Purpose Statement

This article provides answers to common questions about the First Due Medications module, including Med Kits, pouches, medication inventory, Counts, medication events, controlled substances, Custody Exchanges, signatures, Med Supply, the Med Log, notifications, reporting, and administrative configuration.

Use this article when a Medications feature behaves differently than expected or when you need clarification about how related workflows interact. For complete instructions on performing a specific medication workflow, refer to the dedicated article for that feature.

General Medications Questions

Where can I access Medications in First Due?

Select the First Due logo > Medications. Available Medications features depend on your permissions and agency configuration.

Why don't I see a Medications feature or action that another user sees?

Medications access and available actions are permission- and configuration-dependent. Access to Med Kits, Med Supply, Usage, Transfer, Receive, Remove, Counts, Custody Exchange, administrative functions, and other features can differ by role.

For custody workflows, visibility can also depend on Exclusive Possession, current possession of the Med Kit, and the user's applicable custody permissions.

What information can I access from the Medications Dashboard?

The Dashboard provides access to applicable medication activity, including scheduled Counts or Custody Exchanges, assigned Med Kits when supported by Scheduling configuration, and Pending Signatures. What appears depends on agency configuration, assignments, and permissions.

Why does a scheduled activity show Start Exchange instead of Start Count?

The applicable Count Schedule has Custody Exchange enabled. Custody Exchange schedules are configured for an exchange rather than a standard Count.

However, whether Start Exchange is actually displayed on the Medications Dashboard also depends on Exclusive Possession and permissions. For selected Med Kits, Start Exchange is available from the Dashboard only when Exclusive Possession is disabled and the user has Meds - Global Custody Exchange.

When Exclusive Possession is enabled, Start Exchange is not displayed on the Dashboard.

Can I start medication events somewhere other than the Dashboard?

Yes. Applicable medication events can also be initiated from areas such as Med Kits or Med Supply, depending on the event and your permissions.

Custody workflows have additional rules. When Exclusive Possession is enabled, standard Custody Exchange is initiated from the applicable Med Kit by the current possessor. An authorized override is also performed from the Med Kit, not the Dashboard.

Why is a Med Kit showing Out of Service?

A Med Kit can be placed Out of Service with an applicable reason. Enable Show Out of Service Kits from the Med Kits area to locate these kits. Hovering over the Out of Service indicator can display the recorded reason.

What does the CS indicator on a Med Kit mean?

The indicator identifies a Med Kit configured for controlled substances. Controlled-substance Med Kits can support additional functionality such as custody tracking and controlled-substance-specific Count behavior.

Med Kits, Pouches & Inventory

What is a pouch in a Med Kit?

Pouches organize medication inventory within a Med Kit. Medication Forms are configured within specific pouches so First Due can track inventory and medication activity at the pouch level.

What is the Default location pouch?

Every Med Kit includes a pouch identified as the Default location. It is automatically created and can be renamed, but it cannot be deleted, moved, or replaced as the Default location.

Can the same Medication Form be configured in more than one pouch?

Yes. The same Medication Form can be configured in multiple pouches. Inventory in each pouch is tracked separately.

Why do I see the same medication more than once in a Med Kit?

The Medication Form may be configured in multiple pouches or have separate inventory records. Review the pouch and available expiration, lot, serial-number, and quantity information to identify the correct inventory.

Why does selecting the correct pouch during an event matter?

The pouch determines which inventory is affected. Selecting the correct pouch supports accurate quantities, Par and Min status, Counts, medication-event history, and pouch-level reporting.

Can the total quantity in a Med Kit be correct while the pouch quantities are wrong?

Yes. Because inventory is tracked by pouch, an overall quantity can appear reasonable even when medication has been attributed to the wrong pouch. Review pouch-level inventory when investigating unexpected quantities.

Why is a Medication Form still visible when its quantity is zero?

A configured Medication Form can remain visible on the Med Kit Overview at quantity 0 when applicable configuration keeps the medication represented in the pouch. This allows personnel to see the configured stocking location even though no inventory unit is currently available.

A zero-quantity Medication Form is not available for medication actions that require existing inventory. Use an applicable Receive or Transfer into the location to replenish it.

Will a zero-quantity Medication Form appear during a Count or Custody Exchange Count?

No. A Medication Form at quantity 0 may remain visible on the Med Kit Overview, but it does not appear during a Count or the Count portion of a Custody Exchange because there is no physical inventory present to verify.

Does a Medication Form already recorded at zero automatically create a Count discrepancy?

No. If First Due records quantity 0 and personnel physically observe no inventory, the recorded and observed quantities agree. A discrepancy occurs when the inventory First Due expects to be present does not match what personnel physically observe.

How do medication events affect inventory?

Receive adds medication, Transfer moves existing inventory between applicable locations, Usage reduces inventory when medication is used, and Remove takes medication out of inventory. Counts compare the recorded inventory with what personnel physically observe.

Why doesn't my inventory match what is physically in the pouch?

Review the pouch and Medication Form first, then consider recent Receives, Transfers, Usages, Removes, and Counts. For administrative investigation, use the Med Log to review the surrounding event history.

Can expiration affect how medication inventory is displayed?

Yes. Expired inventory can affect medication status. Physical quantity may appear sufficient while expired inventory affects the usable inventory available in the pouch.

What medication details can First Due track?

Depending on configuration, medication inventory can include information such as Medication Form, quantity, expiration date, lot number, and serial number.

Par, Min & Inventory Status

What is the difference between Par and Min?

Par represents the desired inventory level. Min represents the configured minimum inventory threshold. Both are optional and are configured for a Medication Form within its Med Kit pouch.

Does Min have to be lower than Par?

No. Par and Min should be configured according to the agency's intended inventory structure.

When both are configured and Min is below Par, the yellow Monitor range extends from Min through Par. If Par and Min are equal, inventory at that matching value is still yellow. Red Restock Needed begins only when quantity falls below Min.

Why is a medication card red?

Red indicates Restock Needed when available quantity is below the configured Min:

Qty < Min

Inventory exactly at Min is not red.

Why is a medication card yellow?

When both Par and Min are configured, yellow Monitor applies when:

Min ≤ Qty ≤ Par

If Min is not configured and Par is configured, the card appears yellow when:

Qty ≤ Par

Why is a medication card light gray?

When both Par and Min are configured, inventory above Par displays light gray.

If only Par is configured, quantity above Par displays light gray.

If only Min is configured, quantity at or above Min displays light gray because there is no Par-based yellow monitoring range.

If neither Par nor Min is configured, the medication displays light gray.

What happens if I configure Min but not Par?

Quantity below Min displays red Restock Needed. Quantity at or above Min displays light gray because no Par-based yellow monitoring range is configured.

What happens if I configure Par but not Min?

Quantity at or below Par displays yellow Monitor. Quantity above Par displays light gray. There is no Min threshold configured to create a red Restock Needed condition.

What happens if neither Par nor Min is configured?

The medication card appears light gray. Par and Min are optional.

What happens when quantity reaches exactly Min?

When both Par and Min are configured, quantity exactly at Min remains yellow Monitor. The medication becomes red Restock Needed only after quantity falls below Min.

What happens if Par and Min are configured to the same value?

Inventory at the matching Par and Min value displays yellow. It becomes red only when quantity falls below Min.

What color is a Medication Form when its quantity reaches zero?

The color depends on the configured thresholds.

If Min is configured above 0, quantity 0 is red because it is below Min.

If only Par is configured and Min is not configured, quantity 0 is yellow because it is at or below Par.

If neither threshold is configured, the medication displays light gray.

The status is determined by the applicable Par and Min thresholds rather than by zero quantity alone.

Where are Par and Min configured?

They are configured for Medication Forms within Med Kit pouch configuration in Med Kit List.

Does reaching Min automatically send a Critical Low Stock notification?

No. The established Critical Low Stock condition applies when inventory drops below Min and the low-stock condition is not corrected as part of the applicable workflow.

Inventory exactly at Min does not meet the below-Min Critical Low Stock threshold.

Is the red Restock Needed condition the same threshold as Critical Low Stock?

The current red Restock Needed condition begins when quantity is below Min. The established Critical Low Stock condition also begins when inventory drops below Min, subject to the agency's configured notification behavior and whether the condition is corrected through the applicable workflow.

Why did a low-stock notification not send immediately after a Usage?

A Multi-Action Workflow can allow low inventory to be corrected through an applicable Transfer or Receive before the overall workflow is completed. This can prevent the low-stock condition from remaining at completion.

Medication Receives, Transfers, Usages & Removes

What's the difference between Receive and Transfer?

Use Receive when medication is being added to First Due inventory from an applicable source, such as a Pharmacy vendor. Use Transfer when existing inventory is being moved between supported First Due inventory locations.

Why can't I complete a Receive event?

Verify that at least one vendor exists in the Vendor Directory with Vendor Type set to Pharmacy. A Pharmacy vendor is required to complete a Receive event.

Why doesn't my Pharmacy vendor appear during Receive?

Confirm that the vendor was saved successfully and has Vendor Type = Pharmacy. Other vendor types do not appear as Pharmacy sources for medication receiving.

Can Receive replenish a Medication Form that currently has zero inventory?

Yes. A configured Medication Form at quantity 0 can be replenished through the applicable Receive workflow.

Why did Receive select the Default location instead of another pouch?

The Receive workflow can prefill a location based on the applicable configuration and stocking information. Verify the selected destination before completing the event and change the pouch when necessary.

Can I receive the same Medication Form into multiple locations at once?

Yes. Add Group can be used to document the same Medication Form being received into multiple locations with separate lot, expiration, quantity, and location information.

Can I transfer medication into a specific pouch?

Yes. When transferring into a Med Kit, the destination pouch is important. If a Medication Form is configured in multiple destination pouches, First Due can require the destination pouch to be selected.

Can Transfer replenish a Medication Form that currently has zero inventory?

Yes. Medication can be transferred into the applicable location to replenish it. A zero-quantity location cannot provide source inventory for a Transfer because no inventory is available to transfer out.

Why do I see the same Medication Form from multiple pouches during a Transfer or Usage?

Inventory is maintained separately by pouch. Select the inventory from the pouch where the medication is physically located.

Why can't I select a Medication Form at quantity zero for Usage, Remove, or Transfer out?

Those actions require existing inventory. At quantity 0, there is no inventory unit available to use, remove, or transfer out. Use Receive or Transfer into the applicable location when inventory needs to be replenished.

Why am I being asked for a serial number or lot number?

Agency configuration can require serial numbers, lot numbers, both, or neither for applicable medication inventory. Verify the identifying information before completing the event.

What happens when only part of a medication container is administered?

During Usage, enter the administered amount. First Due can calculate the remaining amount as waste when the full container was not administered.

What happens when I select a whole medication card before starting an event?

Preselecting a medication card narrows the available inventory displayed in the event. It does not mean every unit on the card will automatically be used, transferred, or removed.

Can I undo a medication selection before completing an event?

During applicable events, medication can be moved from Available to the event selection using the Right Arrow and returned using the Left Arrow before completion.

What happens if a Remove lowers inventory to exactly Min?

Inventory exactly at Min is not red. When both Par and Min are configured, it remains yellow. Red Restock Needed begins after inventory falls below Min.

What happens if I select Close instead of completing the medication event?

Closing the workflow cancels the active event and can result in current progress being lost.

Multi-Action Medication Events

What is a Multi-Action Workflow?

A Multi-Action Workflow combines supported medication actions into one overall workflow. This is useful when several related inventory actions occur together.

What is an example of a Multi-Action Workflow?

One example is:

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.

Can a Multi-Action Workflow correct a below-Min inventory condition?

Yes, when replenishment actually occurs as part of the same activity. An applicable Transfer or Receive can replenish inventory after an inventory-reducing action and before the workflow is completed.

Can I add another action after a Count?

No. A Count is terminal in a Multi-Action Workflow. It cannot start the workflow, and no additional actions can be added after it.

Can Custody Exchange be part of a Multi-Action Workflow?

No. Custody Exchange is a dedicated workflow and does not support Multi-Action.

Can I edit a previous action after moving to the next action?

Once a new action is selected and Continue is selected, the previous action becomes locked and cannot be edited.

Can I remove the current action from a Multi-Action Workflow?

Yes. The active action can be removed using Remove Action from this Flow. Removing the active action does not unlock previously completed actions in the flow.

Why would I end a Multi-Action Workflow with a Count?

A final Count can verify the resulting inventory after related medication activity and can support resealing when applicable.

Medication Counts

Where can I start a medication Count?

Depending on permissions and configuration, Counts can be started from the Dashboard, Med Kits, or Med Supply.

Why does a scheduled Count show on my Dashboard?

Count Schedules can place applicable scheduled activity on the Medications Dashboard. Scheduling and assignment configuration can also affect which Med Kit is presented.

When does a scheduled Count become overdue?

If a Due Time is configured, the Count becomes overdue after that time passes. An overdue notification can also be triggered when the agency has configured an applicable overdue Count notification.

Why don't I see seal information during a Count?

The Med Kit may be configured to use locks rather than seals. Seal entry does not appear for lock-secured kits.

What happens if the current seal matches?

For a seal-secured Med Kit, a matching seal can allow the user to proceed according to the available workflow or select Break and Count.

What happens if the seal does not match?

The First Due workflow requires Break and Count when the entered seal does not match.

Why are medications shown separately by pouch during a Count?

Counts use pouch-level inventory. If the same Medication Form is configured in multiple pouches, each pouch's available inventory is verified separately.

Why is a zero-quantity Medication Form visible on the Med Kit but missing from the Count?

The Med Kit Overview can continue to display a configured Medication Form at quantity 0. A Count displays inventory that is physically available to verify, so zero-quantity Medication Forms do not appear.

What do the Thumbs Up and X options mean during a Count?

Thumbs Up indicates that the medication is present and correct. X identifies a discrepancy or missing medication.

Can inventory details be edited during a Count?

For applicable non-controlled inventory, authorized users may be able to edit information such as expiration date, lot number, and quantity. Those changes are tracked in the Med Log.

Can I save a Count and finish it later?

Yes. Use Save as Draft when available. The unfinished Count can later be accessed through Resume Count on the applicable Med Kit Overview.

Why isn't my saved Count under Pending Signatures?

Draft Counts are handled differently from medication events completed with Complete and Sign Later. A draft Count creates a Resume Count option on the applicable Med Kit Overview rather than a Pending Signatures item.

Why do I need to verify medications again after resuming a Count?

When a Count is resumed, medications must be reopened and verified so the applicable Thumbs Up or X selections and Count requirements can be completed.

Can I add another medication action after completing a Count in a Multi-Action Workflow?

No. Count is the terminal action in a Multi-Action Workflow.

Controlled Substances, Custody & Occurrence Issues

What is 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.

Why did an Occurrence Issue appear after my Count?

The current controlled-substance Count identified fewer medications than the previous Count documented. The occurrence flags the difference for review; it does not determine why the medication is missing or assign responsibility.

Does a zero-quantity Medication Form automatically create a controlled-substance Occurrence Issue?

No. A Medication Form already recorded at quantity 0 does not appear during the Count because no inventory is physically available to verify. An Occurrence Issue is associated with a Count identifying fewer controlled-substance medications than First Due expected based on the previous Count.

Does an Occurrence Issue mean someone incorrectly handled the medication?

No. An Occurrence Issue identifies an inventory discrepancy. Administrators can review the surrounding Count, Usage, Transfer, Receive, Remove, custody, signature, and reversal history to investigate what occurred.

What conditions can produce controlled-substance occurrence information?

Established workflows can associate occurrence information with conditions including missing medication during a controlled-substance Count, medication marked with an X, seal discrepancies during applicable Count or Custody Exchange workflows, and controlled-substance discrepancies identified during a Custody Exchange Count.

How does serial-number tracking affect an Occurrence Issue?

Where individual serial numbers are used, inventory information can help identify the specific unit involved. Where inventory is tracked using lot information, administrators can review the affected lot and quantity.

Where can supervisors review occurrence activity?

Controlled-substance occurrence and discrepancy information is available for administrative review in the Med Log, where it can be considered alongside the surrounding medication history.

Does First Due automatically determine why an Occurrence Issue occurred?

No. The occurrence identifies that expected and observed inventory differ. It does not determine the cause.

How is a controlled-substance Count discrepancy 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 subsequent Count confirming the medication is physically present. Any event entered should accurately represent what actually occurred.

Is there a separate approval or Close Occurrence workflow?

The established functionality does not define a universal administrative Approve, Resolve, or Close Occurrence Report workflow. First Due provides occurrence documentation, configured notifications, Med Log visibility, and supported follow-up for applicable controlled-substance Count discrepancies.

Should I reverse a medication event whenever an Occurrence Issue appears?

No. An occurrence does not automatically mean an earlier event was entered incorrectly. Review the history first. Reversal is appropriate only for an eligible medication event that was incorrectly documented.

What is Custody Exchange?

Custody Exchange documents a change in possession of a controlled-substance Med Kit between providers in First Due.

Who is documented as the Transferring Provider during a standard Custody Exchange?

The user who initiates the standard Custody Exchange is documented as the Transferring Provider.

The appropriate person relinquishing possession should therefore initiate the standard exchange whenever possible. Before signatures are completed, verify that the displayed Transferring Provider represents the intended person relinquishing possession.

Why don't I see Custody Exchange controls on a Med Kit when Exclusive Possession is enabled?

When Exclusive Possession is enabled, only the current possessor sees the standard custody controls unless the non-possessing user has Override Exclusive Possession.

A user with Override Exclusive Possession can access the applicable custody controls. Possession Override is additionally required to override the existing custody assignment itself.

What is the difference between Override Exclusive Possession and Possession Override?

Override Exclusive Possession allows an authorized user who does not currently possess the Med Kit to see and access the applicable custody controls when Exclusive Possession is enabled.

Possession Override allows an authorized user to override the existing custody assignment.

These permissions serve different purposes.

Does Meds - Global Custody Exchange override Exclusive Possession?

No. Meds - Global Custody Exchange does not override Exclusive Possession.

When does Start Exchange appear on the Medications Dashboard?

For selected Med Kits, Start Exchange is displayed on the Dashboard only when:

• Exclusive Possession is disabled, and
• The user has Meds - Global Custody Exchange permission.

When Exclusive Possession is enabled, Start Exchange is not displayed on the Dashboard regardless of the Global Custody Exchange permission.

Why can I select a Med Kit on the Dashboard but not see Start Exchange?

Selecting or viewing a Med Kit does not necessarily provide permission to initiate an exchange. When Exclusive Possession is disabled, Meds - Global Custody Exchange is required for Dashboard Start Exchange. When Exclusive Possession is enabled, Dashboard Start Exchange is not displayed.

What happens when Exclusive Possession is disabled?

A user who does not currently possess the Med Kit needs Meds - Global Custody Exchange to initiate a standard Custody Exchange. Dashboard Start Exchange is available only when that permission is present.

What is Custody Exchange Override?

Custody Exchange Override is the Med Kit workflow used by appropriately authorized personnel to override an existing custody assignment when Exclusive Possession is enabled.

Can Custody Exchange Override be started from the Dashboard?

No. Custody Exchange Override is only performed from the applicable Med Kit. It cannot be initiated from the Medications Dashboard, regardless of permissions.

Which permissions are involved in overriding Exclusive Possession?

The established override workflow distinguishes between:

• Override Exclusive Possession — provides visibility and access to the applicable custody controls for a non-possessor.
• Possession Override — allows the existing custody assignment itself to be overridden.

Applicable custody-exchange access is also required. Meds - Global Custody Exchange does not provide Custody Exchange Override access.

Why isn't a zero-quantity Medication Form displayed during a Custody Exchange Count?

Custody Exchange Count verifies inventory that is physically present. A Medication Form at quantity 0 can remain visible on the Med Kit Overview but does not appear during the Custody Exchange Count.

What happens if I save a Custody Exchange as a draft?

When resumed, the workflow becomes a regular Count, not the original Custody Exchange. Completing that Count does not transfer custody.

If a new standard Custody Exchange is subsequently started, verify that the correct provider initiates it because the initiating user is documented as the Transferring Provider.

What happens if Exclusive Possession is enabled and the recorded custodian is unavailable?

An appropriately authorized user may need to use Custody Exchange Override from the applicable Med Kit. Override Exclusive Possession provides access to the applicable custody controls, while Possession Override allows the existing custody assignment to be overridden.

Can I use Complete and Sign Later for a Custody Exchange?

No. An active Custody Exchange requires the applicable providers to complete its signature process within the custody workflow.

Medication Signatures & Pending Signatures

What determines whether a medication event requires a signature?

Medication signature requirements are configured by the agency and can differ between controlled and non-controlled substance events and between event types.

How many users can be configured for a medication event?

Up to four users can be configured. User 1 is the base user and cannot be deleted. Additional users can be added or removed.

Do all configured users have to sign?

No. Additional users can be configured as required or optional. Only users marked Required must complete their configured validation before the event can be submitted.

Can a non-controlled substance event be completed without a signature?

Yes. Non-controlled substance configuration includes a None validation method. When configured as None, selecting Sign and Finish completes the event without signature validation.

Can a non-controlled substance event require a signature without a PIN?

Yes. Signature Only can be configured for non-controlled substance events. In that case, no PIN or password field is required for signature validation.

Can Signature Only be used for controlled-substance events?

The established Signature Only behavior applies to non-controlled substance events only. Controlled-substance events follow the configured controlled-substance signature and authentication requirements.

Why am I being asked for my First Due password instead of my PIN?

When Signature and PIN validation is configured, users who do not have a personal PIN saved to their profile must authenticate using their First Due account password.

Can I save a signature and PIN to my profile?

Yes, when you have access to update your profile. A saved signature and personal four-digit PIN can reduce repetitive entry during applicable medication workflows.

Why do I receive Forbidden when trying to configure my signature or PIN?

Access to update the user profile requires Account - Update. Administrators can manage this under Admin > Roles & Permissions > Admin > Account - Update.

What is Complete and Sign Later?

For supported medication events, Complete and Sign Later finalizes the medication action and applies the associated inventory changes immediately while placing the outstanding signature under Pending Signatures for later completion.

Does a Pending Signature mean the inventory event is still pending?

No. For events completed using Complete and Sign Later, the medication action and inventory changes have already taken effect. Only the required signature remains outstanding.

Can supervisors see Pending Signatures for other users?

Depending on permissions, supervisors or other authorized personnel may be able to view outstanding signatures for other users.

Why isn't a draft Count listed under Pending Signatures?

A Count saved as a draft is not a completed medication event awaiting a signature. Resume Count appears on the applicable Med Kit Overview instead.

Can an active Custody Exchange be completed through Pending Signatures?

No. Active Custody Exchanges require the applicable signature process to be completed within the custody workflow.

Why don't I see any qualifiers when configuring signature requirements?

Qualifiers originate from the Scheduling module. If Scheduling qualifiers are not available, the Qualifier list will not contain options. Eligible users can still be restricted by rank.

What happens if Rank and Qualifier are both left blank?

Personnel selection remains unrestricted by rank or qualifier, displaying the agency's personnel list when selecting the user who will complete the configured signature or PIN requirement.

Can Controlled Substance signature settings be copied to Non-Controlled Substances?

Yes. Select Copy CS Settings under the Non-Controlled Substance configuration, then modify the copied configuration if necessary.

Why can't I delete User 1 from a signature configuration?

User 1 is the base user entry and cannot be deleted. Additional user entries can be added or removed.

Why can't I change Apply Master to All Events?

When Apply Master to All Events is enabled, the setting cannot be changed and the signature configuration applies to all applicable medication events.

Med Supply & Pharmacy Vendor Sources

What is Med Supply used for?

Med Supply is an inventory location used for applicable medication inventory workflows, including receiving, transferring, removing, and counting medication. Access depends on permissions.

Why don't I see Med Supply?

Your assigned role may not have Med Supply access. Lack of Med Supply access does not necessarily prevent applicable medication activity from Med Kits when you have the required Med Kit and event permissions.

Does Med Supply use pouches?

No. Pouch-level configuration applies to Med Kits; Med Supply does not use pouches.

What type of vendor can be used as the source for receiving medication?

The vendor must exist in the Vendor Directory with Vendor Type = Pharmacy.

How can an administrator find only Pharmacy vendors?

In the Vendor Directory, open Filter, set Vendor Type to Pharmacy, and select Apply.

Can an existing occupancy address be used for a Pharmacy vendor?

Yes. An existing occupancy can be selected while searching for an address. Occupancy results are identified by a house icon.

Does Vendor History show medication received from that Pharmacy?

No. Vendor History tracks changes and edits to the vendor record. It does not capture medication Receive events associated with the vendor. Medication activity is reviewed through the applicable medication history.

Who can create, edit, or delete Pharmacy vendors?

Users need the appropriate Vendor Directory permissions for the action they are attempting to perform.

Medication Forms, Expiration, Lot & Serial Numbers

What should I do if the medication I need isn't in the Medication Name list?

Contact your Client Success Manager or submit a Support ticket to request that the medication be added to the available medication library.

Should I create another medication when I need a different form of an existing medication?

No. Edit the existing medication and add the additional form to it.

Why can't I select a default form while creating a medication?

A form must first be added and saved. Once the first form exists, it becomes available as the default form.

How do I change the default Medication Form?

Edit the medication, select the desired form under Default Form, and save the update.

Why can't I delete a Medication Form?

Deletion is prevented when the form is currently in use, including when medication is stocked in Med Kits or Med Supply. Resolve the applicable inventory dependencies or deactivate the form instead.

Can multiple medications or forms be deleted at once?

Yes. Multiple records can be selected for bulk deletion. Forms that are active or in use may prevent the applicable medication from being deleted.

Does assigning a CS Schedule to a medication determine how it behaves in controlled-substance Counts or Med Kits?

No. CS Schedule is used for tracking within medication log reports. It does not determine Count behavior, how sealed Med Kits behave, or whether medication can be added to a controlled-substance Med Kit.

Do I always need medication-specific serial-number settings?

No. If Generate Global Serial Numbers is enabled, medication-specific serial-number values can be left blank.

Why isn't a serial number displayed in the same place as expiration or lot number?

Serial numbers are handled separately when medication requiring serial tracking is selected during an event. The Medication Display setting controls expiration and lot information shown at the beginning of the event.

Why doesn't the medication event show the expiration or lot information users need?

Review the Medication Display configuration. It can be set to Expiration, Lot Number, or Expiration and Lot Number depending on the information the agency wants displayed at the beginning of the event.

Why is a medication expiration date being rejected during Receive?

When expiration information is required, entering a date in the past results in an out-of-date error.

Med Log, Auditing & Event History

What is the Med Log used for?

The Med Log provides historical medication activity for review. Administrators can use it to search and filter events, investigate discrepancies and occurrences, review event details and signatures, reverse eligible incorrectly documented events, generate reports, and export data.

How can I find a specific medication event in the Med Log?

Use Med Log search, saved views, and filters such as Date and Time, Medication, Event Type, or available column-specific filters.

Can I save Med Log views I use frequently?

Yes. The Med Log supports Custom Views and Shared Views, along with favorites and a pinned preferred default view.

How can I hide reversed events?

Use Hide Reversed Events in the Med Log filters.

How can I tell that an event was reversed?

A reversed event displays a red Reversed indicator. The original event remains available as part of the history.

Does reversing an event delete the original record?

No. Reversal preserves the original medication event and creates documented reversal information, including who performed the reversal and the reason.

Which medication events can be reversed?

The established reversible events are:

• Receive
• Transfer
• Remove
• Usage

Which events cannot be reversed?

The established non-reversible records include:

• Count
• Report
• Count Failed occurrences
• Custody Exchange

Should I reverse an event just because inventory doesn't match?

No. First review the physical inventory, event, and surrounding medication history. Use reversal when an eligible original event was documented incorrectly, not simply to make the current quantity match expectations.

What information can I review in medication event details?

Available information can include medication details, quantity, Medication Form, lot number, serial number, seal information, users, signatures, and associated occurrence or discrepancy information, depending on the event.

Medication Log Reports & Downloads

Can I download a single medication event?

Yes. An individual event can be downloaded as a CSV from the event details.

Does an individual event CSV include signatures?

No. The individual event CSV contains medication event information but does not include signatures or all personnel verification information.

Can I download the current filtered Med Log list?

Yes. Download List exports the filtered grid information as a CSV. It does not provide required signatures or all secondary user information.

Which report should I use when I need signatures?

Use an applicable Individual Log or Detailed Log PDF when signature information is needed. CSV exports do not include signatures.

What's the difference between History Log, Individual Log, and Detailed Log?

The History Log provides medication history for selected activity and shows user names but not signature images. The Individual Log provides a separate detailed page for each selected event and includes applicable required signatures. The Detailed Log combines selected events into a more comprehensive report and can include signatures and additional event information.

Why does my Detailed Log show NO EVENTS for some dates?

When a Date and Time range is used, the Detailed Log can display NO EVENTS for dates in the selected range where no medication events occurred. This is expected behavior.

Does a CSV export contain the same information as a PDF report?

No. CSV exports are useful for filtered data and spreadsheet analysis but do not include signatures or all secondary user information available in applicable PDF reports.

Notifications, Scheduling & Low Stock

What medication conditions can notifications address?

Established Medications notification behavior includes applicable Critical Low Stock, overdue Count, and occurrence-related notifications when configured.

What triggers Critical Low Stock?

The established Critical Low Stock behavior applies when medication inventory drops below the configured Min and is not restocked or replaced as part of the applicable workflow.

Is Critical Low Stock the same threshold as the red Restock Needed card?

The current red Restock Needed condition begins when quantity is below Min. The established Critical Low Stock condition also begins below Min, subject to the agency's notification configuration and whether the low-stock condition is corrected through the applicable workflow.

Does inventory exactly at Min trigger the red Restock Needed condition?

No. Red begins below Min. When both Par and Min are configured, inventory exactly at Min remains yellow.

Can a Multi-Action Workflow prevent a low-stock notification?

A workflow can allow inventory to be replenished through an applicable Transfer or Receive before completion. This can correct the low-stock condition before the notification is sent.

Why isn't a medication appearing as expiring on the Dashboard?

Verify that Expiring Medication Dashboard is enabled and that the medication's expiration date falls within the configured number of days.

What does Clear Overdue Events do?

Clear Overdue Events removes the historical overdue indicator after the configured number of days. It does not create the missed medication event or remove the underlying medication history from reporting.

What range can be configured for Clear Overdue Events?

The setting supports 0–31 days for overdue Counts and Custody Exchanges.

How can I tell whether a cleared overdue Count was actually completed?

Review the applicable Med Log or log report. If a Count was expected but no event exists for that date, the Count was not completed in First Due.

Medication Count Schedule Administration

I don't see Count Scheduler under Setup. Why?

Verify that your assigned role provides the necessary access to Medication Setup and configuration.

Why is a schedule configured for Custody Exchange but I don't see Start Exchange on the Dashboard?

A Custody Exchange schedule identifies the type of scheduled activity, but Dashboard access still follows the current custody rules.

Start Exchange is displayed for selected Med Kits on the Dashboard only when Exclusive Possession is disabled and the user has Meds - Global Custody Exchange permission.

When Exclusive Possession is enabled, Start Exchange is not displayed on the Dashboard.

Why can't I assign a non-controlled Med Kit to a schedule?

Check whether Custody Exchange is enabled for the schedule. Custody Exchange schedules only allow controlled-substance Med Kits to be selected.

How do I schedule a Count for the last Monday of each month?

Use Custom Monthly, select Monday, and select the Last occurrence.

Can one Custom Monthly schedule include multiple weekdays?

No. Create separate schedules for each weekday when Counts need to occur on multiple days.

Why is my Custom schedule occurring on the wrong rotation day?

Verify the Start Date. Custom schedules use the configured rotation, so the Start Date must align with the intended beginning of that rotation.

What happens to previous medication records if an administrator deletes a Count Schedule?

Deleting the schedule stops it from applying moving forward. Previously completed medication records remain in the Med Log.

Can a Count Schedule be temporarily stopped without deleting it?

Yes. Use the X icon to deactivate an active schedule. Use the Check Mark icon to reactivate it.

Med Kit Group Administration

What are Med Kit Groups used for?

Med Kit Groups allow administrators to organize Med Kits into groups that users can navigate from the Med Kits Overview.

How do I change the order of Med Kit Groups?

Use the three-line drag handle in the Position area to drag and drop groups into the desired order. This controls their order on the Med Kits Overview.

What happens if a Med Kit Group is deleted?

Deleting the group does not delete its associated Med Kits. It removes the group association from the Med Kits Overview.

Is the Med Kit Group Description required?

No. Description is optional and can provide internal information about the purpose of the group.

Do end users see the Med Kit Group Description?

No. The Description is used within Med Kit Groups setup and is not displayed on the Med Kits Overview.

Can multiple Med Kits belong to one Med Kit Group?

Yes. The Medication Kits field supports multi-select.

How can I find a Med Kit Group in a long list?

Search by the group's Name or Description.

Mobile App vs. Web Application

Can I use Medications in the installed First Due mobile app?

Applicable Medications workflows are available through the First Due mobile experience, but not every administrative Medications function available in the web application is available through the installed mobile app.

Can I access the First Due web application from a phone or tablet?

Yes. Opening the web application through a browser on a phone or tablet is different from using the installed First Due mobile app. Web-only Medications functionality should be accessed through the browser-based web application.

Can I access the Med Log from the installed First Due mobile app?

No. Med Log access requires the web application and is not available through the installed First Due mobile app.

Can I reverse a medication event from the installed First Due mobile app?

No. Medication event reversal is performed through the Med Log in the web application and is not available through the installed First Due mobile app.

Can I generate Med Log reports from the installed mobile app?

Med Log reporting is part of the web-based Med Log functionality. Access the web application when working with Med Log reports and exports.

What's the recommended screen orientation when completing medication actions?

For the best experience, complete medication actions and events in landscape orientation, particularly when working from a tablet or phone.

Does recommending landscape orientation mean portrait mode has a known Product issue?

No. Landscape orientation is a usage recommendation for the best medication workflow experience, not a statement that portrait orientation has a known Product issue.

Administration, Configuration & Permissions

Why can't users change a controlled-substance Med Kit between locks and seals?

Verify that Allow CS Kit Security Method Change is enabled. When disabled, the applicable kit security and controlled-substance configuration options cannot be modified.

What does Exclusive Possession change?

When Exclusive Possession is enabled, standard custody access is based on the current recorded possessor.

The current possessor can initiate a standard Custody Exchange from the Med Kit. A non-possessor does not see the applicable custody controls unless they have Override Exclusive Possession. Overriding the custody assignment itself additionally requires Possession Override.

Dashboard Start Exchange is not displayed while Exclusive Possession is enabled.

What does Meds - Global Custody Exchange do?

When Exclusive Possession is disabled, Meds - Global Custody Exchange allows a user who does not currently possess the Med Kit to initiate a standard Custody Exchange.

On the Medications Dashboard, Start Exchange is displayed only when Exclusive Possession is disabled and the user has this permission.

It does not override Exclusive Possession.

What does Override Exclusive Possession do?

When Exclusive Possession is enabled, Override Exclusive Possession allows an authorized non-possessor to see and access the applicable custody controls on the Med Kit.

It does not by itself override the existing custody assignment.

What does Possession Override do?

Possession Override allows an appropriately authorized user to override the existing custody assignment. For the Exclusive Possession override workflow, this works with Override Exclusive Possession, which provides access to the applicable controls.

Can an administrator reorder pouches within a Med Kit?

When a Med Kit has three or more pouches, the Reorder option becomes available. The Default location remains locked while applicable custom pouches and Medication Forms can be reordered.

Can a Medication Form be moved from one pouch to another?

Yes. Move to Pouch allows an administrator to reassign a Medication Form to another pouch.

Which permissions are associated with common Medications workflows?

Established workflow permissions include:

• Med Kits
• Count Medications
• Meds - Custody Exchange
• Meds - Global Custody Exchange
• Override Exclusive Possession
• Possession Override
• Meds - Usage
• Transfer Medications
• Remove Medications
• Receive Medications

Additional access may be needed for Med Supply, configuration, reporting, reversal, Vendor Directory, or other administrative functions.

Why can't I use Update Record on a Med Kit?

The ability to update Med Kit configuration is permission-dependent. Users without the applicable update access may not have this option.

Who can add a Medication Form while receiving medication?

The Add Medication Form option is permission-dependent. When available, it opens Medication Setup in a new tab. Users without the applicable medication-management access will not see the option.

Does First Due determine what controlled-substance signature, Count, review, or retention practices my agency must use?

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