1. Navigate to Medications Notifications

• Select the First Due logo in the upper-left corner.
• Navigate to Medications > Setup.
• From the Medications Setup menu, select Notifications.
• The Notifications page displays the available medication notification configurations.

2. Select Notification Recipients

Each notification includes a Notify field that allows administrators to specify which users or groups should receive notification emails.

• Locate the Notify field for the notification you want to configure.
• Select the field to display the available recipient categories.
• Choose the appropriate recipient type:
  • Rank
  • Team
  • Station
  • User
• Use the Search field to locate the desired recipient or group.
• Select the appropriate recipient.
• Repeat the process to add additional recipients or groups as needed.

Recipients can be selected from multiple categories within the same notification.

For example, an agency may choose to notify all Battalion Chiefs by selecting the Battalion Chief rank rather than adding each user individually.

3. Configure Occurrence Report Recipients

Occurrence Report Recipients determines who receives an email when a controlled substance discrepancy generates an occurrence report.

An occurrence report may be generated when a user performs a controlled substance medication count and identifies a discrepancy, such as:

• A missing medication vial.
• A medication quantity below the expected count.
• A missing medication identified by serial number.
• A discrepancy involving a medication lot number.

The occurrence report email provides information associated with the discrepancy, which may include:

• Medication name.
• Lot number.
• Serial number.
• Expiration date.
• Quantity.
• Med Kit.
• Date and time of the event.

To configure Occurrence Report Recipients:

• Locate Occurrence Report Recipients.
• Select the Notify field.
• Search for and select the appropriate Users, Ranks, Teams, or Stations.
• Add additional recipients as needed.
• Review the selected recipients to ensure the appropriate personnel will be notified of controlled substance discrepancies.

Best Practice: Include personnel responsible for controlled substance accountability, discrepancy investigations, or medication oversight.

4. Configure Controlled Substance Activity Notifications

Controlled Substance Activity Notifications allow agencies to notify designated personnel when controlled substance medication activity occurs.

Applicable activities include:

• Medication usage.
• Medication counts.
• Custody exchanges.
• Medication transfers.
• Medication receiving.
• Medication removal.

To configure Controlled Substance Activity Notifications:

• Locate Controlled Substance Activity Notifications.
• Select the Notify field.
• Search for and select the appropriate recipients.
• Add additional recipients or groups as needed.
• Review the recipient configuration.

When configured, the notification applies to controlled substance activity across the organization. Administrators cannot limit this notification to only a specific controlled substance medication or individual event type.

For example, an agency cannot configure this notification to send emails only for controlled substance usage while excluding counts, transfers, or custody exchanges.

Best Practice: Consider the volume of controlled substance activity within your organization when selecting recipients to avoid unnecessary notification volume.

5. Configure Overdue Medication Count Notifications

Overdue Medication Counts notify designated recipients when a scheduled medication count has not been completed by its configured due time.

These notifications can apply to scheduled medication counts involving controlled or non-controlled substances.

To configure Overdue Medication Count Notifications:

• Locate Overdue Medication Counts.
• Enable the notification.
• Select the Notify field.
• Add the appropriate Users, Ranks, Teams, or Stations.
• Locate Time to Notify.
• Configure the time at which the system should notify recipients about overdue counts.
• Review the configured notification time against your agency's medication count schedules.

Example: If an agency requires a daily medication count to be completed by 3:00 PM, administrators may configure the notification time for 4:00 PM. This provides a one-hour buffer for personnel to complete the count and any outstanding signatures before designated recipients are notified.

Best Practice: Consider allowing a reasonable buffer between the scheduled custody exchange time and the notification time to reduce unnecessary alerts.

6. Configure Overdue Custody Exchange Notifications

Overdue Custody Exchange Notifications alert designated personnel when a scheduled controlled substance custody exchange has not been completed by the required time.

These notifications help agencies identify controlled substance kits that have not had the expected custody exchange or retention of custody documented.

To configure Overdue Custody Exchange Notifications:

• Locate Overdue Custody Exchanges.
• Enable the notification.
• Select the Notify field.
• Add the appropriate notification recipients.
• Locate Time to Notify.
• Configure the desired notification time.
• Review the notification time against your agency's custody exchange schedules.

Example: If a custody exchange is scheduled for 3:00 PM, an agency may configure the notification time for 4:00 PM. If the custody exchange or retention of custody has not been documented by the notification time, the configured recipients receive an email.

Best Practice: Consider allowing a reasonable buffer between the scheduled custody exchange time and the notification time to reduce unnecessary alerts.

7. Configure Expiring Medication Notifications

Expiring Medications notifications alert designated personnel when medications approach their expiration dates.

Administrators can configure up to three notification thresholds to provide advance notice for medication replacement or inventory planning.

To configure Expiring Medication Notifications:

• Locate Expiring Medications.
• Enable the notification.
• Select the Notify field.
• Add the appropriate recipients.
• Locate the expiration notification threshold fields.
• Enter the number of days before expiration for the first notification.
• If additional notifications are needed, configure the second and third notification thresholds.
• Review the configured values.

Expiration Notification Thresholds

• The first notification threshold is required when the notification is enabled.
• The second and third notification thresholds are optional.
• Up to three notification thresholds can be configured.
• Thresholds are entered in days before expiration.
• All notification thresholds support a maximum of 90 days.
• Thresholds may be configured in ascending or descending order.

Use the plus (+) or minus (-) controls to adjust the values, or enter the desired number of days directly into the fields.

Example:

An agency may configure notification thresholds at:

• 90 days before expiration.
• 60 days before expiration.
• 30 days before expiration.

Alternatively, an agency may configure the thresholds in ascending order, such as 30, 60, and 90 days. If only one advance notification is needed, enter a value in the first notification field and leave the remaining fields blank.

8. Configure Med Kit Status Change Notifications

Notify on Med Kits Status Change alerts designated recipients when a Med Kit is placed In Service or Out of Service.

This notification applies to both controlled and non-controlled Med Kits.

When a user changes a Med Kit's service status, they are required to provide a reason or comment associated with the status change.

The notification email includes the status change information along with the reason and any comments entered by the user.

To configure Med Kit Status Change Notifications:

• Locate Notify on Med Kits Status Change.
• Select the Notify field.
• Add the appropriate Users, Ranks, Teams, or Stations.
• Review the selected recipients.

When a Med Kit is moved Out of Service, designated recipients receive an email identifying the status change and associated reason or comments. When the Med Kit is returned In Service, another notification is generated.

Best Practice: Assign these notifications to personnel responsible for monitoring apparatus readiness, medication availability, or Med Kit maintenance.

9. Configure Critical Low Stock Notifications

Critical Low Stock notifications alert designated personnel when medication inventory falls below the configured minimum quantity for a medication form within a Med Kit or pouch.

Minimum quantities are established within the applicable Med Kit configuration.

To configure Critical Low Stock Notifications:

• Locate Critical Low Stock.
• Enable the notification.
• Select the Notify field.
• Add the appropriate Users, Ranks, Teams, or Stations.
• Review the selected recipients.

Understanding the Critical Low Stock Trigger

A Critical Low Stock condition occurs when the available quantity of a medication falls below its configured minimum.

For example:

• A narcotics pouch has a configured minimum of 2 fentanyl vials.
• A provider documents medication usage.
• The available quantity decreases to 1 vial.
• The inventory is now below the configured minimum.

The system allows a one-hour buffer before sending the Critical Low Stock notification. If the low-stock condition is not corrected during that period, the configured recipients receive an email.

This buffer allows personnel to complete appropriate inventory activities, such as receiving or transferring replacement medication, before the notification is sent.

Best Practice: Assign these notifications to personnel responsible for medication inventory management, replenishment, or ordering.

10. Save Notification Settings

After configuring the desired notifications, save the changes to apply the updated settings.

• Review each notification configuration.
• Verify that the appropriate recipients have been selected.
• Confirm that notification times, expiration thresholds, and other applicable values are correct.
• Scroll to the top of the Notifications page.
• Select Save in the upper-right corner.
• Confirm that the settings save successfully.

Best Practices

• Use recipient groups when appropriate. Select Ranks, Teams, or Stations when multiple personnel share responsibility for medication oversight.
• Avoid duplicate recipient selections. Review whether individually selected users are already included through a Rank, Team, or Station to reduce duplicate emails.
• Assign controlled substance discrepancy notifications to appropriate personnel. Include users responsible for controlled substance accountability, investigations, or medication management.
• Consider the volume of controlled substance activity. Controlled Substance Activity Notifications apply globally and may generate frequent emails in agencies with high medication activity.
• Allow reasonable overdue notification buffers. Configure overdue medication count and custody exchange notification times to provide personnel adequate time to complete required activities.
• Understand recipient scheduling limitations. Notifications sent to a Rank, Team, or Station are not dynamically restricted to personnel currently on duty.
• Configure expiration thresholds based on replacement needs. Use multiple expiration notifications when advance notice is necessary for purchasing, replacement, or inventory redistribution.
• Monitor Med Kit service status changes. Notify personnel responsible for ensuring that Med Kits are available and ready for operational use.
• Maintain accurate minimum stock quantities. Critical Low Stock notifications depend on the minimum quantities established for medication forms within Med Kits or pouches.
• Use the low-stock buffer effectively. The one-hour delay allows personnel time to correct inventory shortages before an email is sent.
• Review recipients periodically. Update notification recipients when staffing, assignments, or agency responsibilities change.
• Verify email addresses. Ensure recipients have accurate email addresses associated with their First Due user accounts.
• Save all configuration changes. Select Save before leaving the Notifications page.

Troubleshooting & FAQs

Why am I not receiving Medications Notification emails?

Verify that the applicable notification is configured and that your user account or an associated recipient group is selected. Confirm that the email address associated with your First Due account is accurate. Also check your email application's spam or junk folder.

Why can't I access Medications Setup or Notifications?

Your account may not have the required permissions. Contact your agency administrator to verify access to the Medications module and the Medication Setup – Notifications permission.

Can I configure notifications for a Rank, Team, or Station instead of individual users?

Yes. The Notify field supports selecting Ranks, Teams, Stations, and individual Users. Multiple recipients or recipient groups can be selected.

Why am I receiving duplicate notification emails?

You may be selected individually and also included through a Rank, Team, or Station recipient selection. Review the configured recipients and remove unnecessary overlapping selections.

Can notifications automatically target only personnel who are currently on duty?

No. Notification recipients are not dynamically selected using scheduling board or shiftboard logic. Selecting a Rank, Team, or Station can notify all matching personnel, regardless of their current duty status.

What triggers an Occurrence Report notification?

An occurrence report is generated when a controlled substance discrepancy is identified, such as a missing medication quantity or a discrepancy involving a specific serial number or lot number.

Can Controlled Substance Activity Notifications be limited to specific medications or event types?

No. Controlled Substance Activity Notifications are global and apply to controlled substance activity across the organization. They cannot be restricted to only a specific medication or event type.

Why am I receiving overdue medication count notifications shortly after the scheduled count time?

Review the configured Time to Notify. Consider allowing a buffer between the scheduled count due time and the notification time so personnel can complete the count and any pending signatures.

What happens if a scheduled custody exchange is not completed?

If the custody exchange or retention of custody remains incomplete at the configured notification time, the designated recipients receive an overdue custody exchange email.

How many expiration notification thresholds can be configured?

Up to three expiration thresholds can be configured. The first threshold is required when the notification is enabled, while the second and third are optional.

Do expiration notification thresholds have to be entered from highest to lowest?

No. The thresholds may be configured in ascending or descending order.

What is the maximum expiration notification threshold?

The first expiration notification threshold supports a maximum of 90 days before expiration.

What information is included in a Med Kit Status Change notification?

The notification identifies the Med Kit status change and includes the reason and any comments provided by the user when placing the kit In Service or Out of Service.

Do Med Kit Status Change notifications apply to non-controlled Med Kits?

Yes. These notifications apply to both controlled and non-controlled Med Kits.

What triggers a Critical Low Stock notification?

A Critical Low Stock condition occurs when medication inventory falls below the minimum quantity configured for the medication form within a Med Kit or pouch.

Why didn't I receive a Critical Low Stock notification immediately after medication usage?

Critical Low Stock notifications include a one-hour buffer. If the inventory shortage is corrected during that period, the condition may no longer require notification.

How can a Critical Low Stock condition be corrected?

Complete the appropriate inventory activity, such as receiving or transferring medication to replenish the affected Med Kit or pouch.

Are Medications Notifications sent by email?

Yes. Medications Notifications are delivered by email to the configured recipients.