Purpose Statement
This article explains how to remove medication inventory from Med Supply or a Med Kit. The Remove workflow allows users to document medication inventory that is being taken out of service, identify the specific units being removed, record the reason for removal, add supporting comments or attachments, and complete the action using the agency's signature process.
When removing medication from a Med Kit, pouch-level inventory and optional Par and Min values help personnel understand how the removal affects the remaining inventory and whether replenishment is needed.
Background Information
Medication removal is used when existing inventory must be taken out of service from Med Supply or a Med Kit. Examples include expired medications, damaged inventory, administrative adjustments, or other agency-defined removal reasons.
A removal can be initiated directly from the applicable Med Supply or Med Kit. When working from a Med Kit, personnel can also select a specific medication before starting Remove to narrow the inventory displayed in the workflow.
Only medication with current available inventory can be selected for removal. A configured Medication Form with a current quantity of 0 may remain visible on the Med Kit Overview, particularly when Par and/or Min is configured, but it cannot be selected for Remove because there is no physical inventory available to remove.
When removing medication from a Med Kit, inventory is tracked according to its configured pouch. Users can select the applicable Medication Form and, when necessary, refine the inventory by details such as expiration date, serial number, or lot number to ensure the correct inventory is removed.
Agency configuration determines which inventory identifiers are required during the workflow.
Every removal requires a Reason. Selecting a reason also displays a Comments field so personnel can document additional information about why the medication was removed.
Removing medication immediately affects the available quantity of the applicable inventory when the event is completed. For Med Kits, this can change the medication card's Par and Min status. A removal that reduces inventory exactly to Min remains in the yellow monitoring range when both thresholds are configured. Inventory becomes red Restock Needed when it drops below Min.
If a removal reduces a Medication Form to quantity 0, the Medication Form can remain visible on the Med Kit Overview when Par and/or Min is configured, displaying red Restock Needed. Because no inventory remains, it is unavailable for additional medication actions until replenished through an applicable Receive or Transfer workflow.
The Remove workflow can also be combined with additional supported medication actions as part of a Multi-Action Workflow. For example, a user may remove expired or damaged medication and then Receive or Transfer replacement inventory before completing the workflow.
Required Permissions
Users must have the applicable permissions for the functions they need to perform:
- Remove Medications — Required to perform the Remove workflow.
- Med Supply access — Required to initiate removals from Med Supply.
- Med Kits access — Required to access applicable Med Kits.
Signature options and additional medication actions depend on agency configuration and the user's assigned permissions.
Users without access to Med Supply can still perform removals from Med Kits when they have the appropriate Med Kit and Remove permissions.
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Medications Par Management
Par management allows agencies to organize medication inventory at the pouch level within Med Kits and optionally configure Par and Min quantities for individual Medication Forms.
Par represents the configured stocking level for the Medication Form within the pouch. Min represents the configured minimum inventory threshold.
Removing medication from a Med Kit reduces the available inventory in the applicable pouch. The resulting quantity can therefore change the medication card's inventory status.
Medication cards use the current inventory-status logic:
- Red — Restock Needed: Available quantity is below Min.
- Red — Restock Needed at Zero Quantity: When quantity reaches 0 and Par and/or Min is configured, the Medication Form remains visible on the Med Kit Overview as red Restock Needed.
- Yellow — Monitor: When both Par and Min are configured, available quantity is at or above Min and at or below Par.
- Yellow — Monitor when Min is not configured: Available quantity is at or below Par.
- Light Gray — Well Stocked: When both thresholds are configured, available quantity is above Par.
- Light Gray — Min only: When Par is not configured, available quantity above Min appears light gray.
- Light Gray — No thresholds configured: When neither Par nor Min is configured, the medication card appears light gray.
Inventory exactly at Min remains yellow when both Par and Min are configured. The card turns red Restock Needed only after inventory drops below Min.
If Par and Min are the same value, inventory at that matching value remains yellow. It becomes red only after inventory falls below Min.
A removal can therefore move a medication through multiple inventory states depending on the resulting quantity.
Agencies may also configure a Critical Low Stock notification. The notification applies when medication inventory drops below the configured Min and the low-stock condition is not corrected as part of the applicable workflow.
If a removal creates a low-stock condition, a related Receive or Transfer action can be used to replenish inventory within an applicable Multi-Action Workflow.
When a removal reduces a Medication Form to quantity 0, the Medication Form can remain visible on the Med Kit Overview to identify that inventory should be stocked. However, it is unavailable for additional medication actions because there is no physical inventory remaining.
Use an applicable Receive or Transfer workflow to add inventory back to the pouch.
Step-by-Step Guide
1. Navigate to Med Supply or Med Kits
Open the Medications module.
Removal can be initiated from either:
- Med Supply
- Med Kits
If your permissions do not include Med Supply access, Med Supply will not appear in the menu. You can still perform a removal from an applicable Med Kit if you have the appropriate permissions.
2. Start a Removal from Med Supply
From Med Supply:
- Select Remove.
The Remove workflow opens and displays the medication inventory available within Med Supply.
3. Start a Removal from a Med Kit
From Med Kits:
- Select the applicable Med Kit.
- Select Remove.
The Remove workflow opens using that Med Kit as the source location.
4. Preselect Medication from a Med Kit (Optional)
Before selecting Remove, you can narrow the workflow to a specific medication.
To preselect medication:
- Select the applicable medication card.
- Select the Medication Form or specific inventory record you want to remove.
- Select Remove.
Selecting a medication before starting the workflow reduces the amount of available inventory displayed and can make it easier to locate the intended unit.
Tip:
Selecting an entire medication card does not mean every unit will be removed. It filters the Remove workflow to that medication so you can select the specific form, quantity, expiration date, or tracked unit being removed.
Important Note:
A Medication Form showing quantity 0 on the Med Kit Overview cannot be preselected as Remove inventory because there is no physical inventory available to remove.
5. Review the Source Location
The Location field is populated based on where the Remove workflow was started.
Review the source location before selecting inventory.
If available, use the Location dropdown to change the source when necessary.
Warning:
Confirm that the selected Med Supply, Med Kit, and applicable pouch match the physical location of the medication being removed. Accurate source selection affects inventory quantities, Par and Min status, and pouch-level medication event reporting.
6. Select the Medication to Remove
In Available Medications, select the applicable medication inventory.
Depending on how the workflow was started, you may see:
- All available medication inventory from the source location.
- Only a preselected medication.
- A specific Medication Form or inventory record.
Use the applicable selection controls to identify the physical medication being removed.
Only medication with available inventory appears as inventory that can be selected for removal. A configured Medication Form at quantity 0 may remain visible on the Med Kit Overview but is not available for the Remove action.
7. Move Inventory to Removed Medications
Select the medication or Medication Form in Available Medications.
Use the Right Arrow to move the selected inventory into Removed Medications.
To return inventory to the available list:
- Select the item under Removed Medications.
- Select the Left Arrow.
Only inventory placed in Removed Medications is included in the removal event.
8. Enter the Removal Quantity
Enter the number of units being removed.
Use the quantity controls or enter the value directly.
If multiple units are available, remove only the quantity that matches the physical inventory being taken out of service.
Before continuing, consider how the removal will affect the remaining inventory in the source pouch.
9. Select Required Inventory Identifiers
Depending on agency configuration, additional inventory identification may be required.
The agency may require:
- Serial Number
- Serial Number and Lot Number
- Neither
When serial numbers are required, select the exact serial number associated with the medication being removed.
When additional inventory details are available, verify that the selected Medication Form, expiration date, lot number, and serial number match the physical medication.
Important Note:
Agency configuration determines which inventory identifiers are required. Not every agency will see the same serial- or lot-number requirements.
10. Select a Removal Reason
Use the Reason dropdown to identify why the medication is being removed.
Select the reason that best reflects the actual medication event, such as an expired or damaged medication when applicable.
11. Enter Comments
After selecting a removal reason, the Comments field appears.
Enter the appropriate information explaining the removal.
For example, when removing damaged inventory, document the applicable circumstances according to agency policy.
Important Note:
Use comments to provide enough information for another user or administrator reviewing the medication event later to understand why the inventory was removed.
12. Add Attachments (Optional)
Select Attachments to add supporting documentation.
Depending on the device and available permissions, users can:
- Upload a file from the device.
- Upload an existing photo.
- Use the device camera to capture a photo.
Attachments may be useful for documenting damaged medication, packaging, invoices, or other supporting evidence.
After adding the applicable attachments, select Save.
Accepted file types and limits include:
- JPEG
- PNG
- Maximum of 5 files
- Maximum size of 15 MB per file
13. Add Another Medication Action (Optional)
Use Add Action to add another supported medication action to the workflow.
Examples include:
- Receive replacement inventory.
- Transfer medication from Med Supply or another location to replenish the Med Kit.
- Usage, when applicable.
- Count as the final action when applicable.
This allows related medication actions to be documented within a single Multi-Action Workflow before completing the final signature process.
For example, if removing medication reduces a pouch below Min, a related Receive or Transfer can replenish the inventory before the Multi-Action Workflow is finalized.
Warning:
Complete the current action before continuing to the next action. Once another action is started, the previous action closes and becomes non-editable.
A Count must be the final action in a Multi-Action Workflow. Additional medication actions cannot be added after the Count.
Custody Exchange is not included in Multi-Action Workflows.
14. Review the Removal
Before completing the workflow, verify:
- Source location
- Pouch, when applicable
- Medication Form
- Expiration date
- Quantity
- Serial number, when applicable
- Lot number, when applicable
- Removal reason
- Comments
- Attachments
- Any additional actions
Confirm that the documented removal matches the physical medication inventory being taken out of service.
When removing from a Med Kit, also review the expected resulting inventory:
- Inventory at Min remains yellow.
- Inventory below Min becomes red Restock Needed.
- Inventory at zero can remain visible as red Restock Needed when Par and/or Min is configured.
If replacement inventory is part of the same operational process, complete the applicable Receive or Transfer action before finalizing the Multi-Action Workflow.
15. Sign and Finish or Complete & Sign Later (If Available)
Select Sign and Finish to proceed through the agency's signature process and finalize the removal.
Follow the applicable signature requirements to complete the medication event.
Once completed, the removed medication is no longer reflected as available inventory and the applicable Med Kit inventory status is recalculated.
When available, select Complete and Sign Later to complete the removal without obtaining the user's signature at that time.
The removal is applied to inventory immediately. This includes any resulting change to the Medication Form's Par and Min status.
The event is added to the user's Pending Signatures for later signature completion.
Best Practices
- Verify the Med Supply, Med Kit, and pouch before removing inventory.
- Preselect the applicable medication before starting Remove when doing so makes the workflow easier to complete.
- Remember that Medication Forms at quantity 0 cannot be removed because there is no physical inventory available for the action.
- Match the Medication Form, expiration date, lot number, and serial number to the physical medication before removing it.
- Remove only the quantity physically being taken out of service.
- Use the removal reason that reflects the actual event and provide clear comments to support later review.
- Attach photographs or supporting documentation when required by agency policy.
- Review how the removal will affect the applicable pouch's Par and Min status.
- Remember that inventory at Min remains yellow when both thresholds are configured. Red Restock Needed begins below Min.
- If a removal reduces inventory to zero, remember that the Medication Form can remain visible on the Med Kit Overview but is unavailable for further medication actions until replenished.
- Use the applicable Receive or Transfer workflow when replacement inventory needs to be added.
- Consider a Multi-Action Workflow when the removal and replenishment are part of the same operational process.
- When a Count is added to a Multi-Action Workflow, complete it last.
- Resolve Pending Signatures according to agency policy when using Complete and Sign Later.
- Follow agency procedures for the physical handling, return, disposal, or destruction of medication after it is removed from First Due inventory.
Troubleshooting & FAQs
Why don't I see Med Supply?
Access to Med Supply is permission-based. Users without Med Supply access can still perform applicable removals from Med Kits when they have the required permissions.
Why are all medications showing in the Remove workflow?
If you start Remove without preselecting a medication, the available inventory for the selected source may be displayed. Preselect a medication from the Med Kit before choosing Remove to narrow the list.
Does selecting an entire medication card remove every unit?
No. Selecting the medication card filters the workflow to that medication. You still select the applicable inventory and quantity to remove.
Why can I see a medication on the Med Kit Overview but not select it for Remove?
Check the current quantity. A configured Medication Form may remain visible on the Med Kit Overview at quantity 0, particularly when Par and/or Min is configured. Because no physical inventory remains, it cannot be selected for Remove.
Can I remove a Medication Form that is already at quantity 0?
No. There is no medication inventory available to remove. If the system quantity does not match the physical inventory you observe, use the applicable inventory-verification workflow rather than documenting a Remove event for inventory First Due already records as zero.
Can I remove only a specific Medication Form or expiration date?
Yes. Use the available inventory details to select the appropriate Medication Form and inventory record before completing the removal.
Why do I need to select a serial number?
Serial-number requirements depend on agency and Medication Form configuration. When serial tracking is enabled, identify the exact unit being removed.
Why don't I see a lot-number requirement?
Agency configuration determines which inventory identifiers are required during the Remove workflow.
Why does the Comments field appear after I select a reason?
Selecting a removal reason displays the Comments field so additional information about the removal can be documented.
What happens to Par and Min status after I remove medication from a Med Kit?
The system recalculates the available inventory for the applicable Medication Form and pouch. When both thresholds are configured, inventory at or above Min and at or below Par is yellow. Inventory becomes red Restock Needed only when it drops below Min.
What happens if the removal leaves the quantity exactly at Min?
The medication remains yellow Monitor when both Par and Min are configured. Inventory equal to Min is no longer considered red Restock Needed.
What happens if the removal reduces the quantity to zero?
When Par and/or Min is configured, the Medication Form can remain visible on the Med Kit Overview as red Restock Needed. Because no physical inventory remains, it is unavailable for further medication actions until replenished.
When can a Critical Low Stock notification occur after a removal?
The Critical Low Stock condition applies when inventory drops below the configured Min and the low-stock condition is not corrected as part of the applicable workflow.
What should I do if removing medication makes the Med Kit fall below Min?
Use the applicable Receive or Transfer workflow to replenish the Medication Form when replacement inventory is available. When appropriate, replenishment can be added to the same Multi-Action Workflow.
Can I remove an expired medication and replace it in the same workflow?
Yes. After documenting the removal, use Add Action to add an applicable Receive or Transfer action before completing the workflow.
Can I add a Count after the removal?
Yes. A Count can be added as the final action in a Multi-Action Workflow. Additional medication actions cannot be added after the Count.
Can I add a Custody Exchange to the removal workflow?
No. Custody Exchange is not included in Multi-Action Workflows.
Can I add a photo of damaged medication?
Yes. Use Attachments to upload an existing photo or capture one with the device camera when camera access is available.
What happens after I select Complete and Sign Later?
The medication is removed from available inventory immediately, and the applicable inventory status is recalculated. The signature remains outstanding and the event is added to Pending Signatures.
Does Complete and Sign Later delay a Restock Needed status?
No. Because the inventory transaction is applied immediately, any resulting Par and Min status is also updated immediately.
What happens if I select Close?
The workflow is canceled and unsaved changes are lost.
What attachment types are supported?
The system accepts JPEG, PNG, and PDF files, with a maximum of 5 files and 15 MB per file.