Purpose Statement

This article explains how to perform medication counts from the Dashboard, Med Kits, or Med Supply. Medication counts help agencies verify that physical inventory matches system inventory, confirm seal integrity when applicable, identify discrepancies, maintain pouch-level accountability, and support internal medication control procedures.

Counts can be performed for both controlled and non-controlled substance inventory and may include seal validation, occurrence reporting, draft counts, medication detail updates, and signature completion.

Background Information

Medication counts can be initiated from the Dashboard, Med Kits, or Med Supply, depending on the workflow being performed and the user's permissions.

The Dashboard can display counts associated with the user's selected or assigned Med Kits. When an agency uses the Scheduling module and a user is assigned to an apparatus or assignment with an associated Med Kit, that Med Kit may appear automatically on the Dashboard. Users can also select other Med Kits or Med Supply from the available Items list.

Counts can also be started directly from a Med Kit or Med Supply. Med Supply counts are useful when physically auditing centralized medication inventory against what is recorded in the system.

For Med Kits secured with seals, the workflow may first require personnel to confirm the existing seal number. If the physical seal matches the seal recorded in the system, the user may be able to sign and complete the verification without breaking the seal and performing a full medication count, depending on agency policy. If the seal does not match, a full Break and Count is required.

When a full Med Kit count is performed, medications are displayed according to their configured pouches. If the same Medication Form is stored in multiple pouches, each pouch's inventory is counted separately.

For non-controlled medication inventory, authorized users may also be able to correct certain inventory details during the count. These changes are tracked in the medication log.

Counts may be saved as drafts and resumed later when operational demands interrupt the workflow.

Required Permissions

Users must have the applicable permissions for the functions they need to perform:

• Count Medications — Required to perform medication counts.
• Med Kits access — Required to count applicable Med Kits.
• Med Supply access — Required to count Med Supply.
• Dashboard access — Required to initiate applicable counts from the Dashboard.
• Applicable inventory-edit permissions — Required to edit non-controlled medication details during a count.

Signature options, draft functionality, and other available actions may vary according to agency configuration and the user's permissions.

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Medications Par Management

Par management allows medication inventory to be organized and monitored at the pouch level within Med Kits. During a count, users can see the configured pouches and review each Medication Form's current inventory against its optional Par and Min values.

When the same Medication Form is stocked in more than one pouch, each pouch is counted separately. This helps ensure the physical quantity in each pouch matches the system quantity and supports more precise pouch-level medication event reporting.

Medication cards use color-coding to communicate inventory status when Par and Min values are configured:

• Red – Restock Needed: Available quantity is at or below the configured Min.
• Yellow – Monitor: Available quantity is above Min but at or below Par.
• Yellow – Monitor when Min is not configured: Available quantity is at or below Par.
• Light Gray – Well Stocked: Available quantity is above Par.
• Light Gray – No applicable threshold: A medication may also appear light gray when no Par is configured and inventory remains above Min, or when neither Par nor Min is configured.

Counts provide an opportunity to verify whether the inventory status shown by the system matches the medication physically present in each pouch.

If a discrepancy is found, the count itself does not automatically explain why inventory differs. Follow agency procedures and complete the appropriate medication event, such as Usage or Removal, when necessary to reconcile inventory.

Step-by-Step Guide

1. Start a Count from the Dashboard

Open the Medications Dashboard.

Review the selected Items and any scheduled counts that are due.

When applicable, the Dashboard may automatically display a Med Kit associated with the user's current Scheduling assignment.

Use the Items selection to choose another Med Kit or Med Supply when needed.

Select Start Count for the applicable count.

2. Start a Count from Med Kits

From the Medications module:

• Select Med Kits.
• Select the applicable Med Kit.
• Select Count.

The count workflow opens for the selected Med Kit.

3. Start a Count from Med Supply

From the Medications module:

• Select Med Supply.
• Select Count.

Use Med Supply counts to compare centralized physical inventory with the inventory recorded in the system.

4. Review Seal Requirements

When the Med Kit uses a lock, seal validation does not appear.

When the Med Kit is configured to use seals, the workflow may require the current seal number before proceeding.

Enter the physical seal number and select the Plus (+) control.

The system compares the entered seal with the seal currently recorded for the Med Kit.

5. Continue When the Seal Matches

When the entered seal matches the recorded seal, a confirmation indicator appears.

Depending on agency policy, you can:

• Sign to verify the matching seal without performing a full medication count.
• Select Break and Count to break the seal and perform a full count.

Follow agency policies and procedures when determining whether seal verification alone is sufficient.

6. Report a Seal Occurrence (If Needed)

Select Report when an occurrence needs to be documented before proceeding with the count.

Complete the available fields:

• Select the appropriate recipient.
• Enter a description of the occurrence.
• Select Send.

Your agency may have default recipients configured for occurrence reporting.

After reporting the issue, return to the count and proceed according to agency procedure.

7. Continue When the Seal Does Not Match

If the physical seal does not match the seal recorded in the system, the workflow requires Break and Count.

Enter the seal number that is physically present and proceed with the full medication count.

8. Review the Pouches and Medication Inventory

When a full Med Kit count begins, the workflow displays the configured pouches and Medication Forms.

When the same Medication Form is stored in multiple pouches, each pouch's inventory appears separately.

Review the displayed information, which may include:

• Medication Form
• Pouch
• Quantity
• Par
• Min
• Expiration date
• Lot number
• Serial number, when applicable

Use the pouch organization to compare what is physically present with what the system expects in each location.

9. Open Medication Details

Select a medication card to review its available forms and inventory records.

If multiple Medication Forms exist for the same medication, select the applicable form.

Inventory details may include:

• Quantity
• Expiration date
• Lot number
• Serial number, when configured

Review these details while performing the physical count.

10. Edit Non-Controlled Medication Details (If Permitted)

For non-controlled medication inventory, users with the appropriate permissions may be able to edit inventory information during the count.

Editable details may include:

• Expiration date
• Lot number
• Quantity

Select the Edit pencil for the applicable inventory record, make the correction, and confirm the change.

11. Verify Medication Inventory

Review each applicable medication inventory record.

Use the available controls to indicate whether the physical inventory matches the system inventory.

• Select the Thumbs Up indicator when the medication is physically present and correct.
• Select the X indicator when the medication is missing or does not match the expected inventory.

Verification may be performed for individual inventory records or in bulk when applicable.

12. Document Inventory Discrepancies

When a medication is not physically present or does not match the system inventory, mark it with the X indicator.

For controlled substances, the discrepancy may trigger additional occurrence-reporting behavior when the count is completed.

13. Save the Count as a Draft (Optional)

Select Save as Draft when the count cannot be completed immediately.

This may be useful when personnel must leave the count to respond to an operational call.

When the Med Kit uses seals, the workflow require:

• Enter a new seal number before saving the draft.
• Select Skip Seal.

14. Document Reason for Skipping the Seal Process (If Applicable)

If Skip Seal is selected, enter the required reason for leaving the Med Kit unsealed.

Provide a clear explanation that follows agency policy.

Select Save as Draft to store the count in progress.

15. Resume a Count in Progress

When a Med Kit already has a saved count, the applicable location displays Resume Count.

Select Resume Count.

Choose one of the available options:

• Resume — Continue the existing count.
• Discard — Delete the draft and begin a new count.

16. Reverify Inventory After Resuming

After resuming a draft count, review the medication inventory again.

The workflow may require the applicable medication records to be opened so the previous Thumbs Up or X verification indicators are displayed and the count requirements can be satisfied.

Confirm that the physical inventory still matches what is being documented before completing the count.

17. Complete and Sign Later (If Available)

Depending on agency configuration, select Complete and Sign Later to complete the count without signing immediately.

The completed count updates the system, including the next scheduled count information when applicable.

The count is added to the user's pending signatures and must be signed later.

18. Sign and Finish the Count

Select Sign and Finish when the count is complete.

For Med Kits requiring seals:

• Enter the new seal number or numbers.
• Select the Plus (+) control.
• Continue through the agency's signature process.

If the Med Kit uses multiple seals, enter each required seal number.

19. Review Controlled Substance Discrepancy Reporting

When a controlled substance discrepancy was identified during the count, the system may prompt you after signature completion.

Depending on the available options:

• Select Generate to create an occurrence report and add additional recipients.
• Select Skip to continue without adding additional recipients.

Agency-configured occurrence notifications may still be sent according to the notification settings.

When Generate is selected:

• Add any additional recipient(s).
• Review the discrepancy information.
• Select Send.

The affected medication then displays a visual indication that an occurrence issue exists.

20. Resolve an Outstanding Occurrence Issue

An occurrence indicator remains associated with the medication until the inventory issue is appropriately resolved.

Depending on the actual circumstances, resolution may require documenting the appropriate medication action, such as:

• Usage
• Removal
• A subsequent Count confirming that the medication is physically present

Follow agency policy when resolving controlled substance discrepancies.

Best Practices

• Start scheduled counts from the Dashboard when possible so personnel can clearly see which count requirement is being satisfied.
• Verify the physical seal number carefully before signing a seal-only count.
• Use Break and Count when the seal does not match or when agency policy requires a full inventory count.
• Count medication at the pouch level and verify that inventory is physically stored in the pouch shown by the system.
• Compare Par and Min indicators with the physical inventory to identify medication requiring attention.
• Verify Medication Form, expiration date, lot number, serial number, and quantity before marking an item as correct.
• Edit non-controlled medication inventory only when the physical medication has been verified and a correction is necessary.
• Remember that inventory edits made during a count are tracked in the medication log.
• Clearly document seal discrepancies and medication discrepancies according to agency controlled substance policy.
• Save counts as drafts only when necessary and return to complete them promptly.
• Reseal controlled substance Med Kits according to agency procedure when saving drafts or completing counts.
• Review occurrence indicators and reconcile outstanding discrepancies with the appropriate medication event.
• Resolve pending signatures promptly when using Complete and Sign Later.

Troubleshooting & FAQs

Where can medication counts be started?

Counts can be initiated from the Dashboard, Med Kits, or Med Supply.

Why is a Med Kit already displayed on my Dashboard?

When an agency uses the Scheduling module, a Med Kit associated with the user's current assignment or apparatus may automatically appear on the Dashboard.

Does a custody exchange count satisfy a scheduled count?

A custody exchange includes a count. When that count meets the applicable scheduled count requirement, it can satisfy that scheduled count.

Why don't I see a seal field?

The Med Kit may be configured to use a lock rather than seals. Seal-entry controls apply to Med Kits configured for seal tracking.

Do I always need to perform a full count when the kit is sealed?

No. When the physical seal matches the seal recorded in the system, the workflow may allow you to sign without breaking the seal. Follow agency policy to determine whether a full count is required.

What happens if the physical seal does not match the recorded seal?

The workflow requires Break and Count. A seal discrepancy can also be reported through the occurrence-reporting process.

Why do I see the same Medication Form in multiple places?

The Medication Form is stocked in multiple pouches. Each pouch maintains its own inventory and must be counted separately.

What do the medication card colors mean during a count?

Red indicates inventory is at or below Min, yellow indicates inventory is within the applicable Par monitoring range, and light gray generally indicates inventory is above Par or that an applicable Par threshold has not been configured.

Can I correct medication information during a count?

For non-controlled medication inventory, users with the appropriate permissions may be able to correct details such as expiration date, lot number, or quantity.

Are medication edits during a count tracked?

Yes. Changes made to medication inventory during a count are recorded in the medication log.

What should I do when a medication is physically missing?

Mark the medication with the X indicator and follow agency procedures. Depending on the circumstances, an applicable Usage, Removal, or other medication event may need to be documented to reconcile inventory.

What happens when a controlled substance discrepancy is found?

The system may prompt for an occurrence report after the count is completed. Agency-configured notification recipients may receive the occurrence according to Medication Setup.

What is the difference between Generate and Skip for a controlled substance occurrence?

Generate allows you to add additional recipients to the occurrence report. Skip does not add additional recipients. Agency-configured occurrence notifications may still be sent.

Why does an occurrence indicator remain on the medication?

The discrepancy has not yet been resolved. Complete the appropriate medication action, such as a Usage, Removal, or confirming Count, according to what actually occurred.

Can I save a count and finish it later?

Yes. Use Save as Draft when available and select Resume Count later.

What happens if I skip sealing the Med Kit when saving a draft?

You must provide a reason for leaving the Med Kit unsealed.

What happens after I select Complete and Sign Later?

The count is completed in the system and applicable scheduling information is updated, but the signature remains outstanding and is added to your pending signatures.

Can I add another medication action after a Count?

No. Count is treated as the final action in the workflow, so Add Action is unavailable after a count.

What happens if I select Close?

The active count is canceled and unsaved changes are lost. Use Save as Draft instead when you need to preserve progress.