Adding Food Items to Allergen Group. 

How do I change the sort order of the menu categories on a tray card/ticket?

You can change the sort order of menu categories across all areas of the system and reports. Menu categories cannot be sorted for an individual report. To change the sort order of menu categories in the system and all reports, see Changing Sort Order of Menu Categories.

Can I sort the report by diet type or texture type?

No. You cannot sort the report by diet type or texture type. The sort options are as follows:

If a menu is scheduled to be active for the future (i.e., not currently active) will person-specific menus still generate?

Yes. If a menu is scheduled to be active on a future date, person-specific select menus will still generate. 

Items are being printed for a resident/patient, but I don't see those items in their personal menu?

Items on a resident/patient's personal menu will print on a report/label. Therefore if items are being printed that you do not see in a personal menu, it most likely means the personal menu is set not to display the item(s). Via the Display Options of the personal menu, you can configure the following to display/not display:

  • Snack items
  • Also available items
  • Specific menu categories