Purpose Statement
This article explains how to perform medication counts from the Dashboard, Med Kits, or Med Supply. Medication counts help agencies verify inventory accuracy, confirm seal integrity when applicable, identify discrepancies, and maintain compliance with internal medication control procedures.
Background Information
Medication counts can be initiated from three different areas of the system depending on the workflow your agency follows. Counts may involve simply confirming seal integrity, completing a full medication count, reporting an occurrence, or resuming a saved draft count already in progress.
For agencies that use seal-secured Med Kits, the count process may include validating existing seal numbers before determining whether a full count is required. For non-controlled substance medications, some users may also have permission to update medication details during the count process.
Required Permissions
Users must have appropriate permissions within the Medications module to perform medication counts.
Typical permissions may include:
Medications Module Access
Med Count permissions
Med Kit access
Med Supply access
Dashboard access
Signature permissions
Draft count permissions
Permissions to edit non-controlled substance medication details during counts
Permission availability may vary based on agency configuration.
Video
Step-by-Step Guide
1. Navigate to a Count Location
Medication counts can be started from three possible locations:
Dashboard
Med Kits
Med Supply
2. Start a Count from the Dashboard
From the Dashboard, review any scheduled counts due.
Select Start Count to begin.
Note: The Dashboard can be filtered using the Items dropdown to search for counts due.
3. Start a Count from Med Kits
Navigate to Med Kits.
Select the kit you want to count.
Select Count.
4. Start a Count from Med Supply
Navigate to Med Supply.
Select Count.
5. Enter Seal Numbers if Required
If the Med Kit is secured with seals, enter the seal number.
Select the Plus (+) icon to add the seal number.
If your agency does not use seal numbers, continue to Step 10.
6. Begin the Count or Report an Occurrence
After entering seal numbers, you can:
Select Save to begin the count.
Select Report if you need to report an occurrence instead.
7. Report an Occurrence
When Report is selected, choose who to send the report to using the recipient field.
Begin typing to filter the recipient list.
Enter a description of the occurrence.
Select Send.
Your agency may have a default recipient configured for all occurrence reports.
8. If Seal Numbers Match
If the current seals match the previous seals, a green checkmark will appear.
You can then select Sign to complete the process without performing a full count.
Optional:
Select Break and Count if you want to perform a full count instead.
This will require entering a new seal number or numbers before signing.
9. If Seal Numbers Do Not Match
If the entered seal numbers do not match previous seal numbers, you must select Break and Count before completing the count.
10. Count Medications
Select a medication to begin the count.
In the Count column, use the Thumb icon to indicate the medication count is correct.
Select the X icon to indicate a discrepancy.
11. Generate an Occurrence Report for Controlled Substance Discrepancies
While performing a count, if there is a discrepancy involving a controlled substance, the system will prompt you before the count is completed.
You will be asked whether you want to generate an occurrence report.
Refer to step 7 on completing an occurrence report.
12. Update Medication Details if Permitted
For non-controlled substance medications, users with the correct permissions may also be able to adjust:
Expiration Date
Lot Number
Quantity
13. Complete the Count
Once the count is complete, you can:
Select Sign and Finish to complete the workflow.
Depending on permissions, you may also be able to select Complete and Sign Later.
If needed, select Save as Draft to complete the count later.
14. Save as Draft
If your agency uses seals and you select Save as Draft, you may:
Enter the seal number, or
Skip the seal entry
15. Skip Seal Requirement
If you choose Skip Seal, you must enter a reason for not sealing the kit.
16. Resume a Count in Progress
If the selected kit already has a count in progress, the system will display Resume Count.
17. Resume or Discard the Draft Count
If Resume Count is selected, you can either:
Resume the existing count, or
Discard it and start a new count
Best Practices
Start counts from the location that best matches your workflow, such as the Dashboard for scheduled counts.
Verify seal numbers carefully before deciding whether a full count is required.
Use Break and Count whenever seal discrepancies exist.
Document issues clearly when reporting occurrences or skipping seals.
Save counts as drafts only when necessary and return promptly to complete them.
Review medication details carefully before making adjustments during a count.
Troubleshooting & FAQs
Where can medication counts be started?
Medication counts can be started from the Dashboard, Med Kits, or Med Supply.
Do I always need to perform a full count?
No. If your agency uses seals and the current seal numbers match previous seal numbers, you may be able to Sign without completing a full count.
What happens if the seal numbers do not match?
You must select Break and Count and complete a full count before finishing the workflow.
Can I save a medication count and finish it later?
Yes. If permitted, you can select Save as Draft and return later using Resume Count.
Can I update expiration dates or lot numbers during a count?
For non-controlled substances, users with the correct permissions may be able to update expiration dates, lot numbers, or serial numbers during the count.
What happens if I skip sealing a kit when saving as draft?
You must provide a reason for not sealing the kit.