Purpose
The Medications setup page allows administrators to create, configure, and manage medications and their associated forms within the First Due Medications module.
Properly configuring medications and medication forms helps agencies maintain accurate inventory records, identify controlled substances, support serial number tracking, and ensure medication information is displayed consistently throughout medication workflows and Med Log reports.
Background Information
The Medications setup page displays the medications and medication forms configured for your organization.
Each medication must have at least one Form, which identifies how the medication is packaged and defines its dose and volume information.
Administrators can use this page to:
- Add medications from the First Due medication library.
- Configure multiple forms for the same medication.
- Define medication form types, doses, dose units, volumes, and volume units.
- Select a Default Form when multiple forms are configured.
- Classify medications as controlled substances.
- Configure medication-specific serial number tracking.
- Activate or deactivate medication forms.
- Edit or delete existing medication forms.
- Search, filter, sort, and export the medication list.
Medication Names and Forms
Medication names are selected from the available First Due medication library. Forms are then configured under the selected medication.
For example, an agency may configure multiple vial sizes or concentrations for the same medication without creating duplicate medication records.
Controlled Substance Classification
Medications that require controlled substance tracking must be explicitly classified using the CS Schedule setting.
Adding a medication to a controlled substance Med Kit does not automatically classify the medication as a controlled substance.
The selected CS Schedule identifies the applicable controlled substance classification for reporting purposes. The specific schedule designation does not independently change how controlled substance workflows operate.
Serial Number Tracking
Administrators can require serial numbers for medications that need individual unit tracking.
Serial numbers may be configured using medication-specific values or the organization's global serial number generation settings.
Important Note:
Before creating a medication, search the existing medication list. If the medication already exists, edit the existing record and add the required form instead of creating a duplicate.
If a required medication name, form type, dose unit, or volume unit is unavailable, submit a ticket to First Due Support to request that the option be reviewed for addition.
Required Permissions
Users must have the following permission to add or manage medications and their forms:
- Medication Setup – Active Form — Allow
Users without the appropriate permission may be unable to create, edit, activate, deactivate, or otherwise manage medication forms.
If the Medications setup page or applicable actions are unavailable, contact your agency administrator to verify the permissions assigned to your role.
Video
Step-by-Step Guide
This guide explains how to navigate the medication list, create new medications and forms, and manage existing medication configurations. Each workflow is organized into a separate section for easy reference.
Navigating the Medication Form List
1. Navigate to Medications Setup
- Select the First Due logo in the upper-left corner.
- Navigate to Medications > Setup.
- From the Setup menu, select Medications.
The Medications page displays the medication names and forms currently configured for your organization.
2. Search and Sort the Medication List
Use the search and sorting controls to locate medications and review their configured forms.
- Locate the Search field above the medication list.
- Enter the medication name or medication form information you want to locate.
- Review the matching results.
- To sort the list, select the appropriate column header.
- Select the same column header again to reverse the sorting direction.
- Select the column header a third time to clear the applied sort order.
For example, administrators can sort by medication form information or Form Status to group records based on the selected column.
3. Filter the Medication List
Filters allow administrators to narrow the displayed medications based on specific criteria.
- Select the Filters icon.
- Choose the desired filter.
- Enter or select the applicable criteria.
- Review the filtered results.
- Clear or modify the filters as needed.
Available filters include:
- Medication Name
- Form Type
4. Expand or Collapse Medication Forms
A medication may have multiple configured forms. Administrators can expand or collapse the medication record to control which forms are visible in the list.
- Locate the medication you want to review.
- Select the Expand/Collapse Arrow next to the medication.
- Expand the record to display its configured forms.
- Select the arrow again to collapse the record.
This allows administrators to review individual medication forms without displaying every form for every medication at once.
5. Review Medication Form Status
The Form Status column identifies whether a medication form is Active or Inactive.
- Active: Identified by a green status indicator.
- Inactive: Identified by a gray status indicator.
To review form status:
- Locate the applicable medication and form.
- Review the Form Status column.
- Identify whether the form is currently Active or Inactive.
Active forms are available for applicable medication workflows, including receiving medication inventory.
Inactive forms are not available for the same active medication selection workflows.
Important Note:
A medication's Default Form cannot be deactivated. Administrators must first assign another eligible form as the Default Form before deactivating the original default.
6. Adjust Medication List Pagination
Use the pagination controls to navigate organizations with multiple configured medications and forms.
- Scroll to the bottom of the medication list.
- Select Next or Previous to navigate between pages.
- Adjust the number of records displayed per page.
Available page sizes include:
- 20 records
- 50 records
- 100 records
Increasing the page size allows administrators to review more medication forms without navigating between multiple pages.
7. Download the Medication Form List
Administrators can export the configured medication form list for local reference.
- Locate the Download option on the Medications setup page.
- Select Download.
- The system downloads the medication list as a CSV file.
- Open or store the file as needed.
The CSV provides a record of configured medication forms and their associated concentration information.
Tip:
Use the export when reviewing medication configurations, comparing stocked medication forms, or preparing for inventory configuration updates.
Creating a New Medication and Medication Form
1. Verify Whether the Medication Already Exists
Before creating a new medication, confirm that it is not already configured.
- Use the Search field to locate the medication.
- Review the matching results.
- If the medication already exists, expand the record and review its configured forms.
- If only an additional form is needed, edit the existing medication rather than creating another medication record.
Important Note:
Multiple forms should be configured under the same medication whenever appropriate. This helps prevent duplicate medication records and maintains consistent inventory tracking.
2. Add a New Medication
If the medication is not already configured:
- Select the blue Add Medication button in the upper-right corner.
- The New Medication configuration window opens.
- Begin configuring the medication information.
3. Select the Medication Name
- Locate the Medication Name field.
- Select the dropdown menu.
- Scroll through the available medication library or use the search field to locate a specific medication.
- Select the appropriate medication name.
Tip:
If your agency uses a medication that is not included in the Medication Name list, submit a ticket to First Due Support requesting that the medication be reviewed for addition to the library.
4. Configure the Controlled Substance Schedule (If Applicable)
The CS Schedule setting identifies whether the medication should be treated as a controlled substance within First Due.
- Locate the CS Schedule field.
- If the medication is a controlled substance, select the appropriate schedule classification.
- If the medication is not a controlled substance, leave the field unconfigured.
First Due does not automatically classify a medication as a controlled substance based on the Med Kit where it is stocked.
If a controlled substance medication is not assigned a CS Schedule, the system will not automatically apply controlled substance handling solely because the medication is associated with a controlled substance Med Kit.
Understanding CS Schedule Classification
The specific CS Schedule selected is used for classification and reporting within medication records.
Selecting a controlled substance classification enables the medication to follow the applicable controlled substance configuration.
The specific schedule designation does not independently change the controlled substance workflow used for counts, custody exchanges, or other medication events.
Best Practice: Verify the appropriate controlled substance classification before creating the medication.
5. Configure Serial Number Requirements (Optional)
The Require Serial Number setting allows agencies to track individual units of a medication using serial numbers.
- Locate Require Serial Number.
- Enable the setting if the medication requires individual serial number tracking.
- Review the available serial number configuration fields.
When enabled, the following fields become available:
- Medication Short Code
- Last Serial Number
Medication Short Code
The Medication Short Code supports up to three letters and can be used as part of medication-specific serial number generation.
Last Serial Number
The Last Serial Number supports up to 19 digits.
When a medication-specific Last Serial Number is configured, the next generated serial number increments from the value entered.
For example, if the Last Serial Number is set to 100, the next generated value follows that sequence beginning with 101.
Using Global Serial Number Generation
If your agency uses Generate Global Serial Numbers under Medications > Setup > General Settings, leave the medication-specific Last Serial Number field blank when the medication should follow the global numbering sequence.
Entering medication-specific serial number values allows the medication to use its own numbering configuration instead.
Warning:
Review your agency's serial number configuration before entering medication-specific values to avoid unintended numbering sequences.
6. Add a Medication Form
Each medication must have at least one configured form.
- Locate the medication forms section within the New Medication window.
- Select + Add.
- The medication form configuration fields appear.
- Begin entering the form information.
The Default Form field remains unavailable until at least one medication form has been created and saved.
7. Select the Form Type
The Form field identifies the medication's packaging or delivery form.
- Locate the Form dropdown.
- Select the dropdown to view the available form types.
- Choose the option that matches how your agency receives and stocks the medication.
Tip:
If the Required Form Type Is Missing, submit a ticket to First Due Support requesting that the needed form type be reviewed for addition.
8. Configure the Dose and Dose Unit
The Dose and Dose Unit fields identify the total medication amount contained within the selected form.
- Locate the Dose field.
- Enter the total medication amount.
- Select the Dose Unit dropdown.
- Choose the unit that accurately represents the medication.
For example, a vial containing 2 milligrams of medication would be configured with:
- Dose: 2
- Dose Unit: mg
The dose should reflect the medication amount contained within the configured form, not an individual patient's administered dose. If a proper Dose Unit is not listed contact First Due Support.
9. Configure the Volume and Volume Unit
The Volume and Volume Unit fields identify the total volume or size of the medication's configured form.
- Locate the Volume field.
- Enter the total volume of the medication form.
- Select the Volume Unit dropdown.
- Choose the appropriate unit.
For example, a vial containing 2 mg of medication in 1 mL would be configured with:
- Dose: 2
- Dose Unit: mg
- Volume: 1
- Volume Unit: mL
This configuration represents a 2 mg / 1 mL vial.
Verify that the entered dose and volume match the medication product stocked by your agency. If a required volume unit is unavailable, contact First Due Support.
10. Verify the Medication Form Preview
The Form Preview displays how the medication form will appear throughout applicable medication workflows and Med Log records.
- Locate the Form Preview section.
- Review the medication name.
- Verify the selected form type.
- Confirm the dose and dose unit.
- Confirm the volume and volume unit.
- If the preview is incorrect, update the applicable fields before saving.
For example, the preview may display a medication as a Vial 2 mg in 1 mL.
This information helps personnel identify the correct medication form during receiving, usage, and other medication events. During medication usage workflows, users may also be required to document the amount administered and the amount wasted, when applicable.
Tip:
Always verify the Form Preview before saving to ensure the medication is represented accurately.
11. Save the Medication Form
After completing the medication form configuration:
- Review the selected Form Type.
- Verify the Dose and Dose Unit.
- Verify the Volume and Volume Unit.
- Confirm that the Form Preview is accurate.
- Select Save to add the form to the medication configuration.
The saved form appears in the medication's form list.
Default Form Behavior
If this is the first and only form configured for the medication, it automatically becomes the Default Form.
The Default Form field is populated with the newly saved form. When additional forms are added, administrators can choose which form should be the default.
12. Review the Default Form
The Default Form determines which medication form is initially selected in applicable medication workflows.
- Locate the Default Form field.
- Review the currently selected form.
- If multiple forms are available, select the dropdown to review the options.
- Choose the form your agency wants selected by default.
For example, if a medication is configured in multiple vial concentrations, the agency can select the form most commonly stocked or used as the default.
The Default Form is a starting selection. Users can choose another available form when the workflow supports form selection.
13. Save the Medication Configuration
After adding the required medication forms:
- Review the Medication Name.
- Verify the CS Schedule, if applicable.
- Confirm the serial number settings.
- Review the configured forms.
- Verify the Default Form.
- Select the applicable Save or Create action to complete the medication configuration.
- Return to the Medications setup list.
- Search for the newly configured medication.
- Expand the medication record and verify that the form information and Active status are correct.
Newly created medication forms are Active by default.
Managing Existing Medication Forms
1. Add a Form to an Existing Medication
Administrators can add additional packaging sizes, concentrations, or delivery forms to an existing medication.
- Locate the medication in the Medications setup list.
- Select the Edit Pencil icon.
- Select + Add in the medication forms section.
- Configure the new form:
- Form Type.
- Dose.
- Dose Unit.
- Volume.
- Volume Unit.
- Review the Form Preview.
- Select Save to add the form.
- Review the Default Form selection.
- Save the updated medication configuration.
Example: If an agency begins stocking a different vial concentration from another vendor, the new concentration can be added as another form under the existing medication.
2. Change the Default Form
When a medication has multiple forms, administrators can change which form is selected by default.
- Locate the medication.
- Select the Edit Pencil icon.
- Locate the Default Form dropdown.
- Select the desired form.
- Save the updated medication configuration.
Warning:
A Default Form cannot be deactivated while it remains assigned as the default. Select another eligible form as the Default Form before attempting to deactivate the original.
3. Edit an Existing Medication Form
Administrators can update medication forms when packaging, concentration, or other configuration details change.
- Locate the medication in the Medications setup list.
- Select the Edit Pencil icon.
- Locate the form that requires modification.
- Select the applicable edit action for that form.
- Update the necessary information.
- Review the Form Preview.
- Save the form changes.
- Save the updated medication configuration.
Administrators can also review and update medication-specific serial number settings from the medication configuration.
Best Practice: Verify the accuracy of any medication form changes before saving, particularly when modifying dose, volume, or unit information.
4. Deactivate a Medication Form
Deactivating a medication form allows administrators to make the form unavailable for applicable active medication workflows without permanently deleting its configuration.
- Locate the medication form in the Medications setup list.
- Verify that the form is not currently assigned as the Default Form.
- Select the X icon in the Actions column.
- Review the deactivation confirmation prompt.
- Select Yes, Deactivate to confirm, or No, Cancel to keep the form active.
- Verify that the Form Status changes to Inactive.
Warning:
If the form is currently the Default Form, the system will not allow it to be deactivated. Assign another eligible Default Form first.
5. Activate a Medication Form
Administrators can reactivate an Inactive medication form when it should become available again.
- Locate the Inactive medication form.
- Select the Checkmark icon in the Actions column.
- Review the confirmation message displayed in the lower-left corner.
- Verify that the Form Status changes to Active.
The form becomes available for applicable medication workflows, including receiving medication inventory.
6. Delete a Medication Form
Administrators can delete medication forms that are no longer needed, provided the system allows the deletion.
- Locate the medication form.
- Select the Trash Can icon in the Actions column.
- Review the deletion confirmation prompt.
- Confirm the deletion if the form is eligible for removal.
Deletion Restrictions
A medication form cannot be deleted while it is in use, such as when medication is currently stocked in a Med Kit.
If the form is in use, the system displays a notification indicating that the deletion cannot be completed.
The existing medication inventory dependency must be resolved before the form can be deleted.
Deletion is not reversible. Review the selected form and the confirmation message carefully before proceeding.
When a form should no longer be available but permanent deletion is unnecessary or restricted, consider deactivating the form instead.
7. Bulk Delete Medication Forms
Bulk Delete allows administrators to select multiple medication forms for deletion.
- From the Medications setup list, select the checkboxes next to the forms you want to delete.
- Review the number of selected records.
- Locate the Bulk Delete action that appears below the search area.
- Select Bulk Delete.
- Review the confirmation prompt.
- Confirm the deletion.
Forms that are currently in use may prevent the applicable deletion from being completed. Review any error messages and resolve the inventory dependencies before attempting deletion again.
Bulk deletion can affect multiple medication configurations. Verify the selected records carefully before confirming.
Best Practices
- Search before creating medications. Verify that a medication does not already exist to prevent duplicate records.
- Use multiple forms when appropriate. Add different concentrations, packaging sizes, or delivery forms under the existing medication.
- Verify controlled substance classification. Medications requiring controlled substance functionality must have the appropriate CS Schedule configured.
- Do not rely on Med Kit assignment for controlled substance classification. Stocking a medication in a controlled substance Med Kit does not automatically classify it as controlled.
- Review serial number settings carefully. Determine whether your agency uses global or medication-specific serial number generation before configuring individual medication values.
- Enter accurate dose and volume information. Ensure that medication form details reflect the products stocked by your agency.
- Always verify the Form Preview. Confirm how the medication will appear to end users and in Med Log records.
- Select the appropriate Default Form. Choose the form most commonly used by your agency when multiple forms are available.
- Review form status before operational use. Confirm that required medication forms are Active before personnel attempt to receive or use them.
- Deactivate outdated forms when appropriate. Consider deactivation instead of permanent deletion when historical configuration or future reuse may be important.
- Review deletion dependencies. Verify that a medication form is no longer stocked in active inventory before attempting deletion.
- Export the medication list when needed. Use the CSV download to review configured medication forms and concentration information.
- Save all configuration changes. Verify both the individual form and overall medication configuration are saved before leaving the page.
Troubleshooting & FAQs
Why can't I find the medication I need in the Medication Name list?
The medication may not be included in the current First Due medication library. Submit a ticket to First Due Support requesting that the medication be reviewed for addition.
What should I do if the form type, dose unit, or volume unit I need is unavailable?
Submit a ticket to First Due Support identifying the missing option.
Should I create a new medication if I need another concentration or packaging size?
No. If the medication already exists, edit the existing medication and add another form with the appropriate concentration, dose, and volume information.
Why can't I select a Default Form when creating a medication?
A medication form must first be added and saved. Once the first form is created, it automatically becomes the Default Form.
Can a medication have multiple forms?
Yes. Multiple forms can be configured under the same medication. Each form can have its own packaging, dose, and volume information.
How do I change the Default Form?
Edit the medication, locate the Default Form dropdown, select the desired form, and save the medication configuration.
Why can't I deactivate a medication form?
The form may currently be assigned as the Default Form. Select another eligible Default Form before attempting to deactivate it.
What happens when I activate an Inactive medication form?
The form becomes Active and available for applicable medication workflows, including receiving medication inventory.
Does adding a medication to a controlled substance Med Kit automatically classify it as controlled?
No. The medication must be explicitly classified using the CS Schedule setting.
Does the specific CS Schedule selected change controlled substance workflows?
The selected schedule identifies the medication's controlled substance classification for reporting purposes. The specific schedule designation does not independently change the controlled substance workflow.
How many characters can I use in the Medication Short Code?
The Medication Short Code supports up to three letters.
How many digits can I enter in Last Serial Number?
The Last Serial Number field supports up to 19 digits.
How is the next medication-specific serial number determined?
The system increments from the configured Last Serial Number when generating the next serial number in that medication-specific sequence.
Do I need to configure medication-specific serial numbers if my agency uses global serial number generation?
Not necessarily. If the medication should use the global serial number sequence, leave the medication-specific Last Serial Number field blank and verify that global serial number generation is configured under General Settings.
What does the Form Preview show?
The Form Preview displays the medication's configured form, dose, and volume information as it will appear in applicable medication workflows and Med Log records.
Why can't I delete a medication form?
The form may currently be in use, such as when medication is stocked in a Med Kit. Resolve the applicable inventory dependency before attempting deletion again.
Can I delete multiple medication forms at once?
Yes. Select the applicable records using the checkboxes and use the Bulk Delete action.
Can I export the medication form list?
Yes. Use the Download option to export the configured medication forms and concentration information as a CSV file.
What is the difference between deactivating and deleting a medication form?
Deactivating a form makes it unavailable for applicable active medication workflows while retaining its configuration. Deleting a form removes the configuration and may be restricted when the form is currently in use.