Purpose Statement

The Med Supply provides a centralized view of your organization's medication inventory and backstock. It allows authorized users to monitor inventory levels, identify medications approaching expiration, review inventory discrepancies, and perform inventory management actions such as receiving, transferring, counting, and removing medications.

Background Information

The Med Supply represents your organization's medication inventory before medications are assigned to individual med kits. Medications stored in the Med Supply can be transferred to med kits located on vehicles or other deployable locations for patient care.

From the Med Supply, users can:

• View current inventory quantities.
• Monitor medication expiration dates.
• Identify controlled substances.
• Review inventory occurrence issues.
• Filter and organize inventory information.
• Initiate inventory management actions.

Required Permissions

Access to the Medications module and Med Supply is controlled by user permissions. Depending on your organization's security configuration, users may require permissions to:

• Access the Medications module.
• View the Med Supply.
• Receive medications.
• Transfer medications.
• Perform medication counts.
• Remove medications.

If you are unable to access these features, contact your system administrator.

Video

Step-by-Step Guide

1. Open the Med Supply

• From the Medications module, select Med Supply.
• The Med Supply inventory opens, displaying all medications currently in back-stock.

2. Review Medication Inventory

Each medication displays key inventory information, including:

1. Medication name
2. Total quantity on hand
3. Medication forms (when multiple forms exist)
4. Soonest expiration date
5. Expired medications
6. Controlled Substance (CS) indicator, when applicable
7. Inventory occurrence issues

Select a medication to expand and view individual medication forms and inventory details.

3. Identify Expired Medications

Expired medications are highlighted to make them easy to identify.

If a medication has expired, remove it from inventory using the Remove action.

4. Review Occurrence Issues

Occurrence issues are created when a medication count identifies a discrepancy between the expected quantity and the actual quantity.

Occurrence issues can typically be resolved by:

• Performing another medication count to verify inventory.
• Removing medications that are no longer available.
• Correcting inventory after medications have been transferred but not documented.

5. Filter Inventory

Use the available filters to quickly locate medications.

Available filters include:

• Medication Form
• Lot Number
• Serial Number
• Expiration Date

For example, you can filter medications that will expire within the next 30 days.

6. Change the Inventory View

Choose the display format that best fits your workflow.

Available views include:

• Tile View - Displays medications as inventory cards.
• List View - Displays medications in a table with details such as medication form, expiration date, lot number, serial number, and quantity.

Tile View

List View

7. Sort the Inventory

Use the sort options to organize medications in your preferred order, such as alphabetical or descending.

8. Perform Inventory Actions

The Med Supply provides four inventory management actions:

• Receive
• Transfer
• Count
• Remove

9. Select Medications for an Action

Before performing an action, choose the inventory you want to manage.

You can select:

• An entire medication.
• A specific medication form.
• One or more individual medication units.

Only the selected medications will be included in the action.

If no medications are selected before choosing an action, the system displays all available medications for the selected action.

Best Practices

• Perform routine medication counts to maintain accurate inventory.
• Monitor medications approaching expiration and rotate inventory when appropriate.
• Resolve occurrence issues promptly to maintain inventory accuracy.
• Remove expired medications as soon as they are identified.
• Verify medication selections before performing transfer, receive, count, or remove actions.
• Document medication usage from the appropriate Med Kit rather than the Med Supply.

Troubleshooting & FAQs

Why don't I see the Med Supply module?

Access to the Med Supply is controlled by user permissions. Contact your system administrator if the module is unavailable.

Why are some medications highlighted in red?

The medication has expired and should be removed from inventory using the Remove action.

What is an occurrence issue?

An occurrence issue indicates that a medication count found a discrepancy between the expected and actual inventory quantity.

How do I clear an occurrence issue?

Occurrence issues are typically resolved by completing a medication count, removing unavailable medications, or correcting inventory records after transfers.

Why can't I document medication usage from the Med Supply?

Medication usage is recorded from the applicable Med Kit where the medication was administered.

What does the CS indicator mean?

The CS indicator identifies medications that are classified as controlled substances.