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Knowledge Center

Signature Process within Medications

Purpose Statement

This article explains how the signature process works within the Medications module. Signatures are used to validate and complete medication actions such as Usage, Transfer, Remove, Receive, Count, and Custody Exchange, based on the signature requirements configured by your agency.

Background Information

Signature requirements in the Medications module are configured by administration and may vary based on whether the medication action involves a Controlled Substance kit or Non-Controlled Substance kit. Agencies can define:

  • The number of users required to sign

  • Whether validation requires:

    • Signature only

    • Signature and PIN

    • No signature required

Depending on permissions, some users may also be able to complete an action first and return later to collect required signatures.

Required Permissions

Users must have appropriate permissions within the Medications module to complete actions and capture signatures.

Typical permissions may include:

  • Medications Module Access

  • Permissions to complete medication actions

  • Signature permissions

  • Complete and Sign Later permissions

  • Dashboard access to review pending signatures

Permission availability may vary based on agency configuration.

Video

Step-by-Step Guide

1. Complete a Medication Action

  1. Begin by completing one or more medication actions, such as:

    • Usage

    • Transfer

    • Remove

    • Receive

    • Count

    • Custody Exchange

  2. Once the action is complete, select Sign and Finish.

  3. Depending on your permissions, you may also be able to select Complete and Sign Later.

We will begin by completing any one or more of the actions. Once the action has been completed you can select Sign and Finish. Pending your permissions you may be able to select Complete and Sign Later.

 

2. Enter Seal Numbers if Required

  1. If the selected kit uses seals, enter the required seal number(s) before beginning the signature process.

If the kit has seals you will need to enter the seal numbers before you can begin the Signature process.

 

3. Review Pending Signatures

  1. If you have permission to use Complete and Sign Later, the action will appear in Pending Signatures on the Medications Dashboard.

  2. You can filter kits using the Items dropdown to view pending signatures for selected kits.

If you have the permissions to complete and sign later this will then be indicated in the Pending Signatures within the Medications Dashboard.

 

4. Review the Signatures Modal

  1. In the Signatures modal, you will see how many users are required to complete the signature process.

  2. The first user will default to the person currently signed in.

  3. This can be changed by selecting the Select User dropdown.

If your agency requires Signature and PIN:

  1. Enter the PIN for the selected user.

  2. A green checkmark will indicate the correct PIN was entered.

  3. The system will then automatically take you to the signature screen.

From the Signatures modal:

 

5. Use Password if No PIN Is Set

  1. If the selected user does not have a PIN set in their profile, they must enter their account password to continue.

  2. This is the same password used to sign in to their First Due account.

If the selected person does not have a PIN set within their profile they will need to enter their account password to continue.

 

6. Choose How to Sign

  1. You may have one or both of the following options available:

  • Fill – Uses the signature saved in the user’s profile

  • Pencil icon or Click to add signature – Allows the user to manually sign

You may have two options when obtaining signatures:

 

7. Capture the Signature

  1. Use the signature area to sign with a touch screen or mouse.

  2. Select Save.

If needed, select Clear to remove the signature and sign again.

Use the space to sign with either a touch screen or mouse and select Save.

 

8. Capture Additional Required Signatures

  1. If more than one signature is required, use the Select User dropdown to choose the next signer.

  2. Repeat the signature process for each required user.

For any additional users needing to sign use the Select User dropdown to choose whom is going to be signing then complete the signature process.

 

9. Capture a Signature from a User Outside the Agency

  1. If User from outside agency is selected, complete the required fields before the user can sign.

Required fields:

  • Name

  • ID Type
    Available options may include:

    • Pharmacist

    • Doctor

    • Nurse

    • Administrator

    • Other

  • Agency

Optional field:

  • License / ID Number

If User from outside agency was selected you will need to enter the required fields before they are able to sign.

 

10. Save the Completed Signatures

  1. Successfully captured signatures will display a checkmark next to the user.

  2. Once all required signatures are complete, select Save to finish the signature process.

Signatures that are successfully captured will be indicated by a checkmark next to USER. Once all signatures are captured select Save to complete the signature process.

Best Practices

  • Confirm the correct user is selected before entering a PIN or capturing a signature.

  • Verify seal numbers before starting the signature process for sealed kits.

  • Use Complete and Sign Later only when your workflow requires delayed signatures.

  • Ensure all required signers are available before starting when multiple signatures are needed.

  • Review checkmarks in the Signatures modal to confirm all signatures were successfully captured before saving.

Troubleshooting & FAQs

Why can’t I begin the signature process?
If the kit requires seals, you must enter the required seal number(s) before signatures can begin.

Why am I being asked for a PIN or password?
Your agency may require Signature and PIN validation. If the selected user does not have a PIN configured, they must enter their account password instead.

What does Complete and Sign Later do?
This allows the action to be completed first and appear under Pending Signatures on the Medications Dashboard so signatures can be collected later.

Can someone outside my agency sign?
Yes. If User from outside agency is selected, the required external user information must be entered before they can sign.

How do I know a signature was captured successfully?
A checkmark will appear next to the user once their signature has been successfully recorded.