Purpose Statement
Medication Signature Settings allow agencies to customize signature validation requirements for individual medication events within the First Due Medications module.
Administrators can create customized signature role titles, determine which personnel must sign specific medication events, and configure unique signature requirements for Controlled and Non-Controlled Substances.
These settings provide agencies with greater flexibility to align medication documentation, accountability, and audit records with their internal policies and operational requirements.
Background Information
Medication events may require one or more personnel to validate an action before it can be completed. First Due allows administrators to configure signature requirements independently for the following medication events:
- Usage
- Transfer
- Remove
- Receive
- Count
- Custody Exchange
Depending on the medication event, administrators can configure signature requirements for Med Kits, Med Supply, or both.
Signature settings determine:
- Whether signature validation is required for Controlled and Non-Controlled Substances.
- Whether users must provide a Signature Only or Signature and PIN.
- Whether users can fill their signature from their First Due profile.
- Which customized signature roles are associated with an event.
- Which signatures are required or optional.
- Whether personnel are restricted by Rank or Qualifier.
- Whether Med Kits and Med Supply share the same signature configuration.
Customized User Roles
Administrators can create and manage customized signature role titles, such as:
- Administering Provider
- Witnessing Provider
- Field Training Officer
- EMS Administrator
- Transferring Provider
- Receiving Provider
These titles help identify each signer's responsibility during a medication event and provide more meaningful information for documentation and auditing.
Important Note:
Controlled Substance events require signature validation and cannot have their signature requirements disabled.
Non-Controlled Substance signature requirements can be disabled when validation is not required.
Changes to User Role titles or deletion of unused roles do not modify historical medication records. Previously recorded information is preserved in the Med Log.
The Return medication event and Whole Blood signature requirements are only available to agencies with the paid Whole Blood feature enabled.
Required Permissions
Users configuring Medication Signature Settings must have the appropriate permissions to access the Medications module and its Setup area, including Signature settings.
Additional administrative access may be required to manage:
- Ranks: Admin → Agency Setup
- Qualifiers: Scheduling module
Video
Step-by-Step Guide
1. Navigate to Medication Signature Settings
- Navigate to the Medications module.
- Select the First Due logo in the upper-left corner.
- Select Setup.
- From Setup, select Signature.
- Review the available medication event settings and the User Roles section.
The Signature settings allow administrators to configure validation requirements independently for supported medication events.
2. Review and Manage User Roles
Before configuring individual medication events, review the available signature roles.
- From the Signature settings, select User Roles.
Review the existing role titles.
Default roles include User 1, User 2, User 3, User 4, Transferring Provider, and Receiving Provider.
- Identify any roles that should be renamed to better reflect your agency's documentation requirements.
- Select the Edit (pencil) icon next to an existing role to modify its title.
- Update the role title as needed.
- Save the changes.
Important Note:
Existing roles can be renamed to match agency-specific terminology.
Renaming a role is recommended when the role is already associated with medication events.
Roles actively assigned to medication events cannot be deleted until those associations are removed.
Updating a role title does not change the title recorded in previously completed medication events.
3. Create a Custom User Role
Administrators can create additional signature role titles for specific documentation requirements.
- From User Roles, select Add.
- Enter the desired role title.
For example, enter EMS Administrator if your agency requires administrative approval or validation for certain medication events.
- Select Save.
- Verify that the new role appears in the User Roles list.
- Repeat the process to create additional roles as needed.
Custom roles become available when configuring signature requirements for medication events.
Tip:
Example: An agency could create a Witnessing Provider role for medication usage events and an EMS Administrator role for Controlled Substance removal events.
4. Edit or Delete an Existing User Role
Administrators can maintain their User Roles list as agency requirements change.
To edit a role:
- Locate the role in the User Roles list.
- Select the Edit (pencil) icon.
- Modify the role title.
- Save the changes.
To delete a role:
- Locate the role in the User Roles list.
- Select the Delete (trash can) icon.
- If the role is not currently assigned to a medication event, complete the deletion.
- If the role is actively assigned, First Due displays an error indicating that it cannot be deleted.
- Remove the role from its associated medication events before attempting to delete it again.
Warning:
Editing or deleting a role does not alter previously completed medication records. Historical role information remains preserved in the Med Log.
5. Select the Medication Event to Configure
Signature requirements are configured individually for each supported medication event.
- Return to the medication event settings within Signature.
- Select the event you want to configure:
- Usage
- Transfer
- Remove
- Receive
- Count
- Custody Exchange
- Review the available Controlled Substance and Non-Controlled Substance settings.
- Where applicable, review the separate Med Kits and Med Supply configurations.
Each medication event can have its own validation method, signature roles, and required personnel.
Save your changes before navigating to another medication event. Unsaved configuration changes will be lost.
6. Configure Controlled Substance Validation
Controlled Substance medication events require signature validation.
- Under the selected medication event, locate Controlled Substances.
- Select the appropriate Validation Method:
- Signature Only: Requires the user to provide a signature.
- Signature and PIN: Requires both a signature and a PIN.
- If using Signature and PIN, ensure personnel have configured their four-digit PIN within their First Due user profiles.
- Determine whether to enable Fill Signature from Profile.
- Enabled: Users with a saved profile signature can select Fill to populate their signature.
- Disabled: Users must manually sign each time using the available input method on their device.
Important Note:
If Signature and PIN is required and a user does not have a PIN configured, First Due requires the user's account password instead.
7. Add Signature Roles to a Medication Event
Administrators can assign customized User Roles to individual medication events, restrict which personnel are eligible to sign, and determine whether each signature is required or optional.
- Within the selected medication event, locate the applicable signature configuration.
- Select Add to open the Add Signature configuration window.
8. Restrict Signature Roles by Rank (Optional)
Rank restrictions determine which personnel are eligible to complete a specific signature role based on their assigned rank.
- Select the Rank field to view available ranks.
- Select one or more ranks authorized to complete the signature.
- Leave the Rank field blank if no rank-based restrictions are needed.
Important Notes:
- Ranks are configured in Admin → Agency Setup → Ranks.
- Rank restrictions support multiple selections.
- Selecting a rank does not automatically include higher or lower ranks. Each eligible rank must be selected individually.
- Personnel who do not meet the configured rank restrictions will not appear as eligible users for that signature.
Warning:
Rank and Qualifier restrictions limit which personnel can complete a signature role. Incorrectly configured restrictions may prevent authorized personnel from appearing in the signature selection list.
Always test restricted signature roles before implementing them in operational medication workflows to verify that the appropriate personnel can complete the required signatures.
9. Restrict Signature Roles by Qualifier (Optional — Scheduling Module)
Qualifier restrictions determine which personnel are eligible to complete a signature role based on qualifications configured within the Scheduling module.
- Select the Qualifier field to view available qualifiers.
- Select one or more qualifiers authorized to complete the signature.
- Leave the Qualifier field blank if no qualifier-based restrictions are needed.
Important Notes:
- Qualifiers are configured in Scheduling → Setup → Qualifiers.
- Qualifier selection supports multiple selections.
- Only personnel meeting the configured qualifier restrictions are eligible for that signature role.
- If no qualifiers are selected, no qualifier-based restriction is applied.
- Agencies without configured Scheduling qualifiers can still use Rank restrictions.
Warning:
Rank and Qualifier restrictions limit which personnel can complete a signature role. Incorrectly configured restrictions may prevent authorized personnel from appearing in the signature selection list.
Always test restricted signature roles before implementing them in operational medication workflows to verify that the appropriate personnel can complete the required signatures.
10. Designate User Role in Event
The Role in Event field determines which customized User Role is associated with the signature requirement.
- Select Role in Event to view the available User Roles.
- Select the appropriate role, such as Witnessing Provider, Field Training Officer, or EMS Administrator.
- Verify that the selected role matches the intended responsibility for the medication event.
Important Notes:
- Role in Event is the only required field when adding a signature.
- User Roles already assigned to the specific medication event and substance type will be unavailable for selection.
- Custom User Roles are created and managed in the User Roles section of Medication Signature Settings.
11. Configure Required and Optional Signatures
The Required setting determines whether the selected signature must be completed before the medication event can be finalized.
- Enable Required if the signature must be captured before completing the event.
- Leave Required disabled if the signature is optional.
Warning:
All signatures designated as Required must be completed before the medication event can be finished. Optional signatures can be collected but do not prevent event completion.
12. Save Signature Configuration
- Select Save to add the signature role to the medication event.
- Verify that the new signature role appears in the event's signature configuration.
- Review the displayed signature roles to confirm they align with your department's documentation requirements.
- Repeat the process to add additional signature roles as needed.
- Select Save in the upper-right corner of the medication event settings before navigating to another event.
Important Note:
Up to four signature roles can be configured for an individual signature configuration. Unsaved changes may be lost when navigating between medication events.
13. Configure Non-Controlled Substance Requirements
Non-Controlled Substance events can have independent signature requirements or have signature validation disabled entirely.
- Under the selected medication event, locate Non-Controlled Substances.
- Determine whether signature validation is needed.
- If signatures are not required, turn off the Non-Controlled Substance signature requirement.
- If signatures are required, leave the setting enabled.
- Select the applicable validation method:
- Signature Only
- Signature and PIN
- Determine whether users can Fill Signature from Profile.
- Add the appropriate signature roles and configure any Rank, Qualifier, or Required restrictions.
- Save the configuration.
Disabling Non-Controlled Substance signature requirements removes the signature validation requirement for that event. Controlled Substance signature requirements remain mandatory.
14. Configure Med Kits and Med Supply Independently
For medication events that support both Med Kits and Med Supply, agencies can maintain different signature configurations for each.
- Select a supported medication event, such as Transfer, Remove, Receive, or Count.
- Review the Med Kits and Med Supply signature configurations.
- Configure the appropriate validation method and signature roles for Med Kits.
- Configure a separate validation method and signature roles for Med Supply.
- Adjust required signatures and personnel restrictions based on the needs of each workflow.
- Select Save before navigating to another medication event.
This allows the agency to capture different signature roles depending on whether medications are being transferred through Med Kits or Med Supply.
Tip:
Example - For a Controlled Substance Transfer event, an agency may require:
Med Kits:
- Transferring Provider — Required
- Witnessing Provider — Required
- Field Training Officer — Optional
Med Supply:
- Transferring Provider — Required
- Receiving Provider — Required
- EMS Administrator — Required
15. Share Signature Configurations Between Med Kits and Med Supply
Agencies can also apply the same signature configuration to both Med Kits and Med Supply when separate requirements are unnecessary.
- Navigate to a medication event that supports both Med Kits and Med Supply.
- Locate Share Configuration.
- Enable Share Configuration.
- When prompted, select the configuration that should serve as the source:
- Med Kits
- Med Supply
- Select the source containing the signature settings you want to apply to both workflows.
- Select Confirm and Submit.
- Review the resulting shared signature configuration.
- Select Save before leaving the medication event.
Tip:
If Med Supply already contains the required EMS Administrator and Receiving Provider signatures, selecting Med Supply as the source applies that configuration to both Med Supply and Med Kits.
Important Notes:
- Share Configuration is available for supported medication events involving both Med Kits and Med Supply.
- Administrators can choose which existing configuration should be used as the source.
- Controlled and Non-Controlled Substance settings can be configured according to their respective requirements.
- Review the selected source carefully before confirming to avoid unintentionally replacing a different signature configuration.
16. Configure Custody Exchange Signature Requirements
Custody Exchange allows agencies to define which personnel must validate the transfer of medication custody.
- From Signature settings, select Custody Exchange.
- Review the existing signature roles.
- Default roles include:
- Transferring Provider
- Receiving Provider
- Review the existing Rank and Qualifier restrictions.
- Add or modify restrictions if your agency requires specific personnel qualifications.
- Determine whether each signature is required.
- Configure the applicable validation method.
- Select Save.
Tip:
Consider keeping both the Transferring Provider and Receiving Provider signatures required to maintain a clear record of medication custody and support your agency's controlled substance accountability policies.
Important Notes:
- Existing Controlled Substance Custody Exchange configurations may retain previously configured Rank and Qualifier restrictions.
- If restrictions were not previously configured, administrators must add them when needed.
- Non-Controlled Substance Custody Exchange settings can be configured; however, the Non-Controlled Substance Med Kits custody exchange workflow is not currently available. Configuring these settings does not activate that workflow.
17. Edit or Delete a Signature Role
Administrators can edit or remove signature roles assigned to individual medication events as agency documentation requirements change.
Edit a Signature Role
- Within the selected medication event, locate the signature role you want to modify.
- Select the Edit (pencil) icon next to the signature role.
- Update the applicable settings, including Rank, Qualifier, Role in Event, or Required status.
- Select Update to apply the changes.
Delete a Signature Role
- Within the selected medication event, locate the signature role you want to remove.
- Select the Delete (trash can) icon next to the signature role.
- Verify that the signature role has been removed from the event's configuration.
Save Changes
- Review the updated signature configuration to ensure it meets your agency's documentation requirements.
- Select Save in the upper-right corner before navigating to another medication event.
Important Note:
Editing or deleting a signature role from a medication event does not alter historical Med Log records. Previously completed records retain their original signature information. Once administrators select Save, the updated configuration applies to future medication events.
18. Save Medication Signature Settings
After configuring an individual medication event, save the changes before navigating elsewhere.
- Review the selected medication event's configuration.
- Verify the Validation Method.
- Confirm that the appropriate signature roles are assigned.
- Review Rank and Qualifier restrictions.
- Confirm which signatures are Required.
- If applicable, verify the Med Kits and Med Supply configuration.
- Select Save in the upper-right corner.
- Navigate to the next medication event and repeat the configuration process as needed.
Each medication event's configuration must be saved before moving to another event. Otherwise, unsaved changes may be lost.
19. Test the Medication Signature Workflow
After completing the configuration, verify that the signature requirements behave as expected.
- Open the Medications module and begin a medication event that has been configured.
- Complete the applicable medication event workflow.
- Select Sign and Finish.
- Verify that the correct signature roles are displayed.
- Confirm that only eligible personnel appear when Rank or Qualifier restrictions have been configured.
- Verify that required signatures must be completed before the event can be finished.
- Confirm that optional signatures do not prevent completion.
- If Signature and PIN is enabled, verify the PIN or password validation process.
- Repeat testing for additional medication events, including both Controlled and Non-Controlled Substances where applicable.
- For shared medication events, verify that Med Kits and Med Supply follow the intended configuration.
Fill Signature example:
Signature and PIN Required example:
Best Practices
- Customize role titles for clarity. Use descriptive titles such as Witnessing Provider, Administering Provider, or EMS Administrator instead of generic User 1–4 labels.
- Configure each medication event intentionally. Usage, Transfer, Remove, Receive, Count, and Custody Exchange may require different validation workflows.
- Use required signatures for critical accountability. Ensure essential personnel complete validation before medication events can be finalized.
- Review Controlled Substance requirements carefully. Consider additional validation for Usage, Count, and Custody Exchange events based on agency policies.
- Apply Rank restrictions thoughtfully. Selecting a rank does not automatically include higher ranks. Include every rank that should be eligible.
- Use Qualifiers when appropriate. Qualifiers can help restrict signature eligibility to personnel with the appropriate Scheduling qualifications.
- Avoid unnecessary required signatures. Requiring too many personnel may delay medication event completion.
- Use Share Configuration when appropriate. Sharing Med Kits and Med Supply settings reduces duplicate configuration when both workflows require the same signatures.
- Keep configurations separate when necessary. If Med Kits and Med Supply have different accountability requirements, maintain independent signature configurations.
- Rename existing roles when possible. Editing an existing role may be easier than deleting a role that is already associated with medication events.
- Preserve historical documentation. Understand that role title changes apply moving forward and do not alter completed Med Log records.
- Save after configuring each event. Always select Save before navigating to another medication event.
- Test the complete signature workflow. Verify signature eligibility, required roles, and validation methods from the end user's perspective.
Troubleshooting & FAQs
Can I create customized signature role titles?
Yes. Navigate to Signature → User Roles and select Add. Enter a descriptive role title and save it. The new role can then be assigned to applicable medication events.
Can I rename the default User 1, User 2, User 3, and User 4 roles?
Yes. Select the Edit (pencil) icon next to the role and update its title. This allows agencies to replace generic user labels with more descriptive role names.
Why can't I delete a User Role?
A User Role cannot be deleted while it is actively assigned to a medication event. Remove the role from its associated medication event configurations before attempting to delete it again.
Will changing or deleting a User Role affect historical medication records?
No. Previously completed medication records retain their original role information in the Med Log. Changes to role titles and deletion of unused roles affect future use rather than historical records.
Can different medication events have different signature requirements?
Yes. Signature requirements can be configured independently for Usage, Transfer, Remove, Receive, Count, and Custody Exchange events.
How many signature roles can I assign to a medication event?
Up to four signature roles can be configured within an event's signature configuration.
Do all configured signature roles have to sign?
No. Each signature can be designated as Required or optional. Only required signatures must be completed before the event can be finished.
Why can't I disable Controlled Substance signature requirements?
Controlled Substance events require signature validation. Administrators can customize the validation method and signature roles, but cannot disable the signature requirement.
Can Non-Controlled Substance events be completed without signatures?
Yes. Administrators can disable Non-Controlled Substance signature requirements for applicable medication events.
Why is a user being asked for their password instead of a PIN?
When Signature and PIN validation is required, users without a configured four-digit PIN must enter their First Due account password.
Why isn't a particular user appearing in the signature selection list?
The signature role may have Rank or Qualifier restrictions. Verify that the user meets the configured eligibility requirements. If restrictions are not needed, leave those fields blank.
If I select Firefighter as an eligible rank, will Captains and Chiefs also be eligible?
Not automatically. Rank restrictions apply to the selected ranks. If Captains and Chiefs should also be eligible, their ranks must be selected as well.
Why don't I see any Qualifiers available?
Qualifiers originate from the Scheduling module. If your agency does not have applicable Scheduling qualifiers configured, the list may be empty. Rank restrictions can still be used.
Can Med Kits and Med Supply have different signature requirements?
Yes. Supported medication events allow independent signature configurations for Med Kits and Med Supply.
How do I use the same signature settings for Med Kits and Med Supply?
Enable Share Configuration for the applicable medication event, select Med Kits or Med Supply as the configuration source, and select Confirm and Submit. Review the resulting configuration and save the medication event.
What happens if I forget to save before switching medication events?
Unsaved configuration changes may be lost. Always select Save in the upper-right corner before navigating to another medication event.
Can I configure Non-Controlled Substance Custody Exchange signatures?
Yes. Administrators can configure these settings, but the Non-Controlled Substance Med Kits custody exchange workflow is not currently available. The configuration will not activate that workflow.
Why don't I see the Return medication event or Whole Blood signature requirements?
The Return event and Whole Blood signature settings are associated with the paid Whole Blood feature. Agencies without this feature enabled will not see those options.