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How to Receive Medications - Med Kits or Med Supply

Purpose Statement

This article explains how to receive medications into Med Supply or a Med Kit. The Receive workflow allows users to document incoming medication inventory, assign it to the correct location, capture required details such as expiration date and quantity, and complete the transaction with a signature.

Background Information

Medication receiving can be completed from either Med Supply or Med Kits, depending on the user’s permissions and the destination of the inventory. This workflow supports adding one or more medications, splitting entries by lot number, expiration date, or location, and attaching supporting documentation when needed.

Medication forms available during receiving are pulled from Medication Setup. If a needed medication form does not exist, users can add it from the Medication Setup area before completing the receiving action.

Required Permissions

Users must have appropriate permissions to receive medications in the Medications module.

Typical permissions may include:

  • Medications Module Access

  • Receive Medication permissions

  • Med Supply access

  • Med Kit access

  • Medication Setup access, if adding a new Medication Form

  • Signature permissions, based on agency configuration

Depending on your permissions, you may only be able to receive medications within Med Supply.

Video

Step-by-Step Guide
 

1. Navigate to Med Supply or Med Kit

  1. Navigate to Med Supply or Med Kit.
     

  2. Depending on your permissions, you may only be able to receive medications within Med Supply.

Begin by navigating to Med Supply or Med Kit.

 

2. Start the Receive Workflow from Med Supply

  1. From Med Supply, select Receive to begin.

From the Med Supply select Receive to begin.

 

3. Start the Receive Workflow from a Med Kit

  1. From Med Kits, select the kit you want to receive medications to.

  2. Select Receive.

From within Med Kits select the Kit you wish to add medications then select Receive.

 

4. Select the Source

  1. From the Source dropdown, choose who you are receiving the medication from.

The Source list is populated from your agencies Vendor Directory for all vendor types set as a Pharmacy.

From the Source dropdown choose from your list who you will be receiving the medication from.

 

5. Add a Medication

  1. Select Add Med to begin adding a medication to receive.

Select Add Med to begin adding the medication to receive.

 

6. Select the Medication Form

  1. In the Add Med modal, use the Medication Form dropdown to select the medication form.

  2. This list is generated from Medication Setup.

  3. You can scroll through the list or use the search bar to locate a medication form.

  4. If the medication form is not listed, select Add Medication Form.

From the Add Med modal using the Medication Form dropdown select the medication form.

 

7. Add a New Medication Form if Needed

  1. If you select Add Medication Form, you will be guided to Medication Setup – Medications.

  2. From there, you can add a new medication or edit an existing medication to create the new form.

If you selected the Add Medication Form, you will be guided to the Medication Setup - Medications page. Here you will be able to Add new medication or edit an existing one to create the new form.

 

8. Enter Medication Details

  1. After selecting a Medication Form, enter the required information.

Required fields include:

  • Expiration Date

  • Location

  • Quantity

Additional details:

  • Location may already be populated based on where you started the receiving workflow, but it can be changed.

  • Optional fields include Lot #.

  • If your agency requires Serial Numbers for medications, select Preview to populate auto-generated serial numbers or enter Serial number manually.

After selecting a Medication Form you will need to enter information about that form.

 

9. Add Additional Groups for the Same Medication

  1. If the same medication has different Lot #s, Expiration Dates, or should be received into different Locations, select Add Group.

  2. Complete the information for each additional group.

  3. To remove a group, select the Trashcan icon.

  4. Once completed select Save.

If the medication has different Lot#, expiration dates, or you want to receive that medication in different locations select Add Group and complete the information.

 

10. Add More Medications or Manage Existing Entries

  1. Repeat the process for any additional medications by selecting Add Med.

  2. You can also edit or remove medications from the Actions column.

  3. To add supporting files, select the Attachment button.

Once a medication repeat to the process for any additional medication by selecting Add Med or edit/remove medications within the Actions column.

 

11. Add Attachments

  1. Use the Up Arrow to upload an attachment, or select the Camera icon to take a picture.

  2. Select Save.

Accepted attachment formats and limits:

  • JPEG

  • PNG

  • PDF

  • Maximum of 5 files

  • Up to 15 MB each

You can use the up arrow to upload an attachment or select the camera to take an picture to use, then select Save.

 

12. Add Another Action to the Workflow

  1. Use the Action dropdown to select the next action.

  2. This allows users to complete multiple medication actions within a single workflow while requiring only one final signature.

When adding multiple actions:

  1. Ensure the current action is fully completed before selecting Continue.

  2. Once a new action is selected, the previous action closes and becomes non-editable.

You are able Add an action by using the dropdown and selecting on the next action.

 

13. 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.

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

Once completed you can select Sign and Finish to complete the action or pending on your agencies setup you maybe able to Complete and Sign Later.

Best Practices

  • Verify you are receiving medication into the correct Med Supply location or Med Kit before saving.

  • Confirm expiration dates, quantities, and lot numbers carefully to maintain accurate inventory records.

  • Use Add Group when the same medication has different expiration dates or lot numbers.

  • Add attachments when supporting documentation, photos, or delivery records are needed.

  • Complete the current action fully before adding another workflow action.

Troubleshooting & FAQs

Why can’t I receive medication into a Med Kit?
Your permissions may only allow you to receive medications into Med Supply.

Why don’t I see the medication form I need?
The list is generated from Medication Setup. Select Add Medication Form to create it if it does not already exist.

Why is the location already filled in?
The location may auto-populate based on where you started the receiving workflow, but it can be changed.

When should I use Add Group?
Use Add Group when the same medication needs separate entries for different lot numbers, expiration dates, or locations.

Can I complete more than one medication action at a time?
Yes. You can add another action from the dropdown and complete multiple actions in one workflow with a single final signature.

What attachment types are supported?
The system accepts JPEG, PNG, and PDF files, with a maximum of 5 files up to 15 MB each.