Purpose Statement

This article explains how to transfer medication inventory between Med Supply and Med Kits, or between Med Kits. The Transfer workflow allows users to move available medication inventory from one location to another while maintaining accurate quantities, pouch assignments, and required inventory identifiers.

When transferring medication into or out of a Med Kit, pouch-level configuration and optional Par and Min values help users identify where inventory is needed and assign transferred medications to the appropriate pouch.

Background Information

Medication transfers are used when inventory needs to move between supply locations and operational Med Kits. Users can initiate a Transfer from either Med Supply or Med Kits, depending on their permissions and where the medication is currently stored.

The source location selected when starting the workflow is automatically populated but can be changed. This allows users to correct the source without restarting the Transfer.

When transferring medication from a Med Kit, available inventory is displayed according to its configured pouch. If the same Medication Form is stored in multiple pouches, each pouch's available inventory is displayed separately with applicable details such as quantity, expiration date, lot number, and serial number.

Only medication inventory with an available quantity can be selected as the source of a Transfer. A configured Medication Form with a current quantity of 0 may remain visible on the Med Kit Overview, but it is unavailable as Transfer source inventory because there is no physical medication to move.

A Transfer can, however, be used to replenish a zero-quantity Medication Form by moving available medication from Med Supply or another Med Kit into the applicable destination Med Kit and pouch.

When medication is transferred into a Med Kit, the system uses the Med Kit's pouch and Medication Form configuration to help determine where the incoming inventory should be placed. If the Medication Form is configured in multiple pouches, users must select the appropriate destination pouch or distribute the transferred inventory between applicable pouches.

Depending on agency configuration, users may also be required to identify specific inventory using serial numbers, lot numbers, or other tracked medication details.

Transfers can be combined with additional medication actions through a Multi-Action Workflow. For example, personnel can Transfer replacement medication into a Med Kit and then complete a Count before finalizing the workflow.

Required Permissions

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

• Transfer Medications — Required to perform the Transfer workflow.
• Med Supply access — Required to access Med Supply as a transfer source or applicable destination.
• Med Kits access — Required to access applicable Med Kits.

Additional medication actions and signature options depend on the user's permissions and agency configuration.

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Medications Par Management

Par management allows medication inventory to be organized and tracked at the pouch level within Med Kits. During Transfers, this configuration helps users identify the specific pouch associated with outgoing inventory and determine where incoming medication should be placed.

When a Medication Form is configured in more than one pouch, the Transfer workflow identifies the applicable pouch destinations so personnel can select where the transferred inventory belongs. This is especially important when replenishing pouches with different inventory levels.

Par represents the configured stocking level for the Medication Form within the pouch. Min represents the configured minimum inventory threshold.

On the Med Kit Overview, medication cards use the following inventory-status logic:

• Red — Restock Needed: Available quantity is below Min (Qty < Min).
• Red — Restock Needed (Zero Quantity): Available quantity is 0 when Par and/or Min is configured. The Medication Form remains visible on the Med Kit Overview so personnel can identify that it should be stocked.
• Yellow — Monitor: When both values are configured, available quantity is at or above Min and at or below Par (Min ≤ Qty ≤ Par).
• Yellow — Monitor when Min is not configured: Available quantity is at or below Par (Qty ≤ Par).
• Light Gray — Well Stocked: When both values are configured, available quantity is above Par and Min.
• Light Gray — Well Stocked when Min is not configured: Available quantity is above Par.
• Light Gray — Well Stocked when Par is not configured: Available quantity is above Min.
• Light Gray — No thresholds configured: The medication card appears light gray when neither Par nor Min is configured.

Inventory at Min remains yellow when both Par and Min are configured. The medication card turns red Restock Needed only after inventory drops below Min.

If Par and Min are configured to the same value, inventory at that matching value also remains yellow. It turns red only when the quantity drops below Min.

A Transfer updates inventory at both the source and destination. As a result, one Transfer can improve the inventory status of the destination while lowering the inventory status of the source.

Likewise, transferring medication into a destination pouch can move its inventory from red Restock Needed into yellow Monitor or light gray Well Stocked, depending on the resulting quantity and configured thresholds.

Step-by-Step Guide

1. Navigate to Med Supply or Med Kits

Open the Medications module.

Transfers can be initiated from either:

• Med Supply
• Med Kits

Select the location that currently contains the medication you intend to transfer when possible.

2. Start a Transfer from Med Supply

From Med Supply:

• Select Transfer.

The Transfer workflow opens using Med Supply as the source location.

3. Start a Transfer from a Med Kit

From Med Kits:

• Select the applicable Med Kit.
• Select Transfer.

The Transfer workflow opens using the selected Med Kit as the source location.

4. Preselect Medication Inventory (Optional)

When starting a Transfer from a Med Kit, you can narrow the workflow to a specific medication before selecting Transfer.

To preselect medication:

• Select the applicable medication card.
• Review the available Medication Forms or inventory records.
• Select the appropriate inventory.
• Select Transfer.

This limits the Transfer workflow to the selected medication and can make it easier to locate the exact inventory being moved.

From Med Supply

From Med Kits

5. Change the Source Location if Needed

Review the populated Location at the beginning of the Transfer workflow.

If the workflow was started from the wrong Med Kit or location:

• Open the Location selection.
• Choose the correct source.

The available medication inventory updates based on the selected source.

6. Select the Destination

Use the Destination selection to choose where the medication will be transferred.

Available destinations may include:

• Med Supply
• Another Med Kit

When transferring into a Med Kit, the workflow uses the kit's Medication Form and pouch configuration to determine the applicable destination options.

A destination Medication Form does not need to have current inventory to receive medication. A Transfer can therefore replenish a Medication Form currently showing quantity 0 in the destination pouch.

7. Review Pouch-Level Source Inventory

When transferring from a Med Kit, review the pouch containing the physical medication.

If the same Medication Form has available inventory in multiple pouches, the inventory appears separately for each pouch.

Available details may include:

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

Medication Forms with a current quantity of 0 are unavailable as source inventory and cannot be selected for Transfer.

8. Select Medication to Transfer

From Available Medications, select the medication or Medication Form being transferred.

Use the Right Arrow to move the selected inventory into the Transfer list.

Repeat the process for any additional Medication Forms included in the same Transfer.

To remove an item from the Transfer list:

• Select the medication.
• Use the Left Arrow to return it to Available Medications.

Only medication with available inventory can be selected from the source.

9. Enter the Transfer Quantity

Enter the number of medication units being transferred.

Use the quantity controls to increase or decrease the selected amount as needed.

Verify that the quantity matches the physical medication being moved.

Consider the resulting quantity at the source as well as the amount needed at the destination.

10. Select Required Inventory Identifiers

Depending on agency configuration, additional inventory identification may be required.

This may include:

• Serial Number
• Lot Number
• Both
• Neither

When serial numbers are required, select the serial number associated with the exact medication unit being transferred.

Review available Medication Form, expiration date, lot number, and serial number information to verify that the correct physical inventory is selected.

11. Assign Medication to the Destination Pouch (If Applicable)

When a Medication Form is configured for a specific pouch, the Transfer workflow uses the destination Med Kit configuration to help direct the incoming inventory.

If the Medication Form is configured in multiple pouches, the system identifies the applicable destination pouches and requires you to select where the medication should be placed.

Select the appropriate pouch and assign the desired quantity.

If sufficient inventory is being transferred, quantities can be distributed between applicable pouches.

12. Review the Source and Destination Par and Min Status

When transferring medication into or out of a Med Kit, consider the inventory status of both locations.

For the source pouch, determine how removing the selected quantity will affect the remaining inventory.

For the destination pouch, review how the transferred quantity will affect the resulting inventory.

When both Par and Min are configured:

• Above Par — Light gray Well Stocked.
• At or below Par but at or above Min — Yellow Monitor.
• Below Min — Red Restock Needed.

Inventory exactly at Min remains yellow.

If the destination is currently at quantity 0, the Medication Form may appear red Restock Needed on the Med Kit Overview. Transferring medication into that pouch recalculates its status based on the new quantity.

13. Add Attachments (Optional)

Select Attachments to add supporting documentation to the transfer.

Depending on the device and available permissions, users can:

• Upload a file.
• Upload an existing image.
• Use the device camera to capture a photo when camera access is enabled.

Select Save after adding the applicable attachment(s).

Accepted file types and limits include:

• JPEG
• PNG
• PDF
• Maximum of 5 files
• Maximum size of 15 MB per file

14. Add Another Medication Action (Optional)

Use Add Action to add another supported medication action to the workflow.

Examples include:

• Remove
• Usage
• Count

A Count may be appropriate after transferring medication into a sealed controlled substance Med Kit when required by agency procedure or Med Kit configuration.

This allows related medication actions to be documented within one Multi-Action Workflow before completing the final signature process.

15. Review the Transfer

Before completing the workflow, verify:

• Source location
• Source pouch, when applicable
• Medication Form
• Quantity
• Expiration date
• Lot number, when applicable
• Serial number, when applicable
• Destination
• Destination pouch, when applicable
• Any additional medication actions
• Attachments

Confirm that the documented Transfer matches the physical movement of medication inventory.

When replenishing a zero-quantity Medication Form, verify that the selected destination pouch matches where the medication will physically be stocked.

16. Sign and Finish

Select Sign and Finish to proceed through the agency's signature process and finalize the Transfer.

Follow the applicable signature requirements to complete the medication event.

When the Transfer is completed, inventory is updated at both the source and destination, including the resulting pouch-level Par and Min status.

17. Complete and Sign Later (Optional)

Selecting Complete and Sign Later completes the Transfer and immediately updates medication inventory at both the source and destination, including applicable Par and Min status.

The signature remains outstanding and the medication event is added to the user's Pending Signatures.

For example, if the Transfer reduces a source Medication Form below Min, the source can display red Restock Needed immediately. If the Transfer replenishes a zero-quantity destination, the destination status is recalculated based on its new quantity.

Best Practices

• Start the Transfer workflow from the location that physically contains the medication whenever possible.
• Verify the source Med Kit and pouch before selecting inventory.
• Remember that a Medication Form at quantity 0 cannot be used as Transfer source inventory because no medication is available to move.
• Use Transfer to replenish a zero-quantity Medication Form from another location that has available inventory.
• Match the Medication Form, expiration date, lot number, and serial number to the physical medication before transferring it.
• Review the destination's pouch-level Par, Min, and Restock Needed status when replenishing a Med Kit.
• Remember that inventory at Min remains yellow. Red Restock Needed begins when inventory drops below Min.
• Consider the effect of the Transfer on both the source and destination. Replenishing one location can lower the source location's inventory status.
• Select the correct destination pouch when a Medication Form is configured in multiple pouches.
• Do not rely only on the Med Kit's total medication quantity when evaluating replenishment needs; review inventory at the pouch level.
• Transfer quantities according to agency-defined stocking practices and the physical movement of medication.
• Use Med Supply as the source when medication is being distributed from centralized inventory.
• Use a Multi-Action Workflow when a Transfer is directly related to another supported medication action.
• When adding a Count, remember that Count is the final action in the Multi-Action Workflow.
• Attach supporting documentation when required by agency policy.
• Resolve Pending Signatures according to agency policy when using Complete and Sign Later.

Troubleshooting & FAQs

Why are all medications showing in the Transfer workflow?

If you start the Transfer workflow without preselecting a medication, the available inventory for the source location may be displayed. Preselect a medication before choosing Transfer to narrow the inventory shown.

Why can I see a medication on the Med Kit Overview but not select it for Transfer?

Check its current quantity. A configured Medication Form may remain visible on the Med Kit Overview at quantity 0, particularly when Par and/or Min is configured. Because no physical inventory is available, it cannot be selected as the source of a Transfer.

Can I transfer a Medication Form that has a quantity of zero?

You cannot transfer medication out of a location when its quantity is zero because there is no inventory to move. You can Transfer available medication into the applicable Med Kit and pouch from another source to replenish it.

Can I change the source after starting a Transfer?

Yes. Use the Location selection to change the source if the workflow was started from the wrong Med Kit or Med Supply.

Can I transfer only one expiration date of a Medication Form?

Yes. Use the available inventory details to identify the applicable Medication Form and expiration date before transferring the medication.

Why does the same Medication Form appear in more than one pouch?

The same Medication Form may be physically stocked in multiple pouches. Each pouch maintains separate inventory so users can identify exactly where medication is being transferred from or to.

Why is the system asking me to select a destination pouch?

The Medication Form is configured in more than one pouch within the destination Med Kit. Select the pouch where the transferred medication will physically be stored.

Can I split transferred medication between multiple pouches?

Yes. When the Medication Form is configured in multiple destination pouches and sufficient inventory is being transferred, assign the appropriate quantities to each applicable pouch.

How do I know which pouch needs medication?

Review the destination Med Kit's pouch-level inventory and configured Par and Min values. A red Restock Needed card indicates inventory is below Min. Yellow indicates the applicable monitoring range, including inventory exactly at Min when both thresholds are configured.

Why is a destination still yellow after I transfer enough medication to reach Min?

This is expected. Inventory exactly at Min remains yellow Monitor. Red Restock Needed applies only while inventory is below Min.

What happens if Par and Min are the same value?

Inventory at the matching Par and Min value displays yellow Monitor. It turns red only when inventory drops below Min.

What happens if I transfer the last available unit out of a Med Kit pouch?

The source quantity becomes 0. When Par and/or Min is configured, the Medication Form can remain visible on the Med Kit Overview as red Restock Needed. Because no inventory remains, it cannot be selected as the source of another medication action until replenished.

Can transferring medication create a Restock Needed condition at the source?

Yes. A Transfer reduces inventory at the source. If the remaining source quantity drops below Min, the source Medication Form displays red Restock Needed.

Can transferring medication clear a Restock Needed condition at the destination?

Yes. Transferring inventory into the destination recalculates its status. Depending on the resulting quantity and configured thresholds, the medication can move from red Restock Needed to yellow Monitor or light gray Well Stocked.

Why do I need to select a serial number?

Serial-number requirements depend on agency and Medication Form configuration. When serial tracking is enabled, identify the exact unit being transferred.

Why don't I see a lot-number requirement?

Agency configuration determines whether the workflow requires serial numbers, lot numbers, both, or neither.

Can I transfer medication from one Med Kit to another Med Kit?

Yes. Select the first Med Kit as the source and the other Med Kit as the destination. Pouch-level inventory is maintained for the applicable source and destination.

Can I transfer medication from Med Supply directly into a specific pouch?

Yes. When transferring into a Med Kit, select the appropriate destination Med Kit and applicable pouch according to the Medication Form's configured pouch options.

What happens to Par and Min after the Transfer?

Inventory is updated at both the source and destination. Medication card status is recalculated based on the resulting quantity and the Par and Min values configured for each applicable pouch.

Can I perform a Count after the Transfer?

Yes. Use Add Action to add a Count when appropriate. A Count is the final action in a Multi-Action Workflow, so additional medication actions cannot be added after it.

What happens after I select Complete and Sign Later?

The Transfer is applied to inventory immediately, including updated source and destination Par and Min status. The signature remains outstanding and the event is added to Pending Signatures.

What happens if I select Close?

The workflow is canceled and unsaved progress is lost.

What file types can be attached to a Transfer?

The system accepts JPEG, PNG, and PDF files, with a maximum of 5 files and 15 MB per file.