Purpose Statement
This article explains how to create and manage Pharmacy vendors in the Vendor Directory. Pharmacy vendors serve as selectable sources during medication Receive events, allowing users to identify where medications were received from.
Warning:
Users cannot complete a medication Receive event until at least one vendor with a Vendor Type of Pharmacy exists in the Vendor Directory.
Background Information
The Vendor Directory stores vendors used across multiple modules in First Due, including Inspections, Assets, and Medications. Because the Vendor Directory is shared across modules, the Vendor List may contain vendors that are not related to medication inventory.
For a vendor to be available as a source during a medication Receive event, its Vendor Type must be set to Pharmacy.
Common Use Cases:
- Adding a pharmacy as a medication source
- Managing multiple pharmacy vendors
- Updating pharmacy vendor information
- Filtering the Vendor List to view pharmacy vendors
- Removing pharmacy vendors that are no longer needed
Required Permissions
The following permissions are required to create and manage Pharmacy vendors:
- Vendor Directory - Read; Update; Create; Delete
- Vendor Directory - Allow to use on modules - Allow
Video
Step-by-Step Guide
1. Navigate to the Vendor List
- Select the First Due logo in the upper-left corner.
- Navigate to Vendor Directory.
- Select Vendor List.
The Vendor List displays vendors configured in the First Due system. Vendors used by other modules may also appear here.
2. Check for Existing Pharmacy Vendors
- From the Vendor List, select Filter.
- Set Vendor Type to Pharmacy.
- Select Apply.
The results display vendors currently configured with the Pharmacy vendor type.
Warning:
At least one Pharmacy vendor must exist before users can complete a medication Receive event.
3. Add a New Vendor
- From the Vendor List, select + Add Vendor.
- Enter the required Vendor Name.
- Enter any additional vendor information as needed.
4. Set the Vendor Type to Pharmacy
- Open the Vendor Type dropdown.
- Select Pharmacy.
The Pharmacy vendor type is required for the vendor to become available as a source during medication Receive events.
5. Add the Vendor Address
- Enter or search for the vendor's address.
- Select the appropriate address from the available results.
Address results may include address information from Google or an existing First Due occupancy. Existing occupancy addresses are identified by a house icon.
For example, if the pharmacy is located within a hospital already configured as an occupancy in your jurisdiction, you can select the existing occupancy address.
6. Add Optional Vendor Information
Add additional information about the vendor as needed, including:
- Contacts
- Notes
- Attachments
You can also review the vendor's History to see changes or edits made to the vendor record.
Important Note:
Vendor History tracks changes to the vendor record only. It does not display medication Receive events associated with that vendor.
7. Save the Pharmacy Vendor
- Review the vendor information for accuracy.
- Confirm that Vendor Type is set to Pharmacy.
- Select Save.
The vendor is added to the Vendor List and becomes available as a pharmacy source for medication Receive events.
8. Edit an Existing Pharmacy Vendor
- Locate the pharmacy in the Vendor List.
- Select the Edit (pencil) icon from the Actions column.
- Update the vendor information as needed.
- Review the vendor's History if you need to see previous changes to the vendor record.
- Save your changes.
9. Delete a Pharmacy Vendor
- Locate the pharmacy in the Vendor List.
- Select the Delete (trash can) icon from the Actions column.
- Follow the prompts to complete the deletion.
10. Use the Pharmacy During a Medication Receive Event
Once the vendor is saved with a Vendor Type of Pharmacy, it becomes available in the vendor/source selection when completing a medication Receive event.
Best Practices
- Always set the Vendor Type to Pharmacy for vendors that need to be used during medication Receive events.
- Maintain at least one Pharmacy vendor in the Vendor Directory so users can complete Receive events.
- Check for an existing Pharmacy vendor before creating a new one to avoid duplicate records.
- Use consistent vendor naming conventions to make pharmacies easy to identify.
- Keep vendor addresses and contact information current.
- Use existing occupancy addresses when appropriate.
- Use Vendor History to review changes to the vendor record, but do not rely on it to review medication receiving activity.
Troubleshooting & FAQs
Why can't I complete a medication Receive event?
Verify that at least one vendor exists in the Vendor Directory with the Vendor Type set to Pharmacy. A Pharmacy vendor is required to complete a Receive event.
Why doesn't my vendor appear when receiving medications?
Confirm that the vendor was saved successfully and its Vendor Type is set to Pharmacy. Vendors with other vendor types will not appear as Pharmacy sources for medication receiving.
How can I see only Pharmacy vendors in the Vendor Directory?
Open Filter, set Vendor Type to Pharmacy, and select Apply.
Can I use an existing occupancy for the pharmacy's address?
Yes. When searching for an address, you can select an existing occupancy address. Occupancy results are identified by a house icon.
Does Vendor History show medications received from that pharmacy?
No. Vendor History tracks changes and edits made to the vendor record. It does not capture medication Receive events associated with the vendor.
Can I update an existing Pharmacy vendor?
Yes. Select the pencil icon in the Actions column to edit the vendor's information.
Who can create, edit, or delete Pharmacy vendors?
Users must have the appropriate Vendor Directory permissions for the action they are attempting to perform.