Purpose Statement

This article explains how to document medication usage from either the Medications Dashboard or Med Kits. This process ensures accurate tracking of administered medications, supports compliance with reporting requirements, and maintains inventory accuracy by recording usage and waste.

Background Information

Medication usage documentation links administered medications to an incident, dispatch, or patient care report (ePCR). This ensures that all medication usage is properly recorded and reconciled against inventory.

Depending on your agency’s configuration, users can associate medication usage with:

• Dispatch Notifications

• Incident Reports (Fire)

• ePCR Reports (EMS)

When integrated with ePCR, the system can automatically filter medications to match those documented in the patient report, improving accuracy and reducing manual entry.

Required Permissions

Users must have appropriate permissions within the Medications module to document medication usage.

Typical permissions may include:

• Medications Module Access

• Medication Usage permissions

• Med Kit access

• Dashboard access

• Incident or ePCR integration access (if applicable)

• Signature permissions

Permission availability may vary based on agency configuration.

Video

Step-by-Step Guide

1. Navigate to Medication Usage

1. Navigate to the Medications module.

2. Select either:

   • Dashboard, or

   • Med Kits

2. Start Usage from the Dashboard

1. From the Dashboard, use the Items dropdown to filter if needed.

2. Select + Usage to begin documentation.

3. Start Usage from Med Kits

1. From Med Kits, select the kit you want to document usage from.

2. Select the Usage button.

4. Confirm or Update Location

1. In the Usage workflow, the Location will auto-populate based on your starting point.

2. Use the dropdown to change the location if needed.

5. Select a Source

1. From the Source dropdown, select one of the following (based on your agency setup):

• Dispatch Notification – For agencies not using Incident documentation

• Incident Report – For agencies using Fire Incident Reporting

• ePCR – For agencies using EMS patient care reporting

6. Enter Incident Information (If Applicable)

1. If Source is set to Incident Report or Dispatch Notification:

   • Enter the Incident Number (required)

   • Begin typing to filter results by date, address, or incident number

7. Enter Patient Name (If Applicable)

1. If using Incident Report or Dispatch Notification, you may also enter the Patient Name.

8. Select Patient for ePCR

1. If Source is set to ePCR:

   • Enter the Patient Name (required)

   • Select from the populated list

9. Review Filtered Medications (ePCR Only)

1. When using ePCR, the system will display only medications documented as used in the report.

Note:
Ensure the selected Location contains the medication. If not, only available medications in that location will display.

10. Select Medications to Document

1. In the Available Medications column, select the checkbox next to the medication(s).

2. Select the Right Arrow to move them to the Used Medications column.

11. Adjust Medication Selection

1. To remove a medication from the Used list:

   • Select the medication

   • Use the Left Arrow to move it back to Available Medications

12. Enter Usage Details

1. Use the Up/Down arrows or enter a numeric value to indicate the quantity used.

2. Enter the amount administered.

3. If the full amount is not used, the system will automatically calculate the wasted amount.

4. If required, select Serial Numbers from the dropdown.

13. Add Attachments

1. Select Attachments to include supporting documentation.

2. Use the Up Arrow to upload files or the Camera icon to take a photo.

3. Select Save.

Accepted file types and limits:

• JPEG

• PNG

• PDF

• Maximum of 5 files

• Up to 15 MB each

14. Add Additional Actions

1. Select the Add Action dropdown to include additional actions in the workflow.

2. Choose the next action to perform.

When adding multiple actions:

• Ensure the current action is fully completed before selecting Continue

• Previous actions become non-editable once a new action is added

15. 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.

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

Best Practices

• Always verify the correct location and kit before documenting usage.

• Ensure the Source (Incident/ePCR) is accurate for reporting and compliance.

• Double-check quantities used and wasted to maintain accurate inventory.

• Use ePCR integration when available to reduce manual entry errors.

• Attach supporting documentation when required for audits or compliance.

Troubleshooting & FAQs

Why don’t I see the medication I administered?
Ensure the selected location or kit contains the medication. For ePCR, only medications documented in the report will display.

Why is the Incident Number required?
Incident linkage ensures proper documentation and compliance with reporting standards.

How is waste calculated?
If the full quantity is not administered, the system automatically calculates the remaining (wasted) amount.

Can I document multiple actions at once?
Yes. Use the Add Action feature to include multiple actions in a single workflow with one final signature.