Purpose Statement
Medication Notifications allow agencies to proactively monitor controlled substances, medication counts, custody exchanges, kit status changes, and upcoming expirations.
This feature ensures compliance, improves accountability, and reduces risk by automatically alerting designated users or teams when critical medication-related events occur.
Background Information
The Medications module includes configurable notification settings that trigger alerts based on specific medication activities and timelines. These notifications help:
Maintain controlled substance compliance
Reduce missed medication counts
Prevent expired medications from remaining in service
Improve oversight of custody exchanges and kit status
Ensure leadership is informed of discrepancies
Notifications can be assigned to specific users or teams and, in certain cases, configured with custom timing thresholds.
Required Permissions
To configure Medication Notifications, users must have:
Access to the Medications Module
Permissions to Manage Medication Setup or Configure Medications
Administrative or Supervisor-level access (recommended)
If the Notifications tab is not visible, verify the user’s role includes medication configuration permissions.
Video
Step-by-Step Guide
1. Navigate to Medication Setup
Go to Medications from the main navigation menu.
Select Setup.
2. Open Notifications Settings
Within Medication Setup, select Notifications.
Review the available notification categories.
Available notification types include:
Default Occurrence Report Recipients
Sends email notifications when:
A user clicks Report due to a broken or missing seal.
A medication count identifies a missing Controlled Substance.
Controlled Substance Activity Notifications
Triggers notifications for:
Usage
Transfer
Remove
Receive
Count
Custody Exchange
Overdue Medication Counts
Alerts users when a scheduled medication count becomes overdue.
Overdue Custody Exchange
Alerts users when a required custody exchange becomes overdue.
Expiring Medications
Sends alerts when medications are approaching expiration based on selected day thresholds.
Notify on Med Kits Status Change
Sends notifications when kits are marked In Service or Out of Service.
3. Enable Notifications & Select Recipients
Toggle the desired notification On.
Click inside the recipient field.
Begin typing a User or Team name.
Select the appropriate option from the filtered dropdown list.
Repeat as needed to add multiple recipients.
4. Configure Overdue Notification Timing (If Applicable)
Overdue Medication Counts
Overdue Custody Exchange
Enable the notification toggle.
Use the Time to Notify dropdown.
Select the desired notification time.
Confirm selected recipients.
5. Configure Expiration Notification Thresholds
When enabling Expiring Medications:
Toggle the notification On.
Set up to three different day thresholds prior to expiration.
Example: 90 days, 60 days, 30 days
Assign recipients for each threshold as needed.
This allows escalating awareness as expiration dates approach.
6. Save Your Settings
Click Save.
Confirm the success message:
"Notifications saved successfully."
Best Practices
Assign at least one Supervisor or Administrator to controlled substance notifications.
Use team-based recipients to prevent missed alerts due to staffing changes.
Set multiple expiration thresholds (e.g., 60/30/7 days) for better inventory planning.
Regularly review notification recipients for accuracy.
Avoid assigning too many recipients to reduce alert fatigue.
Troubleshooting & FAQs
Notifications are not being received.
Verify the notification toggle is enabled.
Confirm recipients are properly selected.
Ensure the user’s email address is valid in their profile.
Check spam or junk folders.
The Notifications tab is not visible.
Confirm the user has Medication Setup permissions.
Verify role-based access settings.
Can multiple users or teams receive the same notification?
Yes. Multiple recipients can be added to each notification type.
Are notifications sent immediately?
Activity-based notifications (usage, transfer, etc.) trigger automatically when the event occurs.
Overdue and expiration notifications follow the configured timing settings.