Purpose Statement

Effective controlled-substance tracking is a lifecycle, not a single medication event. Accountability depends on maintaining a consistent record of where medication is stored, who has custody when applicable, what happens to inventory, who documents and signs each event, and how discrepancies or unusual circumstances are identified, documented, reviewed, and followed up on.

First Due connects Med Kits, pouches, Medication Forms, Counts, Usages, Transfers, Receives, Removes, Custody Exchanges, signatures, Occurrence Issues, Occurrence Reports, and the Med Log to help agencies maintain a complete and reviewable history of controlled-substance activity.

This article provides product best practices for medication administrators, supervisors, and agency leaders using First Due to support controlled-substance inventory accountability and investigate questions about medication activity.

Background Information

Controlled-substance accountability depends on continuity from one medication event to the next.

A reliable history begins with an accurate Med Kit and pouch configuration. Medication events then document what happens to that inventory. Counts compare the system inventory with what personnel physically observe. Custody Exchanges document changes in possession for controlled-substance Med Kits. Signatures provide event accountability according to agency configuration.

When a controlled-substance Count identifies fewer medications than were documented in the previous Count, First Due automatically creates an Occurrence Issue to flag the discrepancy. Applicable workflows can also allow personnel to document and report the occurrence while the circumstances are still known.

The Med Log provides administrators with historical medication activity that can be used to review those records together and investigate questions about controlled-substance inventory.

A strong administrative process can therefore consider the complete accountability lifecycle:

Inventory Configuration → Medication Activity → Inventory Verification → Custody → Documentation and Signatures → Occurrence Documentation When Applicable → Med Log History → Administrative Review and Appropriate Follow-Up

Not every medication event includes every element of this lifecycle. The objective is to use the applicable First Due workflows consistently so the resulting history is understandable and useful for agency oversight.

Required Permissions

The permissions required depend on the responsibilities assigned to the administrator, supervisor, or medication manager.

Review the Medications: Comprehensive Permissions Guide to understand all Medications module permissions and best practices.

Building a Reliable Controlled Substance Tracking Process

Controlled-substance tracking starts before the first medication event occurs. The configuration in First Due should accurately represent how the agency organizes its medication inventory.

Align Med Kits and Pouches With Physical Inventory

Med Kits can contain multiple pouches, allowing medication to be tracked according to its specific location within the kit.

The same Medication Form can also be configured in multiple pouches. First Due maintains those inventories separately so users can document activity against the location where the medication is actually stored.

Administrators should consider the following practices:

• Use recognizable Med Kit and pouch names.
• Configure Medication Forms in their intended pouches.
• Keep the First Due configuration aligned with the physical organization of the Med Kit.
• Review pouch assignments when physical stocking practices change.
• Make sure personnel understand that the same Medication Form in different pouches represents separate pouch-level inventory.

Accurate pouch configuration supports subsequent Counts, Usages, Transfers, Receives, Removes, and reporting.

Maintain Inventory-Specific Information

Depending on configuration, medication inventory can include identifying information such as:

• Medication Form
• Quantity
• Expiration date
• Lot number
• Serial number

These details can help distinguish individual inventory when multiple units, lots, or forms are present.

For controlled substances, selecting the correct inventory record helps create an accurate event history. A transaction documented against the wrong pouch, lot, serial number, or Medication Form can make later administrative review more difficult even when the overall quantity appears correct.

Maintaining Accurate Controlled Substance Inventory

Each inventory-changing event should represent what physically occurred so the resulting First Due history remains meaningful.

Receives Establish Inventory

Receive documents medication being added to inventory. Depending on permissions and the intended destination, medication can be received into Med Supply or a Med Kit.

When receiving into a Med Kit, the correct pouch matters because the resulting inventory is associated with that pouch.

Transfers Document Movement

Transfer documents existing medication moving between applicable inventory locations, including movement between Med Supply and Med Kits where applicable.

For Med Kits, personnel should identify the correct source and destination pouch. This becomes especially important when the same Medication Form exists in multiple pouches.

Usages Document Medication Used

Usage reduces the inventory associated with the selected source. Users should select the Medication Form and actual pouch from which the medication was taken and verify available inventory identifiers.

When only part of a container is administered, the Usage workflow can calculate the remaining amount as waste based on the amount administered.

Removes Document Medication Leaving Inventory

Remove documents medication being taken out of inventory for an applicable removal reason, such as damaged medication.

Users should verify the source, Medication Form, quantity, and available identifying information before completing the event.

Document the Event That Actually Occurred

A reliable event history depends on using the medication event that represents the physical inventory activity.

For example, moving existing medication should be represented through a Transfer rather than creating unrelated activity that makes the destination quantity appear correct without accurately documenting where the medication came from.

Managing Pouch-Specific Controlled Substance Inventory

Pouch-level tracking gives administrators greater visibility into controlled-substance inventory, but it also requires personnel to consistently select the correct location.

If the same Medication Form exists in multiple pouches, First Due presents those inventories separately during applicable medication workflows.

Pouch selection can affect:

• Current inventory quantity
• Par and Min status when configured
• Medication Counts
• Usage history
• Transfer and Receive activity
• Pouch-level medication event reporting
• Administrative investigation of discrepancies

This means a Med Kit's overall inventory can appear reasonable while the inventory assigned to individual pouches is incorrect.

When investigating controlled-substance activity, administrators should therefore consider the specific pouch and inventory record, not only the Med Kit as a whole.

Using Counts to Establish Inventory Accountability

Medication Counts provide an opportunity to compare First Due's recorded inventory with what personnel physically observe.

During a Count, controlled-substance inventory is presented by its configured pouch. When the same Medication Form is present in multiple pouches, each location is verified separately.

Users can indicate that medication is present and correct or identify a discrepancy.

Seal Information Adds Context to the Count

For seal-secured Med Kits, First Due can use the current seal number as part of the Count workflow.

When the entered seal matches, the user may be able to proceed according to the available workflow without performing a full Count or choose Break and Count.

When the seal does not match, Break and Count is required by the First Due workflow.

For agencies using locks rather than seals, the seal entry does not appear.

Understand How Occurrence Issues Begin

When a controlled-substance Count identifies fewer medications than were documented in the previous Count, First Due automatically generates an Occurrence Issue.

For example, if the previous Count documented three units of a Medication Form and the current Count identifies only two, the system can flag that difference as an occurrence.

The occurrence identifies that the expected and observed inventory do not match. It does not determine why the difference exists or assign responsibility for it.

The inventory information available to support the review depends on how the medication is configured and tracked. Where serial numbers are used, the inventory records can help identify the specific unit involved. Where lot information is used, administrators can review the affected lot and quantity.

Maintaining Accountability During Custody Changes

For controlled-substance Med Kits, Custody Exchange documents a change in possession between providers within First Due.

This workflow is separate from changing inventory quantities. It establishes the transferring and receiving providers associated with the custody event.

Depending on agency configuration, a Custody Exchange may involve:

• Verification of the current seal
• A full Count when required by the First Due workflow
• Verification of controlled-substance inventory
• Authentication and signatures from the transferring and receiving providers
• Occurrence reporting when a seal or inventory discrepancy is identified

Use Custody History Together With Inventory History

When investigating a question about controlled-substance inventory, custody information can provide important context.

Administrators may consider:

• Who was recorded as having custody before the activity.
• When custody changed in First Due.
• Whether a Count occurred during the exchange.
• Whether a discrepancy was identified.
• Which providers completed the exchange.
• What medication events occurred before and after the custody change.

Reviewing these records together helps connect recorded possession with the corresponding inventory activity.

Avoid Leaving Custody Exchanges Incomplete

As a First Due workflow best practice, completing an initiated Custody Exchange rather than saving it as a draft helps preserve continuity in the custody record.

When a Custody Exchange is saved as a draft and later resumed, the workflow resumes as a regular Count, not the original Custody Exchange. Completing that Count does not transfer custody.

When Exclusive Possession is enabled and the recorded custodian is no longer available, a supervisor may need to use Custody Exchange Override to transfer custody to the next provider within First Due.

Using Multi-Action Workflows to Preserve Related Activity

When multiple medication actions are part of the same operational activity, a Multi-Action Workflow can keep those events together and complete them through one overall signature process.

For example:

Usage → Transfer or Receive → Count

This can document medication being used, replacement inventory being added or moved into the affected pouch, and a final Count to verify the resulting inventory and support resealing when applicable.

Multi-Action Workflows can help administrators view related inventory activity as part of one overall workflow rather than as disconnected actions.

A Count cannot begin a Multi-Action Workflow and is always the final action when added. Custody Exchange does not support Multi-Action Workflows.

Using Signatures to Support Event Accountability

Medication signature requirements are configured by each agency and can vary by event type and between controlled and non-controlled substance workflows.

Depending on agency configuration, a medication event may include:

• Authentication
• Electronic signatures
• Multiple users
• Different signature requirements based on the medication event

Controlled-substance events can be configured to require multiple users and authentication.

User Roles and Required Signers

When multiple signatures are configured, First Due can present multiple users in the signature workflow. The applicable users complete the authentication and signature requirements configured by the agency.

Users from the agency can be selected from the available user list. Where supported, an outside-agency user can also be documented with identifying information such as name, ID type, agency, and optional license or ID number.

Administrators should make sure their First Due signature configuration reflects the agency's intended medication workflow and that personnel understand how to complete the configured process.

Monitor Pending Signatures

For workflows that support Complete and Sign Later, the medication event and associated inventory changes take effect immediately. The outstanding signature is then added to Pending Signatures for later completion.

This distinction is important during an investigation:

A pending signature does not necessarily mean the inventory event itself is pending.

Administrators can evaluate both the completed medication event and any outstanding documentation when reviewing activity.

Active Custody Exchanges also require the participating providers to complete the applicable signature process within the custody workflow and do not use Complete and Sign Later.

Documenting Controlled Substance Occurrences

Occurrence documentation provides additional context when First Due identifies or the user encounters a controlled-substance condition that requires attention.

Understand the Difference Between an Occurrence Issue and Occurrence Documentation

An Occurrence Issue can be automatically generated when a controlled-substance Count identifies fewer medications than were documented in the previous Count.

Applicable workflows can also allow personnel to Report or Generate occurrence information associated with a discrepancy.

These concepts work together:

• The Occurrence Issue flags that an expected-versus-observed inventory difference exists.
• The Occurrence Report or documentation gives personnel an opportunity to record context about what happened and, where supported, identify additional recipients.

Circumstances That Can Produce Occurrence Information

Based on the established First Due medication workflows, occurrence information can be associated with circumstances such as:

• A controlled-substance Count identifying missing medication.
• A medication marked with an X during a controlled-substance Count.
• A seal mismatch identified during a Count.
• A seal mismatch identified during a Custody Exchange.
• A controlled-substance discrepancy identified during a Custody Exchange Count.

When these conditions occur, personnel can use the occurrence options provided by the applicable First Due workflow and follow their agency's procedures for any additional actions outside of First Due.

Preserve Context at the Time of the Event

As a product best practice, documenting an occurrence while the event is being performed can help preserve details that may otherwise be difficult to reconstruct later.

The user completing the workflow has immediate context about:

• Which Med Kit and pouch were involved.
• Which Medication Form or inventory record was affected.
• What quantity was expected.
• What was physically observed.
• Whether a seal discrepancy was present.
• What medication activity was being performed when the issue was identified.

Capturing this information alongside the event gives supervisors and administrators additional context during later review.

Occurrence Notifications

For controlled-substance Count discrepancies, First Due can use agency-configured occurrence notification recipients.

When the workflow provides Generate, users can identify additional recipients for the occurrence. If the user selects Skip, additional recipients are not added; however, recipients already configured for occurrence notifications can still receive the applicable notification according to the agency's Medication Setup configuration.

Reviewing Controlled Substance Occurrences

Occurrence Issues become part of the medication activity available for administrative review. The Med Log displays controlled-substance discrepancy and occurrence information so administrators can identify affected events and investigate the surrounding history.

An effective product-use practice is to connect the occurrence to the controlled-substance inventory lifecycle rather than evaluating the Count by itself.

Reconstruct the Inventory History

When reviewing an Occurrence Issue, administrators can consider:

1. The previous known inventory state
   Review the previous Count and relevant inventory records to understand what First Due expected to be present.
2. The Count that identified the discrepancy
   Review the affected Med Kit, pouch, Medication Form, quantity, and available inventory identifiers.
3. Medication activity between Counts
   Review applicable Usages, Transfers, Receives, and Removes to determine whether the recorded inventory history explains the difference.
4. Pouch-specific activity
   If the same Medication Form exists in multiple pouches, verify whether medication activity was documented against the expected pouch.
5. Custody history
   When relevant, review Custody Exchanges and applicable Custody Exchange Overrides to understand recorded changes in possession during the period being investigated.
6. Signatures and users
   Review users and signatures associated with relevant events and identify outstanding signatures where applicable.
7. Reversed events
   Determine whether any eligible medication events were reversed and how those reversals affect interpretation of the inventory history.

This approach can help administrators move from identifying that inventory is missing to understanding what documented activity occurred between the previous expected inventory and the current Count.

Consider Possible Explanations Without Assuming the Cause

A controlled-substance discrepancy may prompt administrators to evaluate whether:

• A Usage was performed but the event history does not explain the inventory change.
• Medication was moved and the Transfer history does not reflect the physical location.
• Medication was physically removed but the documented Remove activity does not explain the difference.
• Inventory was associated with the wrong pouch or inventory record.
• A previous Count contained an incorrect verification.
• Another medication event explains the discrepancy.

These are investigative possibilities, not conclusions that First Due automatically assigns to an occurrence.

Following Up on a Controlled Substance Occurrence

The appropriate follow-up depends on what actually occurred and on agency policy.

The established First Due Count workflow indicates that an occurrence visual cue can remain until the discrepancy is appropriately addressed through supported medication activity such as:

• Usage, when the medication was actually used and the corresponding activity needs to be represented.
• Remove, when the medication was removed and the applicable removal activity reflects what occurred.
• A subsequent Count, when the medication is physically present and the Count confirms the inventory.

Understand the Limits of the Established Occurrence Workflow

The available materials establish that First Due:

• Automatically identifies certain controlled-substance Count discrepancies as Occurrence Issues.
• Provides occurrence documentation and reporting within applicable workflows.
• Supports configured occurrence notifications.
• Displays occurrence/discrepancy information for administrative review in the Med Log.
• Maintains occurrence information as part of the medication activity history.
• Allows certain Count discrepancies to be addressed through supported medication activity.

The established materials do not define a separate universal administrative Approve, Resolve, or Close Occurrence Report workflow.

Administrators should therefore use the documented medication activity, occurrence information, and Med Log history for First Due-based review without assuming an additional occurrence-management process that has not been established.

Distinguishing Occurrences, Discrepancies, and Incorrect Events

These conditions are related but should not be treated as interchangeable.

Occurrence Issue

An Occurrence Issue is automatically generated when a controlled-substance Count identifies fewer medications than were documented in the previous Count.

The occurrence flags the inventory condition and provides information for review. It does not determine why the medication is missing or assign responsibility.

Inventory Discrepancy

The inventory discrepancy is the difference between the inventory First Due expected and what personnel documented as physically present.

The discrepancy can be investigated using the available First Due history, but its existence alone does not establish why the difference occurred.

Correctly Documented Event With an Occurrence

A medication event can be documented correctly and still include an occurrence that warrants additional administrative attention.

For example, a Count may accurately document that a unit is physically missing. In that situation, the Count itself may be correct even though the resulting discrepancy prompts further review.

Incorrectly Documented Medication Event

A medication event may instead be found to have been entered incorrectly—for example, an incorrect quantity, medication, pouch, or location may have been selected.

When the original event is eligible for reversal, an authorized user can use Reverse Event to document the correction.

Using the Med Log for Administrative Oversight

The Med Log provides the historical medication activity administrators can use to understand controlled-substance activity over time. It should be viewed as more than a location for generating reports.

When a question arises, the Med Log allows administrators to connect multiple pieces of the controlled-substance history.

For example, a discrepancy identified during a Count may need to be considered alongside:

• A previous Count establishing expected inventory.
• A Usage that reduced inventory.
• A Transfer moving inventory between locations.
• A Receive adding inventory.
• A Remove taking inventory out of circulation.
• Custody activity showing who was recorded as possessing the Med Kit.
• An occurrence associated with the discrepancy.
• Signatures identifying users associated with events.
• A reversal showing that an earlier event was corrected.

Together, these records provide a reviewable history that can help administrators understand what documented activity occurred between known inventory points.

The Med Log supports searches, filters, saved views, event-detail review, occurrence and discrepancy identification, signature review, reversals, exports, and reports to assist with administrative oversight.

Use Event Details During an Investigation

When viewing an individual medication event, administrators can review available information such as:

• Event type
• User information
• Medication details
• Quantity
• Medication Form
• Lot number
• Serial number
• Seal information
• Signatures
• Associated occurrence or discrepancy information

These details can help administrators distinguish a physical inventory issue from a documentation issue.

Use Reports According to the Review Need

Med Log reporting provides several options for reviewing medication history.

• CSV exports support filtered data review and spreadsheet analysis but do not include signatures or all secondary user information.
• History Log PDFs provide medication history but do not display signature images.
• Individual Log PDFs provide individual event information and applicable signatures.
• Detailed Log PDFs combine selected events into a comprehensive report and can include signatures and additional event information.

When signatures or more complete event documentation are important to an agency's review, administrators can use an appropriate PDF report rather than relying only on a CSV export.

Correcting Incorrectly Documented Events

Authorized users can reverse certain medication events from the Med Log when the original event was documented incorrectly.

The following events can be reversed:

• Receive
• Transfer
• Remove
• Usage

The following cannot be reversed:

• Count
• Report
• Count Failed occurrences
• Custody Exchange

Reversing an eligible event does not delete the original activity. First Due preserves the original record and creates a documented reversal identifying who performed the reversal and why.

This provides a reviewable history of both the original entry and its correction.

Investigate Before Reversing

Before reversing a controlled-substance event, administrators can review:

• The original event.
• The affected Medication Form.
• Source and destination locations where applicable.
• Pouch selection.
• Quantity and inventory-specific details.
• Associated signatures.
• Events immediately before and after it.
• Related occurrence or discrepancy information.

If the event accurately represents what happened, reversal may not be appropriate simply because an occurrence or discrepancy exists.

Establishing Routine Administrative Review Practices

Agencies can establish review practices appropriate to their policies, operational needs, and applicable requirements. First Due provides several areas that can be evaluated together to assess the completeness and consistency of controlled-substance tracking within the system.

Review Inventory and Counts

Administrators can review:

• Current controlled-substance inventory.
• Pouch-specific inventory.
• Count history.
• Count discrepancies.
• Occurrence Issues.
• Unfinished Counts displaying Resume Count.
• Inventory-specific information that may help explain a discrepancy.

Review Medication Movement

Consider medication activity that warrants additional context, including:

• Usages.
• Transfers.
• Receives.
• Removes.
• Movement between Med Supply and Med Kits.
• Movement associated with unexpected pouches or inventory records.

Review Custody

Where custody tracking is used, administrators can review:

• Custody Exchanges.
• Count activity associated with custody changes.
• Custody Exchange Overrides where applicable.
• Medication events occurring before and after recorded changes in possession.

Review Documentation

Administrators can evaluate:

• Pending Signatures.
• Event signatures.
• Occurrence information.
• Users associated with medication events.
• Reversal reasons and associated signatures where applicable.

Review the Complete History When Something Does Not Align

When an administrator encounters unexpected activity, avoid immediately creating another medication event solely to make the current quantity match expectations.

Instead, review the physical inventory and available medication history to determine whether the difference reflects:

• An actual inventory change that was correctly documented.
• An Occurrence Issue requiring review.
• A discrepancy that has not yet been explained.
• An incorrectly documented event eligible for reversal.
• An unfinished Count or documentation requirement.
• Activity documented against the wrong pouch or inventory record.

Any follow-up documented in First Due should reflect what actually occurred. Additional actions outside of First Due should follow agency policy and applicable requirements.

Controlled Substance Oversight Checklist

Administrators and supervisors can use this checklist as part of their agency's established controlled-substance review process. The agency should determine when and how this review is performed based on its policies, operational needs, and applicable requirements.

Inventory and Configuration

• Confirm controlled-substance Med Kits and pouches reflect the agency's physical inventory organization.
• Verify Medication Forms are configured in the intended pouches.
• Review pouch placement when the same Medication Form exists in multiple pouches.
• Investigate unexpected pouch-level quantities rather than relying only on the overall Med Kit quantity.
• Review applicable expiration dates, lot numbers, and serial numbers where configured.

Counts and Occurrence Issues

• Review controlled-substance Count history.
• Review identified Occurrence Issues.
• Compare an occurrence with the previous Count and expected inventory when investigating the discrepancy.
• Investigate unexplained inventory discrepancies.
• Review occurrence indicators associated with affected medication.
• Check for unfinished Counts displaying Resume Count.
• Compare physical inventory with relevant medication-event history when a discrepancy cannot immediately be explained.

Medication Activity

• Review relevant Usages, Transfers, Receives, and Removes.
• Confirm inventory movement was documented against the correct source, destination, and pouch.
• Review movement between Med Supply and controlled-substance Med Kits when applicable.
• Investigate unusual or unexpected medication activity using the surrounding event history.
• Review the Medication Form, lot, serial number, and other available inventory information when relevant to the activity being investigated.

Custody

• Review Custody Exchange history when recorded possession is relevant to an investigation.
• Review Counts performed as part of applicable custody activity.
• Review Custody Exchange Overrides when applicable.
• Compare medication activity with the corresponding custody history when investigating an unexplained event.

Signatures and Documentation

• Review Pending Signatures for incomplete event documentation.
• Review event signatures when investigating controlled-substance activity.
• Review whether configured signature workflows are being completed as intended by the agency.
• Review occurrence documentation and configured notifications where applicable.

Occurrences and Corrections

• Review medication events associated with occurrence or discrepancy indicators.
• Review medication activity before and after the occurrence.
• Determine whether Usage, Transfer, Receive, Remove, custody activity, or another documented event explains the discrepancy.
• Confirm any follow-up medication event reflects what actually occurred.
• Determine whether the original event was correctly documented before considering reversal.
• Review reversed medication events and their documented reasons.
• Continue administrative review of unexplained occurrence indicators according to agency policy.

Med Log Oversight

• Use the Med Log to review medication-specific history when questions arise.
• Review Counts, inventory events, custody information, signatures, occurrences, and reversals together when relevant.
• Use filters or saved views to focus administrative review where appropriate.
• Use an appropriate Med Log report when signatures or additional event details are useful to the review.

Best Practices

• Treat controlled-substance tracking as a continuous history. Each Count, inventory event, custody change, signature, occurrence, and correction can contribute to an understandable record of activity within First Due.
• Keep physical and system organization aligned. Med Kits, pouches, Medication Forms, and inventory records should represent where medication is actually stored.
• Document what physically happened. Use the medication event that accurately represents the inventory activity rather than creating unrelated activity simply to obtain the expected quantity.
• Treat pouch selection as an accountability decision. The correct total quantity may not provide a complete picture if inventory is attributed to the wrong pouch.
• Use Counts as inventory checkpoints. When a controlled-substance Count identifies fewer medications than the previous Count, First Due creates an Occurrence Issue that can prompt review of the surrounding inventory history.
• Preserve occurrence context. When occurrence documentation is available during a workflow, documenting what personnel observed can provide useful context for later administrative review.
• Connect custody with inventory activity. When recorded possession is relevant to an investigation, review Custody Exchanges alongside Counts and medication events.
• Monitor incomplete documentation. Inventory can already be updated even when a supported event has an outstanding Pending Signature.
• Investigate before reversing. Occurrence Issues, discrepancies, and incorrectly documented events are different conditions. Reverse an eligible event when the event itself was documented incorrectly.
• Use the Med Log to reconstruct activity. Administrative review is strengthened by considering related events together rather than treating individual records as isolated transactions.
• Keep agency policy separate from product functionality. First Due provides tools for documenting, reviewing, and reporting controlled-substance activity. Agencies remain responsible for determining how those tools are used within their own policies and applicable requirements.

Troubleshooting & FAQs

What causes a controlled-substance Occurrence Issue?

An Occurrence Issue is automatically generated when a controlled-substance Count identifies fewer medications than were documented in the previous Count. It flags that expected and observed inventory do not match.

What is the difference between an Occurrence Issue and an inventory discrepancy?

The inventory discrepancy is the difference between the controlled-substance inventory First Due expected and what personnel documented as physically present during the Count. The Occurrence Issue is the system-generated condition that flags that discrepancy for review.

Does an Occurrence Issue tell me what happened to the medication?

No. The occurrence identifies that inventory does not match expectations, but it does not determine the cause or assign responsibility. Administrators can review the surrounding medication, Count, custody, signature, and reversal history for additional context.

What can an administrator review when a controlled-substance Count identifies a discrepancy?

Start with the physical inventory and affected Med Kit, pouch, Medication Form, and available inventory identifiers. Then review the previous Count and relevant Usages, Transfers, Receives, Removes, custody activity, occurrence documentation, signatures, and reversals.

Can an occurrence be documented during the medication workflow?

Yes. Applicable Count and Custody Exchange workflows provide occurrence-reporting options when certain discrepancies, such as seal mismatches or controlled-substance Count discrepancies, are encountered.

Why is it useful to document the occurrence at the time of the event?

The user performing the workflow has immediate knowledge of the affected Med Kit, pouch, medication, physical inventory, seal condition, and circumstances. Recording that information at the time of the event can provide administrators with additional context during later review.

Does every Occurrence Issue mean the medication event should be reversed?

No. An event can be documented correctly and still result in an occurrence requiring review. Reverse Event is available when an eligible original Receive, Transfer, Remove, or Usage event was itself documented incorrectly.

How can a controlled-substance Count discrepancy be followed up in First Due?

The established workflow indicates that an occurrence visual cue can remain until appropriately addressed through a supported Usage, Remove, or a subsequent Count confirming the medication is physically present. The First Due event used should accurately represent what occurred. Any additional response should follow agency policy and applicable requirements.

Is there a separate administrative approval or closure workflow for every Occurrence Report?

The functionality established in the available materials does not define a universal administrative Occurrence Report approval, status, or closure workflow. First Due does provide occurrence documentation, configured notifications, Med Log visibility, and supported follow-up for certain controlled-substance Count discrepancies.

How can administrators find controlled-substance occurrences?

Occurrence and discrepancy indicators are available within the Med Log. Administrators can review the associated event and surrounding medication history to investigate what happened.

Why can custody information be useful when investigating inventory?

Custody history provides context about who was recorded as possessing the controlled-substance Med Kit during the period being investigated. Reviewing Custody Exchanges together with Counts and medication events can help reconstruct the sequence of recorded activity.

Does a Pending Signature mean the controlled-substance inventory has not been updated?

Not necessarily. For workflows supporting Complete and Sign Later, the medication event and inventory changes take effect immediately while the required signature remains under Pending Signatures.

Why isn't an unfinished Count in Pending Signatures?

A Count saved as a draft does not create a Pending Signatures item. Instead, Resume Count appears on the applicable Med Kit Overview.

Can a Custody Exchange be completed later through Pending Signatures?

No. An active Custody Exchange requires the participating providers to complete the applicable signature process within the First Due custody workflow and does not use Complete and Sign Later.

What happens if a Custody Exchange is saved as a draft?

When resumed, it becomes a regular Count rather than resuming the original Custody Exchange. Completing the resumed Count does not transfer custody. When Exclusive Possession is enabled and the recorded custodian is unavailable, a supervisor may need to perform a Custody Exchange Override within First Due.

Can administrators reverse a Count, Occurrence Report, or Custody Exchange?

No. Counts, Reports, Count Failed occurrences, and Custody Exchanges cannot be reversed. Receive, Transfer, Remove, and Usage events are eligible for reversal when an authorized user determines the original event was documented incorrectly.

Does using these First Due workflows establish controlled-substance compliance?

No. First Due provides functionality that supports medication inventory tracking, documentation, custody records, signatures, occurrence information, historical review, and reporting. Agencies are responsible for determining their policies and how First Due is used in relation to any applicable requirements.

What is a useful starting point for an unexplained controlled-substance inventory issue?

Start with the physical inventory and the affected Med Kit, pouch, and Medication Form, then use the Med Log to reconstruct the relevant First Due history. Review inventory movement, Counts, custody, signatures, occurrences, and reversals together as applicable before determining the appropriate follow-up.