Purpose Statement

This article explains how to document a medication Usage from either the Medications Dashboard or Med Kits. The Usage workflow allows personnel to identify the medication and specific inventory used, associate the medication with the appropriate incident or patient record, document administered and wasted amounts, and complete the event using the agency's signature process.

When medication is used from a Med Kit, the resulting pouch-level inventory is updated so personnel can immediately see how the Usage affects configured Par and Min inventory status.

Background Information

Medication Usage documentation links administered medication to the applicable operational or patient care record while reducing the medication quantity available in inventory.

Depending on agency configuration, users may associate medication Usage with:

• Dispatch Notification
• Incident Report
• ePCR

Users can begin the Usage workflow from the Medications Dashboard or directly from a Med Kit.

When the workflow is started from a Med Kit, users can document Usage from a specific pouch and Medication Form. If the same Medication Form is stocked in multiple pouches, each pouch is displayed separately so personnel can identify the physical inventory that was actually used.

Users may also preselect a medication or specific inventory record before beginning the Usage workflow. This can simplify the workflow by limiting the inventory displayed to the applicable medication, form, expiration date, lot number, or serial number.

Only medication inventory that is currently available can be selected for Usage. A configured Medication Form with a current quantity of 0 may remain visible on the Med Kit Overview, but it is unavailable for medication actions because there is no physical inventory unit to document.

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

When only part of a medication container is administered, the workflow records the administered amount and calculates the remaining amount as waste.

The Usage workflow may also be combined with additional medication actions through a Multi-Action Workflow. For example, personnel can document a Usage and then Transfer or Receive replacement medication, or complete a Count before finalizing the workflow.

Required Permissions

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

• Meds - Usage — Required to document medication usage.
• Med Kits access — Required to initiate usage from or interact with applicable Med Kits.
• Dashboard access — Required to initiate usage from the Medications Dashboard.
• Applicable incident or ePCR access — Required when linking medication usage to agency incident or patient care records.

Additional 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 tracked at the pouch level within Med Kits. When the same Medication Form is stored in more than one pouch, personnel can select the specific pouch and inventory record used instead of documenting against one combined Med Kit quantity.

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

After a medication Usage is completed, First Due updates the remaining inventory for the applicable pouch. On the Med Kit Overview, medication cards use color-coding to show how the current quantity compares with the configured Par and Min values:

• Red — Restock Needed: Available quantity is below Min.
• Red — Restock Needed (Zero Quantity): Available quantity is 0 when Par and/or Min is configured. The card remains visible on the Med Kit Overview so personnel can identify medication that should be stocked.
• Yellow — Monitor: When both values are configured, available quantity is at or above Min and at or below Par.
• Yellow — Monitor when Min is not configured: Available quantity is at or below Par.
• Light Gray — Well Stocked: When both values are configured, available quantity is above Par and above 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 card appears light gray when neither Par nor Min is configured.

When inventory is exactly at Min, the medication card does not display red. When both Par and Min are configured, inventory at Min remains yellow Monitor. The card turns red and displays Restock Needed when inventory drops below Min.

A Usage that reduces inventory from above Min to exactly Min therefore does not create the red Restock Needed condition. A subsequent Usage that takes inventory below Min does.

Step-by-Step Guide

1. Start a Usage from the Medications Dashboard

Open the Medications module and navigate to the Dashboard.

Use the available Items selection to review the Med Kits or Med Supply locations associated with your current view.

When applicable, the Dashboard may display assigned apparatus or related Med Kits based on agency Scheduling configuration.

Select the appropriate location, then select Usage.

The Usage workflow opens with the applicable location populated.

2. Start a Usage from Med Kits

From the Medications module:

• Select Med Kits.
• Select the applicable Med Kit.
• Select Usage.

The selected Med Kit is populated as the source location for the workflow.

3. Preselect Medication Inventory (Optional)

Before starting Usage from a Med Kit, you can narrow the workflow to a specific medication.

To preselect inventory:

• Select the applicable medication card.
• Review the available Medication Forms and inventory records.
• Identify the appropriate form, expiration date, lot number, or serial number.
• Select the applicable inventory.
• Select Usage.

The Usage workflow opens with the selected medication inventory already identified.

4. Review the Source Location and Pouches

If Usage is started from the entire Med Kit, the workflow displays the configured pouches and medication inventory currently available for use within the selected kit.

Review the pouch where the medication was physically stored.

When the same Medication Form is stocked in multiple pouches, available inventory appears separately in each applicable pouch.

Medication Forms with a current quantity of 0 are not available in the Usage workflow because there is no physical inventory to select.

5. Select the Medication Used

From Available Medications, select the medication or Medication Form used.

Use the Right Arrow to move the selected inventory into Used Medications.

Repeat the process when more than one medication was used during the same event.

To remove an incorrectly selected medication:

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

Only medication with current inventory is available for selection.

6. Enter the Quantity Used

Enter the number of medication units used.

When multiple units of the same Medication Form are available, use the quantity controls to identify the number of units included in the Usage.

Verify that the selected quantity matches the physical medication used during patient care.

7. Select Required Inventory Identifiers

Depending on agency configuration, the workflow may require additional inventory identification.

This may include:

• Serial Number
• Lot Number
• Both
• Neither

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

When multiple inventory records are available, compare the Medication Form, expiration date, lot number, and serial number with the physical medication before continuing.

8. Document the Administered and Wasted Amounts

Enter the amount of medication administered to the patient.

When the entire amount in the selected medication unit is not administered, the system calculates the remaining amount as waste.

Review both the administered and wasted quantities before continuing.

9. Select the Source

Select the applicable record source for the medication Usage.

Depending on agency configuration, available options may include:

• Dispatch Notification
• Incident Report
• ePCR

The selected Source determines how the Usage is associated with the applicable operational or patient care record.

10. Select the Incident or Patient Record

Complete the applicable record information based on the selected Source.

When using an Incident Report or Dispatch Notification, search for and select the applicable incident record.

Search results may be filtered using available incident information, such as:

• Incident Number
• Date
• Address

Enter the patient name when applicable.

When using ePCR, search for and select the applicable patient or patient care record.

11. Review ePCR Medication Filtering (If Applicable)

When ePCR integration is configured, available medication information may be limited based on the medications documented within the selected patient care record.

The selected source location must also contain available medication inventory being documented.

If an expected medication does not appear, verify:

• The selected ePCR record contains the applicable medication.
• The correct Med Kit and pouch are being used.
• Current inventory exists for that Medication Form.

A Medication Form at quantity 0 is not available for Usage even if the medication is documented in the selected ePCR.

12. Add Attachments (Optional)

Select Attachments to add supporting documentation.

Depending on the device and available permissions, users can:

• Upload a file from the device.
• Upload an existing image.
• Use the device camera to capture a photo.

For example, an agency may choose to attach a photograph of the medication vial or other supporting documentation.

Select Save after adding the applicable attachments.

Accepted file types and limits include:

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

13. Add Another Medication Action (Optional)

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

Examples include:

• Transfer medication from Med Supply or another Med Kit to replenish the used inventory.
• Receive replacement medication from an applicable source.
• Count the Med Kit when required after the medication event.

This allows related medication actions to be documented within one workflow before completing the final signature process.

A Usage that drops inventory below Min can therefore be followed by an applicable Transfer or Receive when replenishment is part of the same operational process.

14. Review the Usage Event

Before completing the workflow, verify:

• Source Med Kit or location
• Pouch
• Medication Form
• Quantity used
• Serial number, when applicable
• Lot number, when applicable
• Amount administered
• Amount wasted
• Incident or patient record
• Attachments
• Any additional medication actions

Confirm that the documentation matches the medication physically used and the associated patient care event.

15. Sign and Finish

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

Follow the applicable signature requirements to complete the event.

Once completed, the medication inventory is updated for the applicable pouch. If the remaining quantity is below Min, the Med Kit Overview displays red Restock Needed. If the remaining quantity equals Min, it does not display red solely because it has reached Min.

Selecting Complete and Sign Later completes the medication transaction and immediately updates the applicable Med Kit inventory, including its resulting Par and Min status.

The event is then added to the user's Pending Signatures and must be signed later.

If the Usage reduces a configured Medication Form to 0, the Medication Form may remain visible on the Med Kit Overview as red Restock Needed, but it is unavailable for additional medication actions until replenished.

Best Practices

• Verify the correct Med Kit, pouch, and Medication Form before documenting Usage.
• Preselect the specific medication inventory when possible to reduce the risk of selecting the wrong unit.
• Match serial numbers, lot numbers, and expiration information to the physical medication before completing the Usage.
• Remember that Medication Forms at quantity 0 are unavailable for Usage, even when they remain visible on the Med Kit Overview.
• Select the correct incident, Dispatch Notification, or ePCR record to support accurate medication documentation and inventory accountability.
• Verify administered and wasted amounts carefully before completing the event.
• Review the medication's Par and Min status after Usage.
• Remember that inventory at Min remains in the monitoring state. Red Restock Needed begins when inventory drops below Min.
• If Usage creates a Restock Needed condition, replenish inventory through the appropriate Receive or Transfer workflow when applicable.
• Use a Multi-Action Workflow when Usage and replenishment or counting are part of the same operational process.
• Use ePCR integration when configured to help align medication Usage with documented patient care.
• Attach supporting documentation when required by agency policy.
• Complete required Counts after medication Usage when agency or Med Kit configuration requires them.
• Resolve Pending Signatures according to agency policy when using Complete and Sign Later.

Troubleshooting & FAQs

Why don't I see the medication I administered?

Verify that the selected Med Kit, pouch, or source location contains current inventory for the medication. If ePCR integration is being used, also verify that the applicable medication is associated with the selected patient care record.

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

Check the medication's 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 inventory unit is physically available, it cannot be selected for Usage or another medication action.

Why doesn't a zero-quantity medication appear in the Usage workflow?

Medication events operate on existing medication inventory. When the current quantity is 0, there is no inventory record available to document as used. Receive or Transfer medication into the pouch before it can be selected for a future Usage.

Why does the same Medication Form appear more than once?

The same Medication Form may be stocked in multiple pouches. Each pouch maintains its own inventory, allowing personnel to select the physical location from which the medication was used.

Can I select a specific medication before starting Usage?

Yes. Select the medication card and applicable inventory record before choosing Usage to limit the workflow to that medication. Medication Forms at quantity 0 cannot be preselected because no inventory record is available.

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 medication unit used.

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

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

How is medication waste calculated?

Enter the amount administered. When the full amount contained in the selected medication unit is not administered, the remaining amount is calculated as waste.

Why do I need to select an incident or patient record?

Linking the medication Usage to the applicable Dispatch Notification, Incident Report, or ePCR record supports accurate medication documentation, inventory accountability, and patient care reporting.

Why doesn't a medication appear after I select an ePCR record?

Verify that the medication is documented in the selected patient care record and that the selected Med Kit or pouch contains current inventory. A Medication Form at quantity 0 is unavailable for Usage.

What happens to Par and Min after a medication Usage?

The available quantity for the applicable Medication Form and pouch is recalculated. When both values are configured:

• Inventory at or above Min and at or below Par displays yellow Monitor.
• Inventory below Min displays red Restock Needed.
• Inventory above Par and Min displays light gray Well Stocked.

Why didn't the medication turn red when the Usage reduced the quantity to Min?

This is expected. Inventory at the configured Min does not meet the red Restock Needed condition. The medication turns red when available inventory drops below Min.

What happens if Par and Min are the same value after a Usage?

If the remaining inventory equals the matching Par and Min value, the medication remains yellow Monitor. It turns red only after inventory drops below Min.

What happens if Usage reduces the medication quantity to zero?

The Medication Form may remain visible on the Med Kit Overview as red Restock Needed when Par and/or Min is configured. Because the current quantity is zero, the medication is unavailable for additional medication actions until inventory is replenished.

Can I replenish medication after documenting the Usage?

Yes. Use Add Action to add a Transfer or Receive when replenishment should be documented within the same Multi-Action Workflow.

Can replenishing medication in the same workflow affect Critical Low Stock?

Yes. When a Usage drops inventory below Min, an applicable Transfer or Receive can be added to correct the low-stock condition before the Multi-Action Workflow is completed. The configured Critical Low Stock notification applies when inventory drops below Min and the condition is not corrected as part of the applicable workflow.

Can I perform a Count after documenting Usage?

Yes. When appropriate, add a Count action to the Multi-Action Workflow. Count is the final action, so no additional medication actions can be added after it.

What happens after I select Complete and Sign Later?

The medication Usage is applied to inventory immediately, including the resulting Par and Min status. The signature remains outstanding and is added to Pending Signatures.

What happens if I select Close?

The workflow is canceled and unsaved progress is lost.

Can I document multiple medication actions in one workflow?

Yes. Use Add Action to add supported actions such as Transfer, Receive, Remove, or Count before completing the final signature process. A Count must be the final action.