Purpose Statement

Whole Blood Multi-Action Workflows allow authorized users to combine related inventory activities into a single documentation process.

By stacking actions such as Usage, Return, Receive, and Count, agencies can reduce duplicate data entry, complete one signature process, and reseal the Med Kit once at the end of the workflow when seals are configured.

Background Information

Multi-action workflows are designed for situations in which several Whole Blood events occur during the same operational sequence.

Common examples include:

• Documenting a Usage followed by an emergency Receive.
• Returning an expired or damaged unit and receiving a replacement.
• Documenting a Usage, Return, and Receive before completing a final Count.
• Completing a Count at the end of a workflow to verify inventory and record a new seal number.

The available workflow depends on whether the Whole Blood Med Kit uses a seal or a lock.

Med Kits Configured with Seals

Starting an action that opens the Med Kit, such as Usage, breaks the documented seal.

When a sealed Med Kit is opened during a multi-action workflow:

• The workflow must end with a Count.
• The user must verify the remaining inventory.
• A new seal number must be entered before the workflow can be completed.
• Selecting Sign & Finish before adding the required Count results in a validation message.

Med Kits Configured with Locks

Locked Med Kits do not track seal numbers.

Users can combine supported actions and complete the workflow without entering a replacement seal number. A final Count may still be performed when required by agency policy, but it is not required for seal documentation.

A Count cannot be used as the first action in a multi-action workflow. It must be added after another action, and no additional actions can be added after the Count.

Required Permissions

Users must have the permission associated with every action included in the workflow.

Depending on the actions performed, required permissions may include:

• Whole Blood - Usage
• Whole Blood - Receive/Return
• Whole Blood - Count

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

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Step-by-Step Guide

Before You Begin

Use this workflow when:

• Multiple Whole Blood events occur as part of the same operational sequence.
• Documenting related Usage, Receive, Return, and Count events in a single workflow.
• Reducing duplicate data entry by carrying common information between supported workflow actions.

Before adding another action, verify that the current action is complete and accurate. Once the Multi-Action Workflow confirmation has been accepted and you continue to the next action, previous actions become read-only and cannot be edited.

1. Open the Appropriate Whole Blood Med Kit

• Select the First Due logo.
• Navigate to Medications.
• Select Med Kits.
• Locate the applicable Whole Blood Med Kit.

Whole Blood Med Kits display Blood next to the Med Kit name.

A Med Kit without inventory displays only the Receive action. Once inventory has been received, additional actions such as Usage, Return, and Count become available.

2. Start the First Action

Select the first action that reflects what occurred.

For example:

• Select Usage when blood was administered.
• Select Return when inventory is being removed.
• Select Receive when new inventory is being added.

Complete all required fields for the selected action.

For detailed field instructions, refer to the corresponding Whole Blood article for that workflow.

3. Add Another Action

After completing the first action:

• Select Add Action.
• Choose the next applicable action.
• Review the Multi-Action Workflow confirmation message.
• Select Continue.

The selected action appears with the previous action in the workflow header.

4. Complete a Usage Followed by a Receive

A common multi-action workflow is documenting a Usage and then receiving replacement inventory.

• Complete the Usage information.
• Add the administered blood product.
• Select Add Action.
• Select Receive.
• Confirm the multi-action workflow.
• Complete the Receive action.
• Add the replacement blood product.
• Save the Receive action.

When a Receive Event follows a Usage Event, the kit temperature entered during the Usage may carry into the Receive workflow. Other Receive information must still be entered.

5. Complete a Return Followed by a Receive

Use this workflow when a supplier exchanges old, expired, damaged, or unacceptable inventory for replacement blood.

• Complete the Return action.
• Select the product being returned.
• Select Add Action.
• Select Receive.
• Complete the replacement inventory information.
• Add the new blood product.
• Save the Receive action.

The following information automatically carries over from the Return Event into the Receive Event:

• Shipment ID

• Supplier/Blood Bank

• Delivery Date/Time

• Delivery Personnel

• Department Staff

• Transportation Method

• Kit Temperature

• Additional Notes

6. Add Additional Supported Actions

Additional actions can be stacked when they reflect the actual sequence of events.

For example:

• Document the Usage of one unit.
• Return a second unit that failed inspection.
• Receive two replacement units.
• Finish with a Count.

Continue selecting Add Action until all applicable events have been documented.

7. Previous Actions Cannot Be Edited

Once an action has been added to a Multi-Action Workflow and the Multi-Action Workflow confirmation has been accepted, that action becomes read-only.

There is no Back button, and previous actions cannot be edited after another action has been added to the workflow.

If changes are required to a previously completed action:

• Close the current Multi-Action Workflow without saving.
• Restart the workflow from the beginning.
• Re-enter each action in the correct order with the necessary corrections.

8a. Add the Required Count for a Sealed Med Kit

When the Med Kit uses seals, the workflow must end with a Count after the kit has been opened.

• Select Add Action.
• Select Count.
• Enter or verify the current kit temperature.

Review the notification indicating that the Med Kit is unsealed.

• Select Count and Add Seals.
• Enter the number from the new physical seal.
• Select the plus icon to add the seal number.
• Repeat if more than one seal is required.
• Verify that all required seal numbers have been added.

After the Count Event is added:

• Add Action is disabled.
• No additional workflow actions can be added.
• The Count becomes the final action.

8b. Finish a Workflow for a Locked Med Kit

For a Med Kit configured with a lock:

• Complete all applicable Usage, Return, and Receive actions.
• Complete a Count if required by agency policy.
• Select Sign & Finish.

A locked Med Kit does not require seal verification or a replacement seal number.

9. Verify Count Details

Before signing the workflow:

• Verify the remaining inventory quantities.
• Review the Blood Unit IDs.
• Confirm the Count information is accurate.

10. Complete the Required Signatures

• Select the required signer or signers.
• Complete the configured signature validation.
• Select Save.

Signature requirements are determined by the agency's Medications signature configuration and may include:

• One to four signers
• Internal agency users
• Outside-organization signers
• Password validation
• Four-digit PIN validation
• Profile-prefilled signatures
• Manual signatures

Saving the final signatures completes every event included in the Multi-Action Workflow.

Best Practices

• Document actions in the same order in which they occurred.
• Review each action before selecting Add Action, because returning to a previous action requires removing the current one.
• Use a multi-action workflow when the events are part of the same operational sequence.
• Confirm that the user has permission for every action before starting.
• Use the Blood Unit ID, lot number, and expiration date to verify each product.
• For sealed Med Kits, always end the workflow with a Count after the seal has been broken.
• Do not attempt to select Sign & Finish before adding the required Count for a sealed Med Kit.
• Enter the new physical seal number exactly as displayed on the replacement seal.
• Remember that Count is the final action and cannot be followed by another workflow action.
• Start a standalone Count from the Dashboard or Med Kit when no other action is being documented.

Troubleshooting & FAQs

Why am I receiving a message that the workflow must end with a Count?

The Med Kit is configured with seals, and one of the actions opened the kit and broke the documented seal. Add a Count, verify the inventory, and enter a new seal number before finishing.

Why do locked Med Kits not require a final Count?

Locked Med Kits do not track seal numbers. A Count may still be required by agency policy, but it is not needed to document a replacement seal.

Why is Add Action disabled after I start the Count?

Count must be the final action in a multi-action workflow. No additional actions can be added after it begins.

Can I start a multi-action workflow with a Count?

No. A Count started from the Dashboard or directly from the Med Kit is a standalone workflow. Count can only be added after another action within a multi-action workflow.

How do I edit an earlier action?

Select Remove Action from This Workflow to remove the current action and return to the previous one. After making the correction, add the removed action again.

Why did only the kit temperature carry from Usage into Receive?

The workflow carries the kit temperature forward, but the remaining Receive information must be entered for the new shipment and product.

Can I combine Usage, Return, Receive, and Count in one workflow?

Yes, when those actions reflect the actual event sequence and the user has the required permissions.

Why can’t I select Usage or Return for a Med Kit?

The Med Kit may not contain available inventory. Receive blood into the kit before attempting an action that depends on inventory being present.

Why are multiple signatures required?

The number of signers and validation method are controlled by the agency's Medications signature configuration.