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Knowledge Center

Transferring Medication Inventory

Purpose Statement

This article explains how to transfer medications between Med Supply locations or Med Kits. The Transfer workflow allows users to move medication inventory from one location to another while maintaining accurate tracking, quantities, and any required serial number documentation.

Background Information

Medication transfers are used when inventory needs to be moved between supply locations, kits, vehicles, or other assigned destinations. Users can start a transfer from either Med Supply or Med Kits, depending on where the medication is currently stored.

The workflow allows users to narrow the transfer to specific medications, forms, and expiration dates, ensuring only the intended inventory items are moved. Agencies that require serial number tracking can also document those items during the transfer.

Required Permissions

Users must have appropriate permissions within the Medications module to transfer medications.

Typical permissions may include:

  • Medications Module Access

  • Transfer Medication permissions

  • Med Supply access

  • Med Kit access

  • Signature permissions, based on agency configuration

Permission availability may vary based on department setup.

Video

Step-by-Step Guide

1. Navigate to Med Supply or Med Kits

  1. Navigate to Med Supply or Med Kits.

Navigate to Med Supply or Med Kits

 

2. Start a Transfer from Med Supply

  1. From Med Supply, select Transfer.

  2. This will display a list of all medications currently available within that Med Supply location.

From Med Supply select Transfer

 

3. Start a Transfer from Med Kits

  1. From Med Kits, select the kit you want to transfer medications from.

  2. Select Transfer.

  3. This will display a list of all medications within the selected kit.

From Med Kits select the Kit you wish to Transfer medications then select Transfer.

 

4. Select Medications to Transfer

  1. To limit which medications are included, select the checkbox next to the medication.

  2. Select Transfer.

You can limit what medications you wish to transfer by selecting the check box next to the medication then select Transfer.

 

5. Refine the Medication Selection

You can further refine the transfer by selecting a specific:

  • Medication form

  • Expiration date

This allows you to target a more precise inventory item.

You can further refine from the medication selected which form or expiration dates you wish to transfer.

 

6. Review the Transfer Workflow

  1. In the Transfer Workflow, the Location field will auto-populate based on where you started the transfer.

  2. This location can be changed using the dropdown if needed.

Additional behavior:

  • If you selected specific medications before entering the workflow, those selected items will display.

  • If no refinement was made, all medications within the selected location will populate.

Now from the Transfer Workflow, the location will be populated from where you began the Transfer. This can be changed using the dropdown.

 

7. Move Medications into the Transfer List

  1. In the Available Medications column, select the medication or forms you want to transfer using the checkboxes.

  2. Select the Right Arrow to move them into the Transfer Medications column.

To remove medications from the transfer list:

  1. Select the medication in the Transfer Medications column.

  2. Select the Left Arrow to move it back to Available Medications.

From the available medications select on the medication or forms you wish to transfer using the checkbox. Once all have been selected use the right arrow to move them to the Transfer medications column.

 

8. Enter Transfer Quantity

  1. Use the Up and Down arrows or type directly in the numeric box to indicate how many units you want to transfer.

  2. If your agency requires Serial Numbers, select the appropriate serial numbers to be transferred.

Using the up/down arrows or typing in the numeric box to indicate how many you want to transfer.

 

9. Select the Destination

  1. Use the Destination dropdown to choose where the medications will be transferred.

Now using the Destination dropdown select where you wish the medications to be transferred to.

 

10. Add Attachments

  1. Select Attachments to add supporting documentation to the action.

  2. Use the Up Arrow to upload files.

  3. Use the Camera icon to take a photo.

  4. Select Save when finished.

Accepted file types and limits:

  • JPEG

  • PNG

  • PDF

  • Maximum of 5 files

  • Up to 15 MB each

You can add any Attachments to the action by selecting Attachments.

 

11. Add Additional Actions

  1. Within the event workflow, select the Add Action dropdown.

  2. Choose the next action you want to perform.

This allows users to complete multiple medication actions within a single workflow while requiring only one final signature.

When adding multiple actions:

  1. Ensure the current action is fully completed before selecting Continue.

  2. Once a new action is selected, the previous action closes and becomes non-editable.

Within the event workflow, you can add additional actions. Select the Add Action dropdown. Choose the next action you want to perform. This allows users to complete multiple medication actions within a single workflow, requiring only one final signature.

 

12. Sign and Complete the Workflow

  1. Once the workflow is complete, select Sign and Finish.

Depending on your agency’s setup, you may also be able to select Complete and Sign Later.

  1. Follow your agency’s signature process to complete the action.

Sign and Complete the Workflow

Best Practices

  • Verify the source location before starting the transfer workflow.

  • Refine by form and expiration date when transferring specific inventory items.

  • Double-check quantities and destination locations before saving.

  • Include attachments when documentation or photos are required for the transfer.

  • Complete the current action before adding another workflow action.

Troubleshooting & FAQs

Why are all medications showing in the workflow?
If you do not preselect or refine medications before starting the transfer, the workflow may display all medications from the selected location.

Can I transfer only one expiration date of a medication?
Yes. You can refine the selection by choosing a specific form and expiration date.

Why do I need to select serial numbers?
If your agency tracks medications by serial number, the system requires you to identify the exact units being transferred.

Can I transfer medications from a Med Kit to another location?
Yes. Transfers can be initiated from Med Kits or Med Supply, depending on where the medication is currently stored.

What file types can be attached to a transfer?
The system accepts JPEG, PNG, and PDF files, with a maximum of 5 files up to 15 MB each.

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