Purpose Statement

This article explains how to perform a Custody Exchange Override for controlled substance kits when the current kit possessor is unavailable. This process ensures continued accountability and compliance when custody must be reassigned due to emergency, illness/injury, or administrative circumstances.

Background Information

A Custody Exchange Override is used when the standard custody exchange process cannot be completed because the current possessor is unavailable. This action allows authorized users to override custody and assign possession to another individual, while documenting the reason and capturing required signatures.

Overrides are typically restricted to supervisory or administrative personnel due to the sensitive nature of controlled substance tracking.

Required Permissions

Users must have appropriate permissions within the Medications module to perform a custody override.

Typical permissions may include:

• Medications Module Access

• Med Kit access

• Custody Exchange permissions

• Custody Override permissions (Supervisor/Admin)

• Signature permissions

Permission availability may vary based on agency configuration.

Video

Step-by-Step Guide

1. Navigate to Med Kits

1. Navigate to the Medications module.

2. Select Med Kits.

2. Select the Med Kit

1. Locate the Med Kit that requires a custody override.

2. Select the Custody Exchange button or Custody Exchange icon to begin the process.

3. Open the Custody Override Option

1. The Custody Exchange modal will appear.

2. Select Override Custody.

Available options:

• Cancel – Exit without making changes

• Override Custody – Proceed with the override process

4. Select a Reason for Override

1. Use the Reason dropdown to select the appropriate reason:

• Medical / Emergency – Employee medical emergency or personal emergency requiring immediate departure

• Operational / Duty – Operational needs, unit reassignment, or duty-related changes

• Administrative – Administrative decisions, disciplinary actions, or policy-driven changes

• Other – Any other reason requiring supervisor intervention

5. Add Comments

1. Enter additional details in the Comments field.

• Comments are required if Other is selected

• Comments are optional but recommended for all other reasons

6. Complete the Custody Override

1. Follow your agency’s signature process to finalize the custody override.

2. Ensure all required signatures are captured before completing the workflow.

Best Practices

• Use custody override only when the standard exchange process cannot be completed.

• Select the most accurate reason for override to support compliance and auditing.

• Provide detailed comments, especially for unusual or high-risk situations.

• Ensure proper supervisory authorization before completing an override.

• Verify the correct kit and new custodian before finalizing the process.

Troubleshooting & FAQs

When should I use Custody Exchange Override?
Use this process when the current kit possessor is unavailable due to emergency, illness, injury, or administrative reasons.

Why can’t I see the Override Custody option?
You may not have the required Custody Override permissions. Contact your system administrator.

Is a comment required for all overrides?
Comments are required when Other is selected, but are recommended for all override scenarios.

Do I still need signatures for an override?
Yes. The override must follow your agency’s signature requirements to ensure accountability.