1. Navigate to Count Scheduler

• Go to the Medications module.
• Select Setup.
• Select Count Scheduler.

The Count Scheduler displays the medication count schedules configured for your organization.

2. Search and Filter Existing Schedules

Use the available filters to locate configured schedules by:

• Name
• Assigned To – Includes Med Kits and Med Supply.
• Schedule Type

3. Add a Count Schedule

• Click Add Schedule.

• Enter a Name for the schedule.

The schedule name is displayed to end users on the dashboard for the applicable Med Kit. Use a name that clearly communicates the required action.

4. Select a Start Date

The Start Date determines when the schedule begins and can be set to the current date or backdated. For rotation-based schedules, ensure the Start Date aligns with the appropriate day of the agency's rotation.

5. Enter a Due time, If Applicable

• Enter the Due Time using military time and include the colon.

Once the Due Time passes, the required count becomes overdue. If an overdue count notification has been configured, the overdue status can trigger that notification.

6. Configure a Custody Exchange, If Applicable

Enable Custody Exchange when the schedule should require a custody exchange of a controlled substance Med Kit, such as when transferring a narcotics pouch to another user at shift change.

When Custody Exchange is enabled:

• Only controlled substance Med Kits are available for selection.
• The dashboard displays Start Exchange to the end user instead of Start Count.

When Custody Exchange is disabled:

• Controlled and non-controlled Med Kits are available for selection.
• The dashboard displays Start Count.

7. Select the Schedule Type

Select the appropriate Schedule Type based on how frequently the count or exchange should occur.

Available scheduling options include standard frequencies as well as configurable options such as Every X Months, Custom, and Custom Monthly.

Schedule Type - Every X Months

When using Every X Months, enter the number of months between each required count.

For example, enter 2 when the count should be required every two months.

Schedule Type - Custom Rotation

Use Custom to create a schedule based on a repeating rotation.

• Define the appropriate rotation range.
• Select the day or days within that rotation when the count should occur.
• Make sure the Start Date corresponds to the correct first day of the rotation.

For example, an agency using a 48-hour rotation can align the Start Date with the beginning of that rotation and configure the required count or exchange for the appropriate rotation day.

The same approach can be used for other rotation lengths, such as a seven-day rotation.

Schedule Type - Custom Monthly

Use Custom Monthly to schedule a count according to a specific weekday and its occurrence within the month.

• Select a day of the week, such as Monday.
• Select when that weekday should trigger the count. Available options include occurrences such as:
  • First
  • Second
  • Third
  • Fourth
  • Last
  • Every

For example, select Monday > Last to require a monthly audit on the last Monday of each month. Select Monday > Every when the count should occur every Monday.

Note: A Custom Monthly schedule cannot include multiple days of the week. Create separate schedules when counts are required on multiple weekdays.

8. Assign Med Kits

• Open the Assigned To field.
• Select the Med Kit or Med Kits that should follow the schedule.
• Use the search option to locate specific Med Kits, or use the available option to select all applicable Med Kits.

When Custody Exchange is disabled, the available assignments include controlled and non-controlled Med Kits. When Custody Exchange is enabled, only controlled substance Med Kits are available.

9. Save the Schedule

Click Done to save the new medication count schedule.

The schedule is added to the Count Scheduler list and applies to the selected Med Kits according to its configured schedule.

10. Manage Existing Count Schedules

Use the available actions for an existing schedule to manage it.

• X icon – Deactivates an active schedule.
• Check Mark icon – Reactivates an inactive schedule.
• Pencil icon – Edits the schedule.

Deactivating a schedule allows you to stop the schedule without deleting it and reactivate it later if needed.

11. Delete a Count Schedule

• Locate the schedule you want to remove.
• Click the Trash Can icon.
• Confirm the deletion when prompted.

Deleting a count schedule stops the schedule from generating requirements moving forward. Previously completed records are not deleted and remain available in the Med Log.

Best Practices

• Give schedules clear, descriptive names because the schedule name is visible to end users on their dashboard.
• Align rotation-based Start Dates with the actual first day of the agency's operational rotation.
• Configure a Due Time when users need a defined deadline for completing the required count.
• Use Custody Exchange only when the process involves transferring custody of a controlled substance Med Kit.
• Use separate Custom Monthly schedules when counts are required on multiple days of the week.
• Review Med Kit assignments when apparatus, stations, or medication processes change.
• Consider deactivating a schedule instead of deleting it when the requirement may be used again later.
• Use schedule names that clearly distinguish counts from custody exchanges and identify the intended operational purpose.

Troubleshooting & FAQs

I don't see Count Scheduler under Setup.

Verify that your assigned role provides the necessary access to Medication Setup and configuration.

Why does an end user see Start Exchange instead of Start Count?

The schedule has Custody Exchange enabled. Custody exchange schedules display Start Exchange on the dashboard. Standard medication count schedules display Start Count.

Why can't I assign a non-controlled Med Kit to my schedule?

Check whether Custody Exchange is enabled. Custody exchange schedules only allow controlled substance Med Kits to be selected.

When does a medication count become overdue?

If a Due Time is configured, the count becomes overdue after that time passes. An overdue notification can also be triggered if your organization has configured an applicable overdue count notification.

How do I schedule a count for the last Monday of every month?

Select Custom Monthly, choose Monday, and select the Last occurrence.

Can I configure a Custom Monthly schedule for multiple weekdays?

No. Create separate schedules for each weekday when counts need to occur on multiple days of the week.

Why is my Custom schedule occurring on the wrong rotation day?

Verify the Start Date. Custom schedules are based on the configured rotation, so the Start Date must align with the intended beginning of that rotation.

What happens to previous medication records if I delete a count schedule?

Deleting the schedule stops it from applying moving forward. Previously completed records remain intact in the Med Log.

Can I temporarily stop a schedule without deleting it?

Yes. Use the X icon to deactivate an active schedule. Use the Check Mark icon to reactivate it when needed.