Purpose Statement

Whole Blood Med Kit counts allow authorized users to verify the temperature and inventory contained within a Whole Blood Med Kit.

Counts can be started from the Dashboard when the Med Kit is assigned to a count schedule or directly from the Med Kit. The count workflow differs depending on whether the Med Kit is configured with seals or locks.

Background Information

Whole Blood counts help agencies confirm that expected inventory is present, review product details, and maintain current temperature and security information.

A count may be started:

• From the Dashboard when a scheduled count is due.
• Directly from the applicable Whole Blood Med Kit.

The workflow is determined by the Med Kit’s security configuration.

Med Kits Configured with Seals

When a Whole Blood Med Kit uses seals, the user must verify the displayed seal number during a standard count.

• If the physical seal is intact and matches the displayed number, the user can verify the seal and select Sign & Finish without opening the kit or verifying individual quantities.
• If the seal is broken, missing, or does not match the displayed number, the user must select Break & Count.
• An agency may also require personnel to select Break & Count as part of its routine inventory procedures, even when the seal is intact.
• After the user verifies the temperature and product quantities, a new seal number must be entered when selecting Sign & Finish.

Med Kits Configured with Locks

Whole Blood Med Kits configured with locks do not display or require a seal number.

The user proceeds directly through:

1. Temperature verification.
2. Quantity verification.
3. Sign & Finish.

No replacement seal number is required for a locked Med Kit.

Required Permissions

Users performing Whole Blood counts must have the following permission:

• Whole Blood - Count

Additional access to the Medications module, Dashboard, and selected Med Kit may also be required based on the agency’s role configuration.

If a product identified during the count must be removed through a Return workflow, the user will also need:

• Whole Blood - Receive/Return

Video

Step-by-Step Guide

Before You Begin

Use this workflow when:

• Verifying the inventory within a Whole Blood Med Kit.
• Completing a scheduled or unscheduled inventory Count.
• Returning a sealed Med Kit to service after it has been opened.
• Documenting inventory verification following a Multi-Action Workflow, when required.

The Count process differs slightly depending on whether the Med Kit is configured with security seals or a lock.

1. Start a Scheduled Count from the Dashboard

Use this method when the Whole Blood Med Kit is assigned to an active Count Schedule.

• Open the Dashboard.
• Locate the dashboard section containing due medication counts.
• Use the dropdown to select the appropriate Whole Blood Med Kit, if needed.
• Locate the applicable Whole Blood count schedule.
• Select the count to begin.

The count schedule name and due time are determined by the agency’s configuration.

2. Start a Count from the Med Kit

• Select the First Due logo.
• Navigate to Medications.
• Select Med Kits.
• Open the appropriate Whole Blood Med Kit.

• Review the available count information, including:

  • Count due date and time
  • Last completed count
  • Current seal number (if the Med Kit uses seals)

• Select Count.

3a. Complete a Standard Count for a Sealed Med Kit

When the Med Kit is configured with seals, the current seal number is displayed.

• Compare the displayed seal number with the physical seal on the Med Kit.
• Confirm that the physical seal is intact.

• Complete one of the following actions:

  • If the seal is intact and the seal number matches, verify the seal and select Sign & Finish.
  • If the seal is broken, missing, or the seal number does not match, select Break & Count.
  • If agency policy requires opening the Med Kit, select Break & Count, even when the seal is intact.

Verifying an intact, matching seal allows the count to be completed without opening the Med Kit or verifying individual product quantities.

If the seal is verified without opening the Med Kit, proceed directly to Step 9 – Complete the Required Signatures.

3b. Report a Seal Issue (Optional)

If the existing seal cannot be verified or additional documentation is required, select Report before continuing the count.

• Select Report in the Check Seals window.
• Review the Default Recipient and, if necessary, select one or more additional recipients from the Send Report to field.

• Enter a detailed description of the issue.

• Select Send to submit the report.

Common reasons to submit a report include:

• Seal number does not match the recorded seal.
• Med Kit is not physically sealed.
• Seal is broken or missing.
• Med Kit or storage container is damaged.
• Additional documentation is required before completing the count.

Return to the Check Seals window and continue the count according to your agency's procedures.

4. Complete a Count for a Locked Med Kit

Whole Blood Med Kits configured with locks do not display a seal number.

After selecting Count, proceed directly to Step 5.

No seal verification or replacement seal entry is required.

5. Verify the Kit Temperature

This step applies to locked Med Kits and sealed Med Kits when Break & Count is selected.

• Review the displayed temperature.
• If the displayed temperature is accurate, leave the value unchanged.
• Enter the current temperature if the value has changed.
• Select Save.

The system may display the previously recorded temperature. Always compare it with the current physical reading before continuing.

The temperature unit and acceptable minimum and maximum values are determined by the agency’s Whole Blood configuration.

6. Verify Blood Product Quantities

After verifying the temperature, review the products expected within the Med Kit.

• Select a product to view its details.

• Review the product details, which may include:

  • Expiration Date
  • Lot Number
  • Serial Number
  • Blood Unit ID
• Select the thumbs-up icon to verify a product or unit.
• Select the X for a product or unit that cannot be verified.

When multiple units of the same product are present, users may be able to verify the complete group or review each Blood ID individually.

Select the X if a unit:

• Is not physically present.
• Does not pass visual inspection.
• Has an unacceptable temperature.
• Should not remain available in the Med Kit for another documented reason.

A red X beside the product indicates that at least one unit was not verified.

7. Review the Count

Before completing the count:

• Confirm that every expected product has been reviewed.
• Verify that acceptable products or units display a thumbs-up.
• Review any products or units marked with a red X.
• Confirm that the recorded kit temperature is accurate.

Selecting the X does not automatically remove inventory. A Return workflow must be completed to remove the product from the Med Kit.

8. Enter a New Seal Number

This step only applies when selecting Break & Count or after a Usage event was documented for a sealed Med Kit.

• Select Sign & Finish.
• Enter the number from the new physical seal.
• Select the plus icon to add the seal number.
• Verify the new seal number appears in the seal list.

If the Med Kit requires more than one seal, repeat the process until the required number of seal entries has been completed.

A replacement seal is not required when:

• The original seal was intact and accurately verified during a standard sealed count.
• The Med Kit is configured with locks.

9. Complete the Required Signatures

• Select Sign & Finish or Sign, as displayed.
• Select the required signer or signers.
• Complete the configured signature validation method.
• Select Save.

Signature requirements are determined by your agency's Medications Signature Configuration and may include:

• One to four signers
• Internal agency users
• An outside-organization signer
• Password validation
• Four-digit PIN validation
• A profile-prefilled signature
• A manually entered signature

After the Count is completed, the Med Kit record is updated with the:

• Count details
• Recorded temperature
• Required signatures
• Replacement seal number (when applicable)

Best Practices

• Confirm whether the Med Kit is configured with a seal or lock before beginning the count.
• Compare the displayed seal number with the physical seal before verifying it.
• Do not verify a seal that is broken, missing, or does not match the number shown.
• Select Break & Count whenever agency policy requires physical inventory verification.
• Compare the displayed temperature with the current physical temperature before saving it.
• Verify each Blood ID or serial number against the physical inventory during a full count.
• Review expiration dates and visual condition when the kit is opened.
• Complete a Return workflow for any unit that must be removed from inventory.
• Enter a new physical seal number exactly as it appears after completing Break & Count.
• Do not reuse a previous seal number.
• Review all count information before completing the required signatures.

Troubleshooting & FAQs

Why can I complete the count without verifying product quantities?

The Med Kit is configured with seals, and the physical seal is intact and matches the seal number displayed in the system. A matching, intact seal can be verified without opening the kit.

When should I select Break & Count?

Select Break & Count when the seal is broken, missing, or does not match the displayed number. You should also use it when agency policy requires the kit to be opened and its contents physically verified.

Why am I being asked for a new seal number?

A new seal number is required after selecting Break & Count because the previous seal was broken or removed to access the Med Kit.

Why am I not being asked to verify a seal number?

The Med Kit may be configured with a lock rather than a seal. Locked Med Kits proceed directly to temperature and quantity verification.

Do locked Med Kits require a replacement seal number?

No. Locked Med Kits do not use seal-number verification or replacement seal entry.

Why do I not see a Whole Blood count on the Dashboard?

Confirm that the Med Kit is assigned to an active Whole Blood count schedule and that the count is currently due. Also verify that you have the Whole Blood - Count permission.

Why is the previous temperature already displayed?

The system may populate the most recently recorded kit temperature. Verify the current physical temperature before saving the value.

What does the thumbs-up indicate?

The thumbs-up confirms that the selected product or unit was physically verified during the count.

What does the X indicate?

The X indicates that the unit could not be verified, is missing, failed inspection, is outside the acceptable temperature range, or should not remain in the kit.

Does selecting the X remove the unit from inventory?

No. A Return workflow must be completed to remove the unit from the Med Kit.

Can an outside person sign the count?

Yes, when permitted by the agency’s signature configuration. Enter the required outside-organization information before collecting the signature.