Purpose Statement
The Count Scheduler allows agencies to configure recurring medication count requirements for Med Kits, Med Supply, and controlled substance custody exchanges within First Due.
Count Schedules determine when personnel are expected to complete medication counts or custody exchanges and how those requirements appear on the Medications Dashboard.
Using Count Schedules helps agencies standardize medication accountability, monitor overdue activities, support controlled substance custody procedures, and maintain accurate medication records.
Background Information
The Count Scheduler is configured within Medications Setup and allows administrators to create and manage recurring medication count and custody exchange requirements.
Administrators can use Count Scheduler to:
- Create Daily, Weekly, Monthly, Yearly, and Custom Rotation schedules.
- Configure medication counts based on agency-specific operational schedules.
- Establish custody exchange requirements for controlled substance Med Kits.
- Assign a schedule to multiple Med Kits or Med Supply.
- Configure optional due times for scheduled activities.
- Preview recurrence patterns and upcoming count dates.
- Search, filter, sort, and manage existing Count Schedules.
- Activate, deactivate, edit, or delete schedules.
The Name assigned to a Count Schedule is displayed to end users on the dashboard for the applicable Med Kit.
When Custody Exchange is enabled, the scheduled action displays as Start Exchange rather than Start Count.
Prerequisites:
- Access to the Medications module.
- Appropriate permissions to manage Medications Setup.
- Med Kits or Med Supply configured for the organization.
- Controlled substance Med Kits configured when creating custody exchange schedules.
Tip:
If overdue notifications are required, administrators should also configure the applicable notification settings under Medications > Setup > Notifications.
Required Permissions
Users must have the appropriate permissions to access Medications Setup and manage Count Schedules.
Required access must allow the user to:
- View existing Count Schedules.
- Create new Count Schedules.
- Edit existing schedules.
- Activate or deactivate schedules.
- Delete Count Schedules.
If Count Scheduler is not available under Medications > Setup, contact your agency administrator to verify the permissions assigned to your role.
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Step-by-Step Guide
This guide provides step-by-step instructions for navigating the Count Scheduler, creating new Count Schedules, and managing existing schedules. Each workflow is organized into a separate section for easy reference.
Navigating and Managing the Count Schedule List
1. Navigate to Count Scheduler
- Select the First Due logo in the upper-left corner.
- Navigate to Medications > Setup.
- From the Medications Setup menu, select Count Scheduler.
- The Count Scheduler page displays the existing medication count schedules configured for your organization.
2. Search and Sort Count Schedules
Use the available search and sorting options to locate specific Count Schedules.
- Locate the Search field at the top of the Count Scheduler list.
- Enter a keyword associated with the Count Schedule Name or an assigned Med Kit.
- Review the matching results.
- To sort the list, select a column header.
- Select the same column header again to change the sorting direction.
- Select the column header a third time to clear the applied sort order.
Important Note:
Sorting changes how Count Schedules are displayed in the setup list. It does not change the configured recurrence or due time of a schedule.
3. Filter Count Schedules
Filters allow administrators to narrow the displayed Count Schedules using specific criteria.
- Select the Filters icon.
- Choose from the available filters:
- Name
- Assigned To
- Recurrence
- Enter or select the appropriate filter criteria.
- Apply the filter to narrow the displayed results.
- Clear or modify the filters as needed.
4. Adjust Count Schedule Pagination
If your organization has multiple Count Schedules, use the pagination controls to navigate the list.
- Scroll to the bottom of the Count Scheduler list.
- Use the Next or Previous page controls to navigate between pages.
- Adjust the number of schedules displayed per page to show more or fewer schedules at one time.
Pagination only changes how Count Schedules are displayed within the setup list.
5. Review Count Schedule Status
The Status column identifies whether a Count Schedule is currently Active or Inactive.
- Locate the Status column.
- Review the status of each Count Schedule.
- Identify schedules that are currently Active or Inactive.
- Active: The schedule is enabled and can generate scheduled count or custody exchange requirements.
- Inactive: The schedule is deactivated and does not generate new scheduled requirements while inactive.
Administrators can change the status of an existing schedule using the available actions.
Creating a New Count Schedule
1. Add a Count Schedule
- From the Count Scheduler page, select + Add Schedule in the upper-right corner.
- The Count Schedule configuration form opens.
- Begin entering the required schedule information.
2. Enter the Count Schedule Name
- Locate the Name field.
- Enter a descriptive name for the Count Schedule.
- Use terminology that matches your agency's operational procedures.
The schedule name appears to end users on their dashboard and should clearly communicate the required activity.
Examples include:
- Daily Narcotics Count
- Weekly ALS Bag Audit
- Monthly Medication Inventory
- Quarterly Medication Audit
- Shift Change Custody Exchange
- Start of Rotation Narcotics Count
Tip:
Best Practice: Use names that distinguish medication counts from custody exchanges and identify the intended operational purpose.
3. Select the Schedule Recurrence
The Recurrence setting determines how frequently the scheduled medication count or custody exchange occurs.
- Locate the Recurrence field.
- Select the dropdown menu.
- Choose the recurrence option that matches your agency's requirements.
- Configure the additional options associated with the selected recurrence.
Available recurrence options include:
- Daily
- Weekly
- Monthly
- Yearly
- Custom Rotation
Option 1: Daily Recurrence
Daily recurrence creates a medication count requirement every day, beginning with the configured Start Date.
- Select Daily.
- Configure the appropriate Start Date.
- Enter a Due Time, if applicable.
Daily schedules follow a daily cadence regardless of the day of the week.
For example, a Daily Narcotics Count can require personnel to complete a count every day.
Option 2: Weekly Recurrence
Weekly recurrence allows administrators to select a specific day of the week when the scheduled activity should occur.
- Select Weekly.
- Choose the desired day of the week.
- Configure the Start Date.
- Enter a Due Time, if applicable.
Weekly schedules support selecting one day of the week per schedule and follow the configured day regardless of holidays or other calendar events.
For example, selecting Wednesday creates a recurring requirement every Wednesday.
Option 3: Monthly Recurrence
Monthly recurrence allows administrators to schedule medication counts based on a calendar date or specific weekday occurrence.
Two scheduling methods are available:
A. Date of Month
Use Date of Month when the count should occur on a specific calendar date at a recurring monthly interval.
- Select Monthly.
- Choose Date of Month.
- Configure Repeat Every X Months.
- Enter 1 for a monthly schedule.
- Enter 3 for a quarterly schedule.
- Enter another supported interval based on your agency's requirements.
- Select the desired calendar date.
- Configure the appropriate Start Date and optional Due Time.
For example:
- Every 1 Month on the 10th: Requires a count on the 10th of every month.
- Every 3 Months on the 1st: Creates a quarterly count requirement beginning with the configured schedule.
Use the plus (+) and minus (-) controls or enter the desired values directly where supported.
B. Day of Week
Use Day of Week when the count should occur on a particular weekday within the month.
- Select Monthly.
- Choose Day of Week.
- Select the desired weekday, Sunday through Saturday.
- Select the applicable occurrence within the month.
- Select multiple occurrences when needed.
- Configure the appropriate Start Date and optional Due Time.
Available Day of Week options include:
- First
- Second
- Third
- Fourth
- Last
- All
For example:
- Third Wednesday: Requires a count on the third Wednesday of each month.
- Last Tuesday: Requires a count on the last Tuesday of each month.
- Second and Last Tuesday: Requires counts on both the second and last Tuesday of each month.
- All Tuesdays: Requires a count every Tuesday.
Warning:
Multiple individual occurrences can be selected within the same schedule. However, do not combine All with individual occurrences such as First or Second. This combination can produce a validation error when saving.
Option 4: Yearly Recurrence
Yearly recurrence creates an annual medication count requirement based on the configured Start Date.
- Select Yearly.
- Configure the appropriate Start Date.
- Enter a Due Time, if applicable.
The schedule repeats annually on the corresponding calendar date.
For example, an agency may configure an annual medication inventory audit beginning on October 1.
Option 5: Custom Rotation
Custom Rotation allows administrators to create schedules based on an agency-specific repeating operational rotation.
- Select Custom Rotation.
- Configure the Rotation Length.
- Select the day or days within the rotation when the medication count should occur.
- Configure the Start Date to align with the correct beginning of the rotation.
- Enter a Due Time, if applicable.
Example: 21-Day Rotation - An agency operates on a 21-day rotation and requires medication audits at the beginning and end of each rotation.
- Configure the rotation length as 21 days.
- Select Day 1 and Day 21.
- Align the Start Date with the first day of the operational rotation.
The schedule will repeat the selected count requirements during each 21-day rotation.
Example: 48-Hour Shift Rotation - An agency operates 48-hour shifts and requires a medication count at the beginning of each shift.
- Configure the rotation to match the agency's operational rotation.
- Select the first day of the applicable shift period.
- Align the Start Date with the actual beginning of the rotation.
This allows the agency to require a count at the start of the shift without necessarily requiring the same scheduled count on the second day.
Warning:
Custom Rotation schedules depend on an accurate Start Date. An incorrect Start Date can cause count requirements to occur on unintended rotation days.
4. Configure the Start Date
The Start Date determines when the Count Schedule begins and influences how the recurrence pattern is calculated.
- Locate the Start Date field.
- Select the date field to open the calendar.
- Navigate to the appropriate month and year.
- Use the forward and back arrows to change months.
- Select the displayed month or year to navigate more quickly.
- Use Go Back to Today to return to the current date.
- Select the desired Start Date.
- Review the selected date to ensure it aligns with the intended recurrence.
The calendar displays a blue dot beneath the current date to help identify today.
Understanding Start Dates
The Start Date can be set to the current date or backdated when needed to align the schedule with the intended recurrence. For Custom Rotation schedules, the Start Date must align with the appropriate day of the operational rotation.
For example, if a monthly count is configured for the 10th of each month but the Start Date is after the 10th, the first upcoming count will follow the next applicable recurrence.
Tip:
Hover over the information icon next to the Start Date field for additional guidance about configuring the date.
5. Configure the Due Time (Optional)
The Due Time determines when a scheduled medication count or custody exchange becomes overdue.
- Locate the Due Time field.
- Enter the desired due time using 24-hour military time.
- Include the colon between the hour and minutes.
- Alternatively, select an available time from the dropdown list.
For example:
- 07:00 – 7:00 AM
- 15:00 – 3:00 PM
- 16:00 – 4:00 PM
When the configured Due Time passes without the required activity being completed, the event can become overdue.
Warning:
Due Time is optional. However, configuring a Due Time is recommended when your agency uses overdue medication count or custody exchange notifications.
Without a defined Due Time, the schedule does not have the same time-based deadline needed for overdue notification workflows.
6. Verify the Count Schedule Preview
The Schedule Preview displays how the configured recurrence will operate.
- Locate the Schedule Preview section.
- Review the displayed recurrence description.
- Verify the First Count Date.
- Confirm the Due Time, if configured.
- If the preview does not match the intended schedule, review and adjust the applicable settings:
- Recurrence type.
- Day of the week.
- Day of the month.
- Monthly repeat interval.
- Rotation length and selected rotation days.
- Start Date.
- Due Time.
- Review the preview again after making changes.
For example, a schedule configured for the third Wednesday of every month at 16:00 should display that recurrence and identify the next applicable count date.
Tip:
Always verify the Schedule Preview and First Count Date before saving. This helps prevent medication counts from being scheduled on incorrect dates or rotation days.
7. Configure Custody Exchange (If Applicable)
The Custody Exchange setting determines whether the schedule creates a medication count requirement or a controlled substance custody exchange requirement.
- Locate the Custody Exchange setting.
- Enable Custody Exchange when the schedule should require the transfer or documentation of custody for a controlled substance Med Kit.
- Leave the setting disabled when the schedule should require a standard medication count.
- Custody Exchange is intended for controlled substance Med Kits and is not available for non-controlled Med Kits or Med Supply.
When Custody Exchange Is Enabled:
- Only controlled substance Med Kits are available in the Assigned To selection.
- The scheduled dashboard action displays Start Exchange.
- The schedule supports controlled substance custody exchange workflows.
When Custody Exchange Is Disabled:
- Controlled and non-controlled Med Kits are available for assignment.
- Med Supply is also available for assignment.
- The scheduled dashboard action displays Start Count.
Example: An agency requiring personnel to exchange custody of a narcotics pouch at shift change can enable Custody Exchange and assign the schedule to the applicable controlled substance Med Kit.
8. Assign Med Kits or Med Supply
The Assigned To field determines which Med Kits or Med Supply follow the configured Count Schedule.
- Locate the Assigned To field.
- Select the field to open the available assignment list.
- Use the Search field to locate specific Med Kits or Med Supply.
- Select the applicable items.
- Use Select All or Clear All, if needed, to manage multiple selections.
- Select Add to apply the selected assignments.
- Review the assigned items displayed in the schedule configuration.
- Remove or adjust selections if necessary.
Assignment Availability
When Custody Exchange is disabled, administrators can assign:
- Controlled substance Med Kits.
- Non-controlled Med Kits.
- Med Supply.
When Custody Exchange is enabled, only controlled substance Med Kits are available.
Multiple Med Kits can be assigned to the same schedule. For standard medication counts, Med Supply can also be included alongside selected Med Kits.
Best Practice: Review all assigned items before saving to ensure the schedule applies only to the intended medication inventory.
9. Save the Count Schedule
After configuring the recurrence and assigning the appropriate Med Kits or Med Supply, save the schedule.
- Review the Name.
- Verify the Recurrence, Start Date, and Due Time.
- Confirm that the Schedule Preview displays the intended recurrence and First Count Date.
- Review the Custody Exchange setting.
- Verify the assigned Med Kits or Med Supply.
- Select Save.
- The new Count Schedule appears in the Count Scheduler list.
10. Verify the Scheduled Count
After creating a Count Schedule, verify that it applies correctly to the intended Med Kits.
- Navigate to the applicable Med Kit.
- Review the scheduled medication count or custody exchange information.
- Confirm that the Next Due Count reflects the expected date and time.
- Verify that the scheduled action matches the intended workflow.
- Start Count for standard medication count schedules.
- Start Exchange for custody exchange schedules.
- If the schedule does not appear as expected, return to Medications > Setup > Count Scheduler and review its configuration.
Best Practice: Verify newly created schedules before relying on them for operational medication accountability requirements.
Managing Existing Count Schedules
1. Edit an Existing Count Schedule
Administrators can modify an existing Count Schedule when operational requirements change.
- Locate the schedule in the Count Scheduler list.
- Select the Edit Pencil icon.
- Update the applicable settings, such as:
- Name.
- Recurrence.
- Start Date.
- Due Time.
- Custody Exchange configuration.
- Assigned Med Kits or Med Supply.
- Review the Schedule Preview after making changes.
- Verify the assigned items.
- Select Save to apply the updated configuration.
Important Note:
Changes to recurrence, Start Date, or Due Time may affect when future medication counts or custody exchanges are scheduled.
2. Manage Count Schedule Status
Count Schedules can be activated or deactivated without deleting their configuration.
To Deactivate a Count Schedule:
- Locate the Active Count Schedule.
- Select the X icon in the Actions column.
- Review the deactivation confirmation prompt.
- Select Yes, Deactivate to confirm, or No, Cancel to keep the schedule active.
- Verify that the schedule status changes to Inactive.
Deactivating a schedule stops it from generating new requirements while inactive. The schedule remains available for future reactivation.
To Activate a Count Schedule:
- Locate the Inactive Count Schedule.
- Select the Check Mark icon in the Actions column.
- Review the confirmation message displayed in the lower-left corner.
- Verify that the schedule status changes to Active.
3. Delete a Count Schedule
Deleting a Count Schedule removes the recurring schedule configuration.
- Locate the Count Schedule you want to remove.
- Select the Trash Can icon in the Actions column.
- Review the deletion confirmation prompt.
- Confirm the deletion to remove the schedule.
Deleting a Count Schedule stops it from generating future requirements. Previously completed medication event records are not deleted and remain available in the Med Log.
4. Bulk Delete Count Schedules
Bulk Delete allows administrators to remove multiple Count Schedules in a single action.
- From the Count Scheduler list, select the checkboxes next to the schedules you want to delete.
- The Bulk Delete option appears below the search area.
- Select Bulk Delete.
- Review the selected schedules and any confirmation prompt.
- Confirm the deletion to remove the selected schedules.
Bulk deleting Count Schedules removes the selected schedule configurations but does not delete previously completed medication event records from the Med Log.
Best Practices
- Use clear schedule names. Select names that communicate the required medication count or custody exchange using terminology familiar to your agency.
- Align schedules with operational requirements. Use Daily, Weekly, Monthly, Yearly, or Custom Rotation recurrence based on the actual medication accountability process.
- Use monthly intervals for periodic audits. Configure Repeat Every X Months when quarterly or other recurring monthly intervals are required.
- Verify monthly weekday selections. When selecting multiple weekday occurrences, avoid combining All with individual occurrences.
- Align Custom Rotation Start Dates carefully. Rotation-based schedules depend on the Start Date matching the appropriate day of the agency's operational rotation.
- Configure Due Times when appropriate. Due Times establish deadlines for scheduled activities and support overdue notification workflows.
- Always review the Schedule Preview. Confirm the recurrence, First Count Date, and Due Time before saving.
- Use Custody Exchange for controlled substance transfers. Enable this setting only when the schedule should require a controlled substance custody exchange.
- Review assignment selections. Confirm that the appropriate Med Kits or Med Supply are included in the schedule.
- Verify newly created schedules. Review the Next Due Count on an assigned Med Kit to ensure the schedule operates as intended.
- Deactivate schedules when temporary suspension is needed. Consider deactivation instead of deletion when a schedule may be needed again.
- Review schedules periodically. Update Count Schedules when agency shift rotations, medication accountability procedures, or Med Kit assignments change.
Troubleshooting & FAQs
Why can't I see Count Scheduler under Medications Setup?
Verify that your assigned role has the appropriate permissions to access Medications Setup and manage Count Schedules. Contact your agency administrator if additional access is needed.
Why does an end user see Start Exchange instead of Start Count?
The schedule has Custody Exchange enabled. Custody exchange schedules display Start Exchange, while standard medication count schedules display Start Count.
Why can't I assign a non-controlled Med Kit or Med Supply to my schedule?
Verify whether Custody Exchange is enabled. Custody exchange schedules only support controlled substance Med Kits. Disable Custody Exchange to configure a standard count schedule for controlled or non-controlled Med Kits or Med Supply.
Can one Count Schedule be assigned to multiple Med Kits?
Yes. The Assigned To field supports selecting multiple Med Kits. Standard count schedules can also include Med Supply.
Can I create a quarterly medication count schedule?
Yes. Select Monthly recurrence, choose Date of Month, and configure Repeat Every X Months to 3. Select the appropriate calendar date and Start Date.
How do I schedule a count for the last Monday of every month?
Select Monthly recurrence, choose Day of Week, select Monday, and select Last.
Can I schedule a count for the second and last Tuesday of every month?
Yes. Monthly Day of Week recurrence supports selecting multiple individual occurrences, such as Second and Last.
Why am I receiving an error when configuring Monthly recurrence?
Review the selected weekday occurrences. Selecting All together with individual occurrences can cause a validation error. Use All by itself or select the specific occurrences needed.
Can I configure a Count Schedule for a 21-day rotation?
Yes. Select Custom Rotation, configure a 21-day rotation length, and select the days within the rotation when counts should occur. Align the Start Date with the correct beginning of the rotation.
Why is my Custom Rotation schedule occurring on the wrong day?
Verify the Start Date and selected rotation days. The Start Date determines how the rotation is calculated, so an incorrect date can shift the scheduled count requirements.
Can I backdate the Start Date?
Yes. The Start Date can be backdated when needed to align the schedule with the intended recurrence or operational rotation.
Why is the First Count Date different from the Start Date?
The First Count Date is calculated based on the configured recurrence and Start Date. If the selected Start Date does not fall on the next applicable recurrence, the preview identifies the next scheduled count date.
Is a Due Time required for every Count Schedule?
No. Due Time is optional. However, it is recommended when the agency uses overdue medication count or custody exchange notifications.
When does a medication count become overdue?
When a Due Time is configured, the scheduled count can become overdue after that time passes without the required activity being completed.
Why isn't an overdue notification being generated?
Verify that the schedule has an appropriate Due Time and that the applicable overdue notification is configured under Medications > Setup > Notifications.
What should I do if the Schedule Preview is incorrect?
Review the recurrence type, selected days, monthly interval, rotation settings, Start Date, and Due Time. Adjust the applicable settings until the preview displays the intended schedule.
Can I temporarily stop a Count Schedule without deleting it?
Yes. Select the X icon to deactivate an Active schedule. Use the Check Mark icon to reactivate it when needed.
Why am I receiving a confirmation prompt when deactivating a schedule?
Deactivating a schedule requires confirmation. Select Yes, Deactivate to proceed or No, Cancel to keep the schedule active.
What happens when I reactivate a Count Schedule?
The schedule becomes Active again and can generate scheduled requirements according to its configuration.
What happens to previous medication records if I delete a Count Schedule?
Deleting the schedule stops future requirements from being generated. Previously completed medication event records remain available in the Med Log.
Can I delete multiple Count Schedules at once?
Yes. Select the checkboxes next to the schedules you want to remove and use the Bulk Delete option.
How do I verify that a new Count Schedule was configured correctly?
Review the Schedule Preview before saving. After saving, navigate to an assigned Med Kit and confirm that the Next Due Count reflects the expected schedule.