Purpose Statement
The General Settings page within Medications Setup allows administrators to configure how medication information, supply counts, controlled substance kits, custody exchanges, serial numbers, expiration information, and overdue events are managed within First Due.
These organization-wide settings help agencies maintain accurate medication records, improve controlled substance accountability, streamline medication workflows, and provide end users with the information needed to complete medication events.
Background Information
General Settings controls how several features within the Medications module behave for end users and administrators.
These settings are organized into sections that allow administrators to configure:
- Medication Display: Determine whether expiration dates, lot numbers, or both are displayed when selecting medications during events.
- Expiring Medication Dashboard: Display medications approaching expiration within a configurable number of days.
- Med Supply: Enable medication supply counting functionality and count requirements.
- Med Kits: Control security method changes and custody exchange restrictions for controlled substance kits.
- Event History: Simplify seal-intact custody exchange records and manage overdue medication events.
- Global Serial Numbers: Configure a standardized serial number format for applicable medication forms.
These settings help agencies standardize medication management processes while supporting their specific operational and accountability requirements.
Prerequisites:
- Access to the Medications module.
- Appropriate administrative permissions to modify Medications Setup.
- Applicable Med Kits, medication forms, and count or custody exchange schedules configured for the settings being used.
Required Permissions
The following permission is required to configure General Settings:
- Medication Setup – Settings – Allow
Users without this permission may be unable to modify or save the organization's medication configuration.
Video
Step-by-Step Guide
1. Navigate to General Settings
- Select the First Due logo in the upper-left corner.
- Navigate to Medications > Setup.
- The General Settings page is the first page displayed within Medications Setup.
- Review the available settings sections to identify the configurations needed for your agency.
2. Configure Medication Display
The Medication Display setting determines which identifying information end users see when selecting medications during an event.
- Locate the Medication Display section.
- Select the information you want displayed:
- Expiration: Displays the medication's expiration date.
- Lot Number: Displays the medication's lot number.
- Expiration and Lot Number: Displays both values.
- Review the selected options to ensure personnel have the information needed to identify the correct medication.
This information helps end users distinguish between medication vials, bags, or other medication forms when documenting an event.
Important Note:
At least one option, Expiration or Lot Number, must be selected. If neither option is selected, the system displays an error when attempting to save.
Serial Numbers are handled separately when a medication requiring serial number tracking is selected during an event.
3. Configure the Expiring Medication Dashboard
The Expiring Medication Dashboard setting allows personnel to identify medications approaching their expiration dates.
- Locate Expiring Medication Dashboard.
- Enable the setting to display expiring medications on the Medication Dashboard.
- Locate the Show Medications Expiring Within field.
- Configure the number of days before expiration that medications should begin appearing on the dashboard.
- Use the plus (+) or minus (-) controls to adjust the number of days.
- Alternatively, enter the desired number of days directly into the field.
- Review the configured expiration window.
When viewing the Medication Dashboard, personnel can monitor medications approaching expiration based on the Med Kits or bags selected in the dashboard's dropdown list.
Medications approaching expiration appear with a yellow/gold indicator, while medications that have already expired appear with a red indicator.
For example, configuring a 60-day expiration window allows personnel to identify medications approaching expiration within the next 60 days.
4. Configure Med Supply Count Requirements
The Requires Count setting controls counting functionality within Med Supply.
- Locate the Med Supply section.
- Find the Requires Count setting.
- Enable Requires Count when your agency requires personnel to perform counts during applicable Med Supply events.
- Disable the setting when this count requirement is not needed.
When enabled, the setting supports medication supply accountability by requiring end users to complete applicable count activities.
Tip:
Configure this setting according to your agency's medication inventory and accountability procedures.
5. Configure Controlled Substance Kit Security Method Changes
The Allow CS Kit Security Method Change setting determines whether the security configuration of an existing controlled substance kit can be modified.
- Locate the Med Kits section.
- Find Allow CS Kit Security Method Change.
- Enable the setting to allow authorized users to modify an existing controlled substance kit's security method.
- When enabled, supported changes include:
- Changing the security method from Locks to Seals.
- Changing the security method from Seals to Locks.
- Modifying the kit's controlled substance configuration.
- Disable the setting to prevent these configuration changes on existing kits.
When disabled, the applicable security method and controlled substance configuration options are unavailable for modification.
If an agency needs to change from Locks to Seals, or vice versa, while this setting is disabled, a new kit may need to be created using the desired security method.
6. Configure Exclusive Possession
The Exclusive Possession setting restricts custody exchanges based on which user currently has possession of a controlled substance kit.
- Locate Exclusive Possession within the Med Kits settings.
- Enable the setting to restrict custody exchange initiation to the current custodian or users with appropriate override capabilities.
- When enabled:
- The current custodian can initiate a custody exchange, provided they have the necessary permissions.
- Users who are not the current custodian and do not have override capabilities will not see the Custody Exchange or applicable Refresh controls.
- Supervisors or other authorized users with override capabilities can initiate a custody exchange override.
- Disable Exclusive Possession when users with the appropriate custody exchange permission should be able to initiate an exchange regardless of who currently possesses the kit.
For example, if a controlled substance kit is currently assigned to one provider, enabling Exclusive Possession prevents another provider without override capabilities from initiating the exchange.
Important Note:
Custody exchange functionality is also controlled by user permissions. Disabling Exclusive Possession does not automatically grant custody exchange access to all users.
7. Enable Simplified View for Seal-Intact Custody Exchanges
The Simplified View for Seal-Intact Custody Exchanges setting controls how qualifying custody exchange records appear within the Med Log.
When a controlled substance kit is transferred with its seal intact, personnel verify that the physical seal number matches the seal number recorded in the system.
- Locate the Event History section.
- Find Simplified View for Seal-Intact Custody Exchanges.
- Enable the setting to simplify the Med Log display for qualifying custody exchanges.
- When enabled, the simplified record displays key custody exchange information, including:
- Confirmation that the seal was intact.
- The transferring provider's signature.
- The receiving provider's signature.
- Disable the setting when the standard, more detailed medication record display is preferred.
The simplified view reduces the amount of medication detail displayed for qualifying seal-intact custody exchanges, making these records easier to review.
Warning:
This setting changes how qualifying records are displayed in the Med Log. Detailed event information remains available through the Detailed Log reporting functionality.
8. Configure Clear Overdue Events
The Clear Overdue Events setting allows agencies to automatically clear historical overdue indicators for missed medication counts and custody exchanges.
This prevents older missed events from remaining indefinitely in the overdue display while preserving a record that the scheduled activity was missed.
- Locate Clear Overdue Events within the Event History section.
- Enable the setting for the applicable event types:
- Overdue Counts
- Overdue Custody Exchanges
- Enter the number of days an overdue event should remain indicated before being cleared.
- Configure a value between 0 and 31 days.
- Configure overdue counts and overdue custody exchanges independently according to your agency's procedures.
- Select Save to apply the settings.
Understanding the Day Configuration
The configured number determines how long an overdue event remains indicated before the system clears it through its scheduled processing.
- 0 Days: The system can clear eligible overdue events during its daily processing at midnight.
- 1–31 Days: The overdue indicator remains for the configured period before the event becomes eligible for clearing.
When an overdue event is cleared, it is recorded in the Med Log as a missed event rather than remaining indefinitely in the overdue display. Clearing an overdue event does not create a completed medication count or custody exchange. It records the missed activity and removes the applicable overdue indicator.
Saving the Configuration
When Clear Overdue Events is enabled and the settings are saved, a confirmation message appears in the lower-left corner indicating how many existing overdue events were skipped or cleared.
Changing the configured number of days can affect which existing overdue events are eligible for clearing.
For example, reducing the clearing window may cause additional historical overdue events to be processed.
9. Enable Global Serial Number Generation
The Generate Global Serial Numbers setting allows agencies to configure a standardized serial number format for applicable medication forms.
Medication forms can be configured to use serial numbers, including requiring serial numbers when applicable.
Administrators can configure serial numbers individually for medications or establish a global format that can be used for medications configured to use global serial number generation.
- Locate the Global Serial Numbers section.
- Enable Generate Global Serial Numbers.
- Review the available serial number configuration options.
- Configure the serial number components according to your agency's documentation requirements.
Global Serial Number Generation provides a standardized format for applicable medications. The medication's individual configuration determines whether serial number tracking is used.
10. Configure the Global Serial Number Format
After enabling Generate Global Serial Numbers, configure the components that will make up the serial number.
The configuration supports required numeric information and optional identifying text.
Configure AutoNumber
The AutoNumber component establishes the numeric portion of the serial number.
- Locate the AutoNumber configuration.
- Enter the Number Length to determine how many digits the generated number should contain.
- Enter the Starting Number to establish the beginning of the numbering sequence.
- Review the serial number preview to confirm the numeric format.
Important Note:
The AutoNumber length and starting number are required when configuring Global Serial Number Generation.
Configure Med ShortCode (Optional)
The Med ShortCode component allows an identifying code to be included in the generated serial number.
- Enable the Med ShortCode option.
- Enter the applicable shortcode, up to three characters.
- Review the preview to confirm how the shortcode appears within the serial number.
The shortcode may represent an agency-specific identifier or other medication-related code used for documentation.
Tip:
Agencies should use shortcode values that align with their internal naming conventions and applicable documentation requirements.
Configure Custom Fixed Text (Optional)
The Custom Fixed Text component allows administrators to add predefined text to the serial number.
- Enable Custom Fixed Text.
- Enter the text you want included in the serial number.
- Review the preview to verify the text is displayed correctly.
For example, an agency may include a department identifier or a designation such as NRC for narcotics.
Enable Serial Number Separators (Optional)
Separators can be used to visually distinguish the different components of the serial number.
- Enable the Separators option.
- Review the preview to confirm that separators appear between the configured components.
For example, a serial number could use a format such as:
FD-NRC-000123
In this example:
- FD represents an agency-defined identifier.
- NRC represents an agency-defined medication category.
- 000123 represents the numeric sequence.
This is an example format only. Actual serial numbers depend on the components configured by your agency.
Reorder Serial Number Components (Optional)
The order of the serial number components can be customized.
- Locate the drag-and-drop handles associated with the serial number components.
- Select and drag a component to the desired position.
- Repeat as needed to establish the preferred order.
- Review the serial number preview to confirm the final format.
Best Practice: Verify the number length, starting number, component order, and separators before saving to ensure the generated serial numbers align with your agency's documentation requirements.
11. Save General Settings
After configuring the applicable General Settings, save the changes to apply the updated configuration.
- Review the settings that have been enabled or modified.
- Scroll to the top of the General Settings page.
- Select Save in the upper-right corner.
- Confirm that the settings save successfully.
- Review any confirmation messages or validation errors.
Warning:
Changes to General Settings must be saved before they take effect. If the system displays a validation error, correct the applicable setting and save again.
Best Practices
- Maintain consistent medication identification. Configure Medication Display to show the expiration date, lot number, or both based on the information personnel need to accurately identify medications.
- Monitor approaching expiration dates. Configure the Expiring Medication Dashboard with enough advance notice to replace medications before they expire.
- Use appropriate Med Supply count requirements. Enable Requires Count when agency procedures require personnel to verify medication quantities during applicable events.
- Protect controlled substance configurations. Limit security method changes to situations where modifying an existing kit's security configuration is operationally appropriate.
- Consider Exclusive Possession for controlled substances. Enable this setting when your agency requires additional restrictions on who can initiate custody exchanges.
- Use simplified seal-intact records when appropriate. Simplifying qualifying custody exchanges can make Med Log records easier to review while retaining the associated custody documentation.
- Establish a consistent overdue clearing policy. Configure Clear Overdue Events according to your agency's procedures for identifying, reviewing, and documenting missed medication events.
- Review missed events in the Med Log. Do not rely solely on current overdue indicators when evaluating medication accountability or compliance.
- Standardize serial number formats. Use Global Serial Number Generation when a consistent format is needed for medications requiring serial number tracking.
- Verify serial number previews. Review all enabled components, numbering lengths, starting values, and separators before saving.
- Review General Settings periodically. Reevaluate settings when agency policies, medication workflows, or controlled substance accountability requirements change.
Troubleshooting & FAQs
Why am I receiving an error when saving Medication Display settings?
At least one Medication Display option must be selected. Enable Expiration, Lot Number, or both before saving.
Why isn't a medication appearing on the Expiring Medication Dashboard?
Verify that Expiring Medication Dashboard is enabled and that the medication falls within the configured expiration window. Also confirm that the appropriate Med Kits or bags are selected in the dashboard dropdown.
What do the different expiration indicator colors mean?
Medications approaching expiration appear with a yellow/gold indicator. Medications that have already expired appear with a red indicator.
Why are users required to count medications during Med Supply events?
Review the Requires Count setting. When enabled, applicable Med Supply events include the configured count requirement.
Why can't users change a controlled substance kit between Locks and Seals?
Verify that Allow CS Kit Security Method Change is enabled. When disabled, the security method cannot be changed on an existing kit through the applicable configuration controls.
Can users change an existing seal number by enabling security method changes?
No. The setting allows supported changes to the kit's security method and controlled substance configuration, but it does not allow an existing seal number to be changed as part of that configuration change.
Why can't a user initiate a custody exchange?
If Exclusive Possession is enabled, verify whether the user currently has possession of the kit. Users who are not the current custodian and do not have override capabilities cannot initiate the exchange. Also verify that the user has the appropriate custody exchange permissions.
What happens when Exclusive Possession is disabled?
Users with the appropriate custody exchange permission can initiate an exchange even when another user currently has possession of the kit.
What information appears in a simplified seal-intact custody exchange record?
The simplified Med Log record includes key custody exchange information, such as the intact seal verification and signatures of the transferring and receiving providers, without displaying the full medication detail listing.
Does Simplified View for Seal-Intact Custody Exchanges delete medication details?
No. The setting changes how qualifying records appear within the Med Log. Detailed event information remains available through the applicable reporting functionality.
What happens when Clear Overdue Events processes an overdue count or custody exchange?
The overdue indicator is cleared according to the configured timeframe, and the activity is recorded in the Med Log as a missed event. The system does not create a completed count or custody exchange.
How many days can be configured for Clear Overdue Events?
The setting supports values from 0 to 31 days for overdue counts and overdue custody exchanges.
What happens when Clear Overdue Events is configured to 0 days?
Eligible overdue events can be processed during the system's daily midnight clearing process rather than remaining indicated for additional days.
Why did a confirmation message appear after saving Clear Overdue Events?
The confirmation message identifies the number of existing overdue events that were skipped or cleared during processing.
How can administrators verify whether an overdue event was missed?
Review the applicable Med Log records or reports. Cleared overdue events are documented as missed events rather than completed medication activities.
Are Global Serial Numbers required for all medications?
No. Global Serial Number Generation provides a standardized format for medications configured to use serial number tracking and the global numbering format.
Which fields are required when configuring Global Serial Numbers?
The AutoNumber Length and Starting Number are required. Med ShortCode, Custom Fixed Text, and Separators are optional.
Can the order of Global Serial Number components be changed?
Yes. Use the drag-and-drop handles to rearrange the components and review the preview before saving.
Why isn't a serial number displayed alongside the expiration date or lot number during a medication event?
Serial numbers are handled separately when selecting a medication that requires serial number tracking. The Medication Display setting controls the expiration and lot number information shown during medication selection.