Purpose Statement

This article explains how to complete medication signature requirements within the Medications module. Signature requirements are configured by each agency and may differ based on the medication event, whether the event involves controlled or non-controlled substances, and the agency's documentation policies.

This article also explains how users can configure a personal 4-digit numeric PIN and saved signature in their user profile to streamline applicable medication signature workflows.

Background Information

Medication signatures are used to validate and finalize applicable medication events such as:

• Usage
• Transfer
• Remove
• Receive
• Count
• Custody Exchange

Signature requirements are controlled by agency configuration and can vary between controlled substance and non-controlled substance workflows.

Depending on agency setup, a medication event may require:

• Signature and PIN
• Signature only for applicable non-controlled substance events
• No signature for applicable non-controlled substance events
• One or more required signers

Agencies can configure multiple signer positions for medication events. Additional signer positions may be required or optional according to the agency's Medication Signature Requirements configuration.

Users may also have access to Complete and Sign Later for supported medication events. When this option is selected, the medication transaction is completed in the system immediately while the outstanding signature is added to Pending Signatures on the Medications Dashboard.

For medication events that change inventory, this means the inventory change does not wait for the signature to be completed. Quantities, pouch-level inventory, and applicable Par and Min status reflect the completed transaction while the signature remains outstanding.

Required Permissions

Users need the applicable permissions for the medication actions and signature functions they perform.

Permissions may include:

• Access to the Medications module
• Permission to complete the applicable medication event
• Dashboard access to review Pending Signatures
• Permission to view or manage applicable Pending Signatures
• Account - Update — Required to access and update the user's profile, including configuring a personal medication PIN and saved signature

Users who do not have Account - Update will receive a Forbidden error when attempting to access their user profile.

It is recommended that Account - Update be assigned to end users who need to sign workflows across the platform or perform medication actions that use profile-based authentication or signatures.

Administrators can locate this permission at:

Admin module > Roles & Permissions > Admin > Account - Update

Signature behavior is also controlled by agency setup and may differ between controlled and non-controlled substance workflows.

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Medications Par Management

Par management does not change how a user's signature is captured. However, the timing of the signature matters when a medication event changes inventory.

For supported workflows, selecting Complete and Sign Later completes the medication transaction immediately. The signature remains outstanding, but inventory is updated at that time.

This means the applicable Med Kit can immediately reflect changes to:

• Pouch-level quantity
• Par status
• Min status
• Restock Needed
• Zero-quantity inventory status

Par represents the configured stocking level for a Medication Form within a pouch. Min represents the configured minimum inventory threshold.

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 can remain visible on the Med Kit Overview as red Restock Needed.
• Yellow — Monitor: When Par and Min are both 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: Inventory is above the applicable Par monitoring range.
• Light Gray — Min only: When Par is not configured, inventory at or 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 displays red Restock Needed only when inventory falls below Min.

For example, if a Usage, Transfer, or Remove event is completed using Complete and Sign Later, and the resulting quantity drops below Min, the medication card becomes red Restock Needed immediately even though the event's signature is still pending.

Likewise, a Receive or Transfer into a Med Kit can immediately clear Restock Needed if the resulting inventory is no longer below Min.

Step-by-Step Guide

Configure User Signature Items

Setting up a saved signature and personal 4-digit PIN helps make medication signature workflows faster and more efficient.

Users can still complete applicable medication signature workflows without these profile settings. However, when authentication is required and a PIN has not been configured, the user must enter their First Due account password. When a saved signature is not available or cannot be used, the user must manually enter their signature.

Configuring both items reduces repetitive entry during medication workflows while allowing users to complete the signature requirements configured by their agency.

1. Open Your User Profile

Before completing medication signatures, configure your personal PIN and saved signature when those options are used by your agency.

• Select the First Due logo in the upper-left corner.
• Select your name or profile image near the bottom of the menu.
• Select Settings.
• Your user account settings open.

2. Set Your Personal 4-Digit PIN

Within your user profile, locate the PIN setting.

• Select Edit or Reset, as applicable.
• If a PIN is already configured, the system displays an Old PIN field.
• Enter your new 4-digit numeric PIN.
• Enter the same PIN again in the confirmation field.

Your PIN can then be used during applicable medication events that require PIN authentication.

3. Configure a Saved Signature

Within the same user profile, locate the signature setting.

• Create or update the signature saved to your profile.
• Review the signature before continuing.

When agency configuration permits saved signatures, the Fill option can use the signature stored in your profile during an applicable signature workflow.

4. Save Your Profile Configuration

After configuring your 4-digit PIN and saved signature:

• Review the updated profile information.
• Select Save.
• Confirm the changes are saved before leaving the page.

Your PIN and saved signature are then available for applicable medication signature workflows according to agency configuration.

Complete Medication Signatures

1. Complete a Medication Event

Complete the applicable medication event, such as:

• Usage
• Transfer
• Remove
• Receive
• Count
• Custody Exchange

When the event is ready to be finalized, select Sign and Finish.

Depending on the workflow, agency configuration, and permissions, Complete and Sign Later may also be available.

2. Enter Seal Numbers if Required

For applicable Counts or Custody Exchanges involving a sealed Med Kit, enter the required seal number or numbers before continuing to signatures.

Seal requirements depend on the Med Kit configuration and medication event being completed.

3. Review the Signature Requirements

The Signatures window displays the signer positions configured for the medication event.

Depending on agency configuration:

• One or more users may be required.
• Additional users may be optional.
• The first user generally defaults to the currently signed-in user.
• Use Select User to change the selected signer when appropriate.

Applicable validation methods include:

Controlled Substance Events

• Signature and PIN

Non-Controlled Substance Events

• Signature and PIN
• Signature Only
• None

4. Authenticate with a PIN When Required

If your agency requires Signature and PIN:

• Verify that the correct user is selected.
• Enter that user's personal 4-digit PIN.
• Continue after the PIN is accepted.

PIN authentication may be configured for controlled substance or non-controlled substance events according to the applicable signature configuration.

5. Use Your Account Password if No PIN Is Configured

If Signature and PIN is required but the selected user has not configured a personal PIN, that user must enter their First Due account password.

This is the same password used to sign in to First Due.

6. Capture Your Signature

Depending on agency configuration, available signature options may include:

• Fill — Uses the signature saved in the user's profile.
• Pencil icon / Click to add signature — Allows the user to manually sign.

When manually signing:

• Select the Pencil or signature field.
• Sign using the available touchscreen, mouse, or supported input method.
• Select Clear if the signature needs to be entered again.
• Select Save when complete.

7. Capture Additional Required Signatures

If additional required signers are configured:

• Select the next signer using Select User.
• Have that user complete the applicable PIN or password authentication.
• Capture their signature.
• Repeat until all required signer positions are complete.

Optional signer positions do not have to be completed before the event can be submitted.

Successfully completed signer positions display a confirmation indicator.

8. Add a User from Outside the Agency (Optional)

If the workflow permits an external signer, select User from outside agency.

Enter the required external signer information:

• Name
• ID Type
• Agency

Available ID Types may include:

• Pharmacist
• Doctor
• Nurse
• Administrator
• Other

A License / ID Number may also be entered when applicable.

After entering the external user's information, capture their signature and save it.

9. Complete a Signature-Only Event

Some agencies may configure applicable non-controlled substance events to require Signature Only without PIN authentication.

When configured this way:

• No PIN or password authentication field appears.
• Select the applicable user.
• Complete the required signature.
• Save the completed signature.

📝 Important Note:

Signature Only applies to non-controlled substance events.

10. Complete a Non-Controlled Event with No Signature Requirement

Non-controlled substance events can also be configured with None as the validation method.

When None is configured:

• No PIN is required.
• No signature is required.
• Selecting Sign and Finish completes the applicable event without a signature-validation step.

Finalize Pending Signatures

Pending Signatures are medication events that have already been completed using Complete and Sign Later but still require one or more signatures according to the agency's configured signature requirements.

The medication action and associated inventory changes have already taken effect. Pending Signatures identify the outstanding documentation that must still be completed.

For example, a Usage or Remove event completed using Complete and Sign Later may already have reduced a pouch's quantity below Min and caused the medication card to display red Restock Needed, even though the signature has not yet been completed.

Depending on permissions, users may see their own Pending Signatures, while supervisors or other authorized personnel may also be able to view outstanding signatures associated with other users.

1. Review Pending Signatures

Navigate to the Medications Dashboard and review Pending Signatures.

Pending Signature information may include:

• Med Kit
• Medication action or workflow
• Date and time
• User associated with the event

Depending on assigned permissions, supervisors or other authorized users may also be able to view outstanding signatures associated with other users.

2. Complete a Pending Signature

• Locate the applicable event under Pending Signatures.
• Select Sign.
• Review the required signer positions.
• Complete the applicable PIN or password authentication.
• Capture the required signature or signatures.
• Select Save after all required signer positions are complete.

The Pending Signature is resolved once the required signature process has been completed.

Best Practices

• Ensure end users who need to sign workflows have the Account - Update permission so they can manage their personal PIN and saved signature.
• Configure a personal 4-digit numeric PIN before performing medication workflows when your agency uses Signature and PIN authentication.
• Save a profile signature when your agency permits use of the Fill option.
• Always select Save after changing your PIN or saved signature.
• Keep your PIN private and never allow another user to authenticate using your credentials.
• Confirm the correct signer is selected before entering a PIN, password, or signature.
• Remember that controlled and non-controlled substance events can have different signature requirements.
• Remember that Signature Only and None are non-controlled substance validation options.
• Verify required seal numbers before completing signatures for applicable sealed Med Kit workflows.
• Ensure required signers are available when completing events that require multiple users.
• Distinguish a saved draft from Complete and Sign Later. A draft preserves an unfinished workflow, while Complete and Sign Later completes the applicable transaction and leaves only the signature outstanding.
• Remember that inventory changes occur immediately when Complete and Sign Later is used.
• Review the resulting inventory status after applicable events; inventory exactly at Min remains yellow, while inventory below Min displays red Restock Needed.
• Resolve Pending Signatures according to agency documentation policies.
• Supervisors should review outstanding signatures when their permissions allow them to do so.
• Verify that all required signer positions are complete before selecting Save.
• Accurately document external signer information when someone outside the agency participates in the event.

Troubleshooting & FAQs

Why does my signature workflow look different from another user's or another agency's workflow?

Medication signature requirements are configurable. Your agency determines the applicable validation method, number of signer positions, required or optional signers, eligible personnel, and whether saved signatures or other options are available.

How many users can be configured for a medication event?

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

Do all configured users have to sign the medication event?

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

How do I set my medication signature PIN?

Open your user Settings, locate the PIN setting, enter a new 4-digit numeric PIN, confirm it, and save your profile.

Why do I receive a Forbidden error when I try to access my user profile?

Your role may not have the Account - Update permission. This permission is required to access and update your user profile.

Administrators can configure it from:

Admin module > Roles & Permissions > Admin > Account - Update

Who should have Account - Update?

It is recommended for end users who need to sign workflows across the platform or perform medication actions that rely on profile-based authentication or signatures.

Why do I see four dots even though I have never created a PIN?

The PIN setting may display masked dots even when you have not previously configured a PIN. Select Edit or Reset, then enter and confirm your new 4-digit PIN.

How do I save my signature for future medication events?

Open your user profile in Settings, create or update the saved signature, and select Save. When permitted by agency configuration, Fill can use that signature.

Why don't I see the Fill option?

Your agency may not permit saved profile signatures for that workflow. When signature capture is required, manually enter the signature instead.

Why am I being asked for a PIN?

Your agency has configured Signature and PIN authentication for the applicable medication event.

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

When Signature and PIN is configured, users without a PIN saved to their profile must enter their First Due password.

Do controlled and non-controlled substance events always have the same signature requirements?

No. The signature requirements can be configured separately.

Can a controlled substance event use Signature Only?

Based on the current Medications signature configuration, Signature Only is a non-controlled substance option. Controlled substance signature workflows use their applicable controlled substance signature configuration.

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

Yes. Non-controlled substances support None as a validation method. When configured as None, the event completes without signature validation.

Why don't I see some users when selecting a signer?

Agency administrators can restrict eligible users by Rank or Qualifier. Qualifiers originate from the Scheduling module. When no Rank or Qualifier restrictions are configured, the personnel selection remains unrestricted by those criteria.

Why don't I see any Qualifiers available in signature setup?

Qualifiers originate from the Scheduling module. If your agency does not use Scheduling qualifiers or none are available, the Qualifier list will not contain options.

Why can't I save after signing?

Review the signer positions. Another required user may still need to complete authentication and their signature.

Can someone outside my agency sign?

When the workflow permits it, yes. Select User from outside agency, enter the required information, and capture the external user's signature.

What does Complete and Sign Later do?

It completes the supported medication transaction immediately and leaves the configured signature outstanding. The event then appears in Pending Signatures for later completion.

Does Complete and Sign Later delay the inventory change?

No. The inventory transaction has already been completed. Quantities and applicable Par and Min status update immediately.

If Complete and Sign Later reduces inventory exactly to Min, will the medication turn red?

No. Under the current inventory logic, inventory exactly at Min remains yellow when both Par and Min are configured. Red Restock Needed begins when inventory drops below Min.

What happens if Complete and Sign Later reduces inventory to zero?

The inventory transaction is applied immediately. When Par and/or Min is configured, the zero-quantity Medication Form can remain visible on the Med Kit Overview as red Restock Needed, but no physical inventory is available for medication actions.

Does Complete and Sign Later apply to every medication workflow?

No. Availability depends on the workflow, permissions, and agency configuration. An active Custody Exchange, for example, requires completion of its transferring and receiving provider signature process and does not use Complete and Sign Later.

Where do I find medication events that still need my signature?

Open the Medications Dashboard and review Pending Signatures.

Can supervisors see Pending Signatures for other users?

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

Why isn't my unfinished Count under Pending Signatures?

If the Count was saved using Save as Draft, it remains an unfinished Count rather than a completed transaction awaiting a signature. Use Resume Count for the applicable Med Kit to continue it.

What is the difference between Save as Draft and Complete and Sign Later?

Save as Draft preserves an unfinished workflow so it can be resumed. Complete and Sign Later completes the supported medication transaction and applies its inventory changes, leaving only the signature requirement outstanding.