Purpose Statement
The Medications Settings page allows administrators to configure how medication supplies, controlled substance kits, custody exchanges, serial numbers, expiration information, and overdue events are managed within First Due.
These settings help agencies maintain accurate medication records, improve controlled substance accountability, reduce unnecessary overdue indicators, and provide end users with the information they need when completing medication events.
Background Information
Medication Settings control organization-wide behaviors within the Medications module. Administrators can configure count requirements, controlled substance kit security options, expiration visibility, medication display information, custody exchange behavior, global serial number generation, and overdue event handling.
Common use cases include:
- Requiring medication counts during applicable Med Supply events.
- Controlling whether controlled substance kit configurations can be changed.
- Identifying medications approaching expiration.
- Displaying expiration dates, lot numbers, or both during medication events.
- Simplifying the Med Log view for seal-intact custody exchanges.
- Restricting custody exchanges through Exclusive Possession.
- Standardizing medication serial numbers across the organization.
- Automatically removing historical overdue indicators for missed counts and custody exchanges.
Prerequisites:
- Access to the Medications module.
- Appropriate administrative permissions to modify Medication Settings.
Required Permissions
The following permission is required to configure Medication Settings:
Medication Setup - Settings - Allow
Video
Step-by-Step Guide
1. Navigate to Medication Settings
- Select the First Due logo in the upper-left corner.
- Navigate to Medications > Setup.
- Settings is the first page displayed within Medications Setup.
2. Configure the Med Supply Count Requirement
Use the Requires Count setting to determine whether end users receive a count-required prompt when performing applicable medication events from Med Supply.
- Enable Requires Count to display the count requirement.
- Disable the setting when a count should not be required for these events.
3. Configure Controlled Substance Kit Security Method Changes
Enable Allow CS Kit Security Method Change when users should be able to modify an existing controlled substance kit's security configuration.
When enabled, users can:
- Change the security method between Locks and Seals.
- Change the kit's controlled substance (CS) configuration.
This setting does not allow a user to change the existing seal number as part of this configuration change.
When the setting is disabled, the security method and CS configuration options are unavailable for modification.
4. Configure Expiring Medications on the Dashboard
Enable Expiring Medication Dashboard to display medications approaching expiration on the Medication Dashboard.
- Enable the setting.
- Enter the number of days before expiration that a medication should begin appearing on the dashboard.
- Medications within the configured expiration window will display on the dashboard.
This allows personnel to identify medications that need to be replaced before they expire.
5. Set the Medication Display Format
Under Medication Display, select the information end users should see when beginning a medication event.
Choose from:
- Expiration
- Lot Number
- Expiration and Lot Number
This information helps the end user identify the appropriate vial, bag, or other medication form during the event.
If serial numbers are required for the medication form, serial number information is handled separately when the medication is selected during the event.
6. Enable Simplified View for Seal-Intact Custody Exchanges
Enable Simplified View for Seal-Intact Custody Exchanges to simplify how qualifying custody exchanges appear in the Med Log when the seal remains unchanged.
This setting affects the Med Log display for custody exchanges. Detailed information about the event remains available when generating the applicable log report.
7. Configure Exclusive Possession
Enable Exclusive Possession to restrict custody exchanges based on the current custodian of a controlled substance kit.
When enabled:
- The user currently in possession of the kit is the user who can initiate the custody exchange.
- Users without override capabilities will not see the Custody Exchange or refresh options when they are not the current custodian.
- Supervisors with the appropriate override capabilities can initiate a custody exchange override.
This provides additional control over how controlled substance kit possession is transferred between personnel.
8. Enable Global Serial Number Generation
Enable Generate Global Serial Numbers to establish an organization-wide serial number format for medication forms that require serial numbers.
When this setting is used, administrators do not need to configure an individual serial number sequence for each applicable medication.
9. Configure the Global Serial Number Format
After enabling Generate Global Serial Numbers, configure the components that should make up the serial number.
Available components include:
- Custom Fixed Text – Adds organization-defined text to the serial number.
- Med ShortCode – Adds the medication shortcode.
- Separators – Adds separators, such as dashes, between serial number components.
- AutoNumber – Configures the numeric portion of the serial number, including its length and starting number.
A preview at the bottom of the configuration area shows how the resulting serial number will appear.
Use the drag-and-drop handles to reorganize the serial number components into the preferred order.
Custom Field Text
AutoNumber Length & Starting Number
Configure Default Med ShortCode
Enable Serial Number Separators
Reorganize Serial Number Fields
10. Configure Clear Overdue Events
Enable Clear Overdue Events to automatically remove historical overdue indicators for medication events that were not completed.
The setting can be configured independently for:
- Overdue Counts
- Overdue Custody Exchanges
Enter a value from 0–31 days to determine how long an overdue event remains visually indicated before it is cleared.
This setting cleans up the overdue indicator presented to end users; it does not create a missing medication event or remove medication history from reporting.
For example, if a required medication count was missed, clearing its overdue indicator does not create a count for that date. When reviewing the applicable log report, the absence of an event still indicates that the count was not completed.
When Clear Overdue Events is enabled and the settings are saved, First Due may display a confirmation indicating how many existing overdue events were skipped or cleared from the overdue display.
11. Save the Medication Settings
- Review the configured Medication Settings.
- Select Save in the upper-right corner.
- Confirm that the save operation completes successfully.
Always save after making changes to ensure the new configuration is applied.
Best Practices
- Enable Requires Count when medication accountability procedures require personnel to verify quantities during applicable Med Supply events.
- Configure the Expiring Medication Dashboard with enough lead time for personnel to replace medications before expiration without creating unnecessary alert noise.
- Select a Medication Display option that gives field personnel enough information to confidently identify the correct medication during an event.
- Use Exclusive Possession when stricter control over controlled substance custody transfers is required.
- Limit controlled substance kit configuration changes to personnel authorized under your agency's medication management procedures.
- Standardize serial numbers with Generate Global Serial Numbers when a consistent organization-wide naming convention is preferred.
- Use the serial number preview before saving to verify component order, separators, and numbering.
- Configure Clear Overdue Events according to agency policies for counts and custody exchanges. Remember that this setting cleans up overdue indicators rather than creating or deleting medication event records.
- Review medication logs when investigating missed events instead of relying only on current overdue indicators.
Troubleshooting & FAQs
Why can't users change a controlled substance kit between locks and seals?
Verify that Allow CS Kit Security Method Change is enabled. When this setting is disabled, the applicable kit security and CS configuration options cannot be modified.
Why isn't a medication appearing as expiring on the dashboard?
Verify that Expiring Medication Dashboard is enabled and confirm that the medication's expiration date falls within the configured number of days.
Why doesn't the medication event show the information users need to identify a medication?
Review the Medication Display setting and select Expiration, Lot Number, or Expiration and Lot Number, depending on the information personnel need when beginning the event.
Why can't a user initiate a custody exchange?
If Exclusive Possession is enabled, verify whether the user is the current custodian of the controlled substance kit. Users without override capabilities cannot initiate the exchange when another user has possession. A supervisor with appropriate override capabilities may be able to initiate an override.
Why isn't a serial number appearing in the same place as the expiration date or lot number?
Serial numbers are handled separately when a medication requiring serial tracking is selected during the medication event. The Medication Display setting controls the expiration and lot information shown at the beginning of the event.
What happens when Clear Overdue Events removes an overdue indicator?
The setting removes the historical overdue indicator after the configured number of days. It does not create the missed medication event or remove the underlying medication history from reporting.
How many days can be configured for Clear Overdue Events?
The setting supports values from 0–31 days for overdue counts and custody exchanges.
How can an administrator determine whether a cleared overdue count was actually completed?
Review the applicable medication log or log report. If a count was expected but no event exists for that date, the count was not completed in First Due.