Purpose Statement

This article provides detailed definitions, use cases, and best practices for all permissions available in the Medications module. Understanding these permissions is essential for administrators to configure appropriate access levels for medication management, inventory accountability, and controlled substance workflows. Proper permission configuration ensures authorized personnel can safely manage medication inventory, document medication activity, and maintain regulatory compliance while protecting sensitive medication records and administrative settings.

Background Information

The Medications module permissions control access to medication kits, inventory, medication transactions, custody exchanges, inventory counts, setup configuration, and related functionality within First Due. Permissions are organized into functional categories including General, Setup, and Whole Blood (licensed feature). Some permissions follow a Read-Update-Create-Delete (CRUD) hierarchy, where Read access must be enabled before users can Update, Create, or Delete records. Other permissions provide access to specific medication workflows such as medication usage, inventory transfers, custody exchanges, and medication counts. Strategic permission assignment helps agencies maintain medication accountability, ensure regulatory compliance, and provide users with the appropriate level of access based on their operational responsibilities.

Required Permissions

To manage Medications module permissions, users need:

• Administrator-level access to the First Due platform
• User Management permissions to modify role-based permissions
• Medications module access to understand operational and workflow requirements

Medications Module Permissions by Category

General Permissions

General permissions control day-to-day access to medication kits, inventory activities, custody exchanges, usage documentation, counts, transaction logs, overrides, and other operational workflows within the Medications module. These permissions should be assigned according to each user’s responsibilities and agency policies for medication accountability. Routine permissions may be granted to field personnel and supervisors, while permissions that affect audit history, possession records, inventory adjustments, or administrative control should be limited to authorized staff.

Archive Med Kits

Definition: Allows users to archive medication kits, removing them from active use while preserving their historical records for audits and reporting.

What it enables:

• Archiving medication kits that are no longer in service
• Removing retired kits from active inventory
• Preserving medication history
• Maintaining historical accountability

Common use cases:

• Replacing expired medication kits
• Retiring damaged or discontinued kits
• Cleaning up active inventory

Best practices:

• Restrict to medication administrators
• Archive instead of deleting whenever possible
• Archived kits remain available in historical records
• Use when medication kits are permanently removed from service

Recommended for: EMS Supervisors, Medication Administrators

Complete and Sign Later

Definition: Allows users to save medication documentation for completion and signature at a later time.

What it enables:

• Saving unfinished medication records
• Completing documentation at a later time
• Applying electronic signatures after review
• Preserving work without finalizing documentation

Common use cases:

• Completing medication documentation after returning from a call
• Finishing records interrupted by emergency responses
• Allowing supervisors to review documentation before final signature

Best practices:

• Complete pending documentation as soon as practical
• Regularly review unsigned medication records
• Follow agency documentation timelines and policies
• Avoid leaving medication records incomplete for extended periods

Recommended for: Field Personnel, EMS Supervisors

Count Medications

Definition: Allows users to perform medication inventory counts and reconcile medication quantities for accountability and compliance.

What it enables:

• Performing scheduled medication counts
• Recording inventory discrepancies
• Reconciling medication quantities
• Maintaining medication accountability

Common use cases:

• Daily shift change counts
• Scheduled controlled substance inventories
• Monthly inventory audits
• Verifying medication stock after transfers

Best practices:

• Perform counts according to department policy
• Investigate discrepancies immediately
• Verify quantities before accepting custody
• Complete counts before transferring medication responsibility

Recommended for: Field Personnel, EMS Supervisors

Med Kits

Definition: Allows users to access to Med Kits and the ability to manage medication kit events within the Medications module.

What it enables:

• Viewing medication kits
• Accessing kit details
• Reviewing medication kit contents
• Monitoring kit status

Common use cases:

• Reviewing assigned medication kits
• Verifying kit contents before responding
• Locating medication kits assigned to apparatus or personnel
• Checking medication availability

Best practices:

• Grant to personnel responsible for medication inventory
• Ensure users understand medication accountability procedures
• Review kit contents regularly

Recommended for: Field Personnel, EMS Supervisors, Administrative Staff

Medication Dashboard

Definition: Allows users to access the Medication Dashboard, providing visibility into medication inventory, counts, alerts, and operational status.

What it enables:

• Viewing medication inventory summaries
• Monitoring expiring medications
• Reviewing outstanding inventory tasks
• Accessing medication activity metrics

Common use cases:

• Daily medication oversight
• Supervisor inventory review
• Monitoring medications nearing expiration
• Reviewing operational readiness

Best practices:

• Grant to supervisors and medication managers
• Review dashboard regularly for expiring inventory
• Use dashboard information to proactively manage medication availability

Recommended for: EMS Supervisors, Administrative Staff

Medication Kit Group - Manage

Definition: Allows users to create and manage medication kit groups used to organize medication kits throughout the organization.

What it enables:

• Creating medication kit groups
• Editing existing groups
• Organizing medication kits
• Managing group assignments

Common use cases:

• Grouping kits by station
• Grouping kits by apparatus
• Organizing reserve inventory
• Creating specialty medication kit groups

Best practices:

• Restrict management to administrative staff
• Maintain consistent naming conventions
• Review groups periodically to remove obsolete entries

Recommended for: Administrative Staff

Medication Kit List (Read, Update, Create, Delete)

Definition: Controls access to medication kit records, including the ability to view, modify, create, and remove medication kits.

What it enables:

• Read: View medication kit records and details
• Update: Modify medication kit information
• Create: Add new medication kits
• Delete: Remove medication kit records

Common use cases:

• Creating medication kits for new apparatus
• Updating medication kit assignments
• Editing kit information after inspections
• Removing obsolete medication kits

Best practices:

• Read permission: Grant broadly to users who work with medication kits
• Update permission: Enable for personnel responsible for medication inventory
• Create permission: Restrict to administrative staff
• Delete permission: Grant sparingly to preserve accountability
• Remember: Read must be enabled before Update, Create, or Delete will function

Recommended for:

• Read: Field Personnel

• Update: EMS Supervisors

• Create: Administrative Staff

• Delete: Administrative Staff only

Medication Log

Definition: Allows users to access the medication transaction log for auditing, accountability, and historical review.

What it enables:

• Viewing medication transaction history
• Reviewing inventory activity
• Supporting audits and investigations
• Tracking medication accountability

Common use cases:

• Reviewing inventory discrepancies
• Auditing controlled substance activity
• Researching historical medication transactions
• Supporting compliance reviews

Best practices:

• Restrict to supervisors and administrative staff
• Use logs to investigate inventory discrepancies
• Retain transaction history for compliance purposes

Recommended for: EMS Supervisors, Administrative Staff

Medication Signature

Definition: Allows users to electronically sign medication documentation and transactions.

What it enables:

• Signing medication records
• Completing required documentation
• Verifying medication accountability
• Finalizing medication transactions

Common use cases:

• Completing medication documentation after patient care
• Verifying medication inventory activities
• Meeting agency documentation requirements

Best practices:

• Users should only sign documentation they personally completed
• Sign records promptly
• Review documentation for accuracy before signing

Recommended for: Field Personnel, EMS Supervisors

Medication Supply - List

Definition: Allows users to view the Med Supply and manage master medication supply events used throughout the Medications module.

What it enables:

• Viewing medication definitions
• Managing medication inventory records
• Maintaining medication catalog information
• Updating medication availability

Common use cases:

• Adding newly approved medications
• Updating medication information
• Maintaining standardized medication records

Best practices:

• Restrict management to medication administrators
• Review medication records regularly
• Maintain standardized naming conventions

Recommended for: Administrative Staff

Meds - Custody Exchange

Definition: Allows users to transfer controlled-substance medication custody between authorized personnel while maintaining chain of custody documentation.

What it enables:

• Recording custody transfers
• Maintaining medication chain of custody
• Documenting responsibility changes
• Tracking medication possession

Common use cases:

• Shift change custody transfers
• Apparatus reassignment
• Supervisor medication exchanges
• Temporary custody transfers

Best practices:

• Verify medication counts before transferring custody
• Complete exchanges immediately when responsibility changes
• Ensure both parties confirm transferred inventory

Recommended for: Field Personnel, EMS Supervisors

Meds - Global Custody Exchange

Definition: Allows users to perform organization-wide controlled-substance medication custody transfers involving multiple medication kits or locations.

What it enables:

• Performing bulk custody exchanges
• Transferring multiple medication kits simultaneously
• Managing organization-wide custody changes
• Streamlining large inventory transfers

Common use cases:

• Station inventory redistribution
• Agency-wide medication transfers
• Fleet reassignment
• Operational reorganizations

Best practices:

• Restrict to administrative staff
• Verify inventory before completing exchanges
• Review custody records following large transfers

Recommended for: Administrative Staff

Meds - Usage

Definition: Allows users to document medication administration and inventory usage.

What it enables:

• Recording medication administration
• Updating medication inventory
• Tracking medication usage
• Maintaining accountability records

Common use cases:

• Documenting medications administered during patient care
• Recording medication wastage
• Updating medication inventory after use
• Meeting controlled substance documentation requirements

Best practices:

• Document medication usage immediately following administration
• Ensure documentation is complete and accurate
• Follow agency policies for medication accountability

Recommended for: Field Personnel

Override Exclusive Possession

Definition: Allows users to override exclusive controlled-substance medication possession rules established within the system.

What it enables:

• Bypassing exclusive possession restrictions
• Reassigning medication responsibility
• Correcting possession assignments
• Managing exceptional operational situations

Common use cases:

• Emergency operational needs
• Correcting assignment errors
• Supervisor-authorized possession changes

Best practices:

• Restrict to supervisory personnel
• Document every override
• Use only when operationally necessary

Recommended for: EMS Supervisors, Administrative Staff

Possession Override

Definition: Allows users to manually override controlled-substance medication possession assignments when standard workflows cannot be used.

What it enables:

• Changing assigned possession
• Correcting ownership records
• Reassigning medication accountability
• Managing exceptional circumstances

Common use cases:

• Correcting assignment mistakes
• Emergency custody changes
• Administrative inventory adjustments

Best practices:

• Limit to supervisors
• Use only when standard custody exchanges cannot be completed
• Document the reason for each override

Recommended for: EMS Supervisors

Receive Medications

Definition: Allows users to receive medication inventory into stock and update inventory quantities.

What it enables:

• Recording medication deliveries
• Updating inventory levels
• Receiving pharmacy shipments
• Restocking medication inventory

Common use cases:

• Receiving pharmacy deliveries
• Restocking apparatus medication kits
• Recording replacement medications
• Accepting transferred inventory

Best practices:

• Verify received quantities before accepting inventory
• Check expiration dates during receipt
• Document discrepancies immediately

Recommended for: Medication Administrators, EMS Supervisors

Remove Medications

Definition: Allows users to remove medication inventory from stock outside of standard medication usage workflows.

What it enables:

• Removing expired medications
• Recording damaged inventory
• Adjusting medication stock
• Documenting medication disposal

Common use cases:

• Removing expired medications
• Documenting damaged inventory
• Disposing of recalled medications
• Correcting inventory discrepancies

Best practices:

• Document the reason for every removal
• Follow agency disposal procedures
• Verify inventory after removals are completed

Recommended for: EMS Supervisors, Medication Administrators

Reverse Med Log Entries

Definition: Allows users to reverse previously recorded medication log entries to correct transaction errors.

What it enables:

• Correcting transaction errors
• Reversing incorrect inventory changes
• Restoring inventory balances
• Maintaining accurate medication records

Common use cases:

• Correcting data entry mistakes
• Reversing accidental transactions
• Fixing inventory reconciliation errors

Best practices:

• Restrict heavily
• Document the reason for every reversal
• Review reversals during routine audits

Recommended for: Administrative Staff

Transfer Medications

Definition: Allows users to transfer medication inventory between medication kits, apparatus, stations, or other locations.

What it enables:

• Moving medication inventory
• Updating assigned inventory locations
• Redistributing medication stock
• Supporting operational readiness

Common use cases:

• Restocking apparatus
• Balancing inventory between stations
• Moving medications to reserve kits
• Preparing for special events

Best practices:

• Verify quantities before transferring inventory
• Maintain chain of custody documentation
• Confirm destination inventory after transfer

Recommended for: EMS Supervisors

View OOS Med Kits

Definition: Allows users to view medication kits currently marked Out of Service.

What it enables:

• Viewing unavailable medication kits
• Reviewing maintenance status
• Monitoring kit availability
• Planning inventory replacements

Common use cases:

• Supervisor inventory review
• Preparing replacement kits
• Tracking unavailable medication inventory

Best practices:

• Grant to supervisors and inventory managers
• Review Out of Service kits regularly
• Return kits to service promptly after corrective actions

Recommended for: EMS Supervisors, Administrative Staff

View Seal Numbers

Definition: Allows users to view medication kit seal numbers used to verify kit integrity and accountability.

What it enables:

• Viewing current seal numbers
• Verifying medication kit integrity
• Supporting medication inspections
• Confirming inventory security

Common use cases:

• Shift inspections
• Daily apparatus checks
• Medication accountability verification
• Controlled substance inspections

Best practices:

• Grant to personnel responsible for medication accountability
• Verify seal numbers during routine inspections
• Report broken or missing seals immediately

Recommended for: Field Personnel, EMS Supervisors

Setup Permissions

Setup permissions control the configuration and administrative settings of the Medications module. These permissions should generally be restricted to administrators responsible for configuring medication workflows, inventory management, notifications, and organization-wide settings.

Medication Setup - Active Form

Definition: Allows users to configure the active medication documentation form used throughout the organization. This determines which medication form users complete during medication documentation workflows.

What it enables:

• Selecting the organization's active medication form
• Managing medication documentation workflows
• Updating the form used for medication records
• Standardizing medication documentation across the agency

Common use cases:

• Activating a newly configured medication form
• Changing documentation workflows after implementation
• Updating medication forms to meet agency requirements
• Standardizing medication documentation practices

Best practices:

• Restrict this permission to administrators
• Test form changes before deploying them organization-wide
• Communicate changes to end users before activating a new form
• Verify reporting requirements before changing the active form

Recommended for: Administrative Staff

Medication Setup - Count Scheduler

Definition: Allows users to configure medication count schedules and recurring inventory count requirements for the organization.

What it enables:

• Creating medication count schedules
• Editing recurring inventory count requirements
• Managing count frequency
• Automating medication count reminders

Common use cases:

• Configuring daily or shift-based medication counts
• Scheduling controlled substance inventory checks
• Updating count frequencies based on agency policy
• Adjusting count schedules for operational needs

Best practices:

• Limit access to medication administrators
• Configure schedules to meet department policy and regulatory requirements
• Review schedules periodically for accuracy
• Notify users when count schedules change

Recommended for: Administrative Staff

Medication Setup - Notifications

Definition: Allows users to configure medication-related notifications and automated alerts throughout the Medications module.

What it enables:

• Managing medication notification settings
• Configuring expiration alerts
• Updating inventory reminders
• Customizing medication workflow notifications

Common use cases:

• Configuring expiration notifications
• Setting inventory reminder alerts
• Updating notification recipients
• Managing automated medication communications

Best practices:

• Restrict to administrators
• Review notification settings periodically
• Avoid excessive notifications that may reduce effectiveness
• Verify alerts are sent to appropriate users

Recommended for: Administrative Staff

Medication Setup - Settings

Definition: Allows users to configure organization-wide settings for the Medications module.

What it enables:

• Managing global medication settings
• Configuring module behavior
• Updating organization-wide medication preferences
• Maintaining medication system configuration

Common use cases:

• Initial implementation configuration
• Updating medication module preferences
• Modifying organization-wide medication settings
• Supporting operational workflow changes

Best practices:

• Restrict to administrative staff
• Review configuration changes before saving
• Document significant configuration changes
• Test workflow changes after updating settings

Recommended for: Administrative Staff

Medication Setup - List (Read, Update, Create, Delete)

Definition: Controls access to medication setup records and configuration lists used throughout the Medications module.

What it enables:

• Read: View medication setup records
• Update: Modify existing setup records
• Create: Add new setup records
• Delete: Remove setup records

Common use cases:

• Managing medication configuration records
• Updating medication setup information
• Creating new configuration options
• Removing obsolete configuration entries

Best practices:

• Read permission: Grant only to users responsible for medication administration
• Update permission: Restrict to administrators managing medication configuration
• Create permission: Grant only when new configuration records are required
• Delete permission: Use cautiously to avoid impacting medication workflows
• Remember: Read must be enabled before Update, Create, or Delete will function

Recommended for:

• Read: Administrative Staff

• Update: Administrative Staff

• Create: Administrative Staff

• Delete: Administrative Staff only

Permission Assignment Best Practices

By User Role

Field Personnel (EMTs, AEMTs, Paramedics)

Essential permissions for daily medication management:

• Med Kits
• Medication Dashboard
• Count Medications
• Medication Signature
• Meds - Usage
• Meds - Custody Exchange
• Transfer Medications
• View OOS Med Kits
• View Seal Numbers
• Complete and Sign Later (if utilized by your agency)

If your agency uses the Whole Blood module:

• Whole Blood - Count
• Whole Blood - Usage
• Whole Blood - Receive/Return (if part of your agency's workflow)

EMS Supervisors (Lieutenants, Captains, Shift Supervisors)

All Field Personnel permissions PLUS:

• Medication Log
• Medication Kit List (Read, Update)
• Medication Kit Group - Manage
• Receive Medications
• Remove Medications
• Archive Med Kits
• Override Exclusive Possession
• Possession Override
• Reverse Med Log Entries (if permitted by agency policy)

If your agency uses the Whole Blood module:

• Whole Blood - In Service
• Whole Blood - Read Log
• Whole Blood - Receive/Return

Chiefs, EMS Chiefs, Administrative Staff

Full access to medication administration, inventory management, setup, and reporting capabilities.

Typically includes:

• All Medication General permissions
• Medication Kit List (Read, Update, Create, Delete)
• Medication Supply - List
• Medication Setup permissions
• Meds - Global Custody Exchange
• Reverse Med Log Entries
• Override permissions
• Archive Med Kits

If your agency uses the Whole Blood module:

• All Whole Blood permissions

Medication Managers / Pharmacy Personnel

Permissions typically required for medication inventory oversight:

• Medication Dashboard
• Count Medications
• Medication Log
• Medication Supply - List
• Medication Kit Group - Manage
• Medication Kit List (Read, Update, Create)
• Receive Medications
• Remove Medications
• Transfer Medications
• Meds - Global Custody Exchange
• View OOS Med Kits
• View Seal Numbers

Permission Dependencies

Common Permission Pairs

• Medication Kit List (Read) + Update/Create/Delete
• Medication Setup - List (Read) + Update/Create/Delete
• Count Medications + Medication Signature
• Receive Medications + Transfer Medications
• Meds - Custody Exchange + Count Medications
• Medication Dashboard + Medication Log (recommended for supervisors managing inventory)

Security and Compliance Considerations

Admin-Level Permissions (Grant with Extreme Caution)

• Medication Setup permissions
• Medication Setup - List (Create/Delete)
• Medication Kit List (Delete)
• Reverse Med Log Entries
• Override Exclusive Possession
• Possession Override
• Meds - Global Custody Exchange

These permissions directly impact medication accountability, controlled substance documentation, audit history, and inventory integrity. Restrict these permissions to trusted administrative personnel.

Essential for Daily Operations

• Med Kits
• Medication Dashboard
• Count Medications
• Medication Signature
• Meds - Usage
• Meds - Custody Exchange
• View Seal Numbers

These permissions support routine medication accountability and inventory workflows performed by field personnel.

Common Permission Configuration Mistakes

• Granting Update, Create, or Delete without first granting Read
• Giving Reverse Med Log Entries too broadly, allowing audit history to be modified
• Granting override permissions to personnel who do not manage medication accountability
• Providing Delete access on Medication Kit Lists instead of archiving medication kits
• Restricting Medication Signature, preventing users from completing required documentation
• Allowing multiple administrators to modify Medication Setup settings without documented change management
• Granting Global Custody Exchange to users who only perform standard custody exchanges

Optimization Tips

Start Restrictive, Expand as Needed

• Begin with the minimum permissions required for each role.
• Expand permissions only when operational needs are identified.
• Document permission requests and the reason elevated access was granted.

Regular Permission Audits

• Review permissions quarterly or after staffing changes.
• Remove permissions that are no longer necessary.
• Verify users only retain permissions appropriate for their current responsibilities.

Training Alignment

• Grant medication permissions only after users have completed required medication accountability training.
• Ensure personnel understand agency policies for medication documentation, controlled substances, and inventory management.
• Maintain standardized permission sets for each user role.

Testing Before Deployment

• Test permission changes using a pilot user account whenever possible.
• Verify permission dependencies function correctly.
• Confirm medication workflows operate as expected before assigning permissions agency-wide.

Troubleshooting & FAQs

Q: I granted Update permission for Medication Kit List, but the user still can't edit medication kits. Why?

A: Read permission must be enabled first. Any permission that includes Update, Create, or Delete requires Read permission before the additional permissions will function.

Q: Who should have permission to reverse medication log entries?

A: This permission should be limited to administrative staff or designated medication managers. Reversing medication log entries affects audit history and should only be used to correct legitimate documentation errors.

Q: What's the difference between Meds - Custody Exchange and Meds - Global Custody Exchange?

A: Meds - Custody Exchange allows users to transfer custody of medications between authorized individuals during normal operations. Meds - Global Custody Exchange supports larger organization-wide transfers involving multiple medication kits or inventory locations and is typically reserved for administrators.

Q: Should field personnel be able to receive medications?

A: This depends on your agency's workflow. Some organizations authorize field personnel to receive medication inventory during daily operations or shift changes, while others restrict this function to supervisors or medication managers.

Q: When should medication kits be archived instead of deleted?

A: Archive medication kits whenever possible. Archiving removes kits from active use while preserving historical records and audit trails. Deleting medication kits should be limited to correcting setup errors or duplicate records.

Q: What happens if a medication kit is archived?

A: Archived medication kits are removed from active inventory and operational workflows but remain available for historical reporting and audit purposes.

Q: Who should have access to Medication Setup permissions?

A: Medication Setup permissions should generally be limited to administrators responsible for configuring medication workflows and organization-wide settings, as these changes affect all users.

Q: Do all organizations have Whole Blood permissions?

A: No. Whole Blood permissions are only available to agencies licensed for the optional Whole Blood module. If your agency is interested in adding this feature, contact the appropriate First Due team based on your implementation stage.

Q: Why can't I see the Whole Blood permissions in Roles & Permissions?

A: The Whole Blood permissions only appear if your organization has licensed the Whole Blood module. Organizations without this feature will not see the permissions.