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 Med Kit contains 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 medication signature workflows.

Background Information

Medication signatures are used to validate and finalize 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:

• No signature
• Signature only
• Signature and PIN
• One or more required signers

Some agencies may require multiple users to sign controlled substance events, while non-controlled substance events may require fewer signatures or no signature at all.

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 and the outstanding signature is added to Pending Signatures on the Medications Dashboard.

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 require 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.

Video

Medications Par Management

Par management does not change how a user's signature is captured, but medication events that affect pouch-level inventory are finalized according to the agency's signature requirements.

For supported workflows, selecting Complete and Sign Later completes the medication transaction before the signature is collected. This means pouch-level inventory, including applicable Par, Min, and Restock Needed status, is updated immediately while the signature remains outstanding.

When Par and Min values are configured, medication cards use color-coding to communicate inventory status:

• Red – Restock Needed: Available quantity is at or below the configured Min.
• Yellow – Monitor: Available quantity is above Min but at or below Par.
• Yellow – Monitor when Min is not configured: Available quantity is at or below Par.
• Light Gray – Well Stocked: Available quantity is above Par.
• Light Gray – No applicable threshold: A medication may also appear light gray when no Par is configured and inventory remains above Min, or when neither Par nor Min is configured.

Because the inventory transaction is already applied when Complete and Sign Later is used, users should resolve pending signatures promptly according to agency documentation requirements.

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 required signatures without these settings; however, when authentication is required, they will need to enter their First Due account password and manually provide their signature each time. Configuring a PIN and saved signature reduces repetitive data entry while still allowing users to satisfy their agency's configured signature requirements.

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 will 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.
• Select Save when finished.

3. Configure a Saved Signature

Within the same user profile, locate the signature setting.

• Create or update the signature saved to your profile.
• Save the updated profile.

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

4. Save Your Profile Configuration

After configuring your personal 4-digit PIN and saved signature, select Save to save the changes to your user profile.

Confirm your profile changes are saved before leaving the page. Your PIN and saved signature will then be available for applicable medication signature workflows based on your agency's 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 Counts or Custody Exchange 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 number of users required to complete the event.

Depending on agency configuration, you may see anywhere from one to multiple required signers.

• Review the required signer positions.
• The first signer generally defaults to the currently signed-in user.
• Use Select User to change the signer when appropriate.

Controlled Substance Events:

• Signature & PIN
• Signature Only

Non-Controlled Substance Events:

• Signature & PIN
• Signature Only
• No Signature or PIN Required

4. Authenticate with a PIN When Required

If your agency requires PIN authentication:

• Verify that the correct user is selected.
• Enter that user's personal 4-digit PIN.
• Once the PIN is accepted, continue to the signature step.

PIN authentication may be configured for controlled substances, non-controlled substances, or both.

5. Use Your Account Password if No PIN Is Configured

If your agency requires PIN-based authentication but the selected user does not have a personal PIN configured, the 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 and sign within the available signature area using a touchscreen, mouse, or other supported input method.
• Select Clear if the signature needs to be entered again.
• Select Save when complete.

7. Capture Additional Required Signatures

If more than one signer is required:

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

Successfully completed signers 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, including:

• 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.

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 to satisfy the agency's configured signature requirements. The medication action and associated inventory changes take effect immediately, while the outstanding signature is placed in Pending Signatures on the Medications Dashboard for later completion. Depending on permissions, users may see their own pending signatures, while supervisors or other authorized personnel may also be able to view outstanding signatures for 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.
• Once all required signatures are complete, select Save.

The pending signature is resolved once the required signature process has been satisfied.

Best Practices

• Ensure end users who need to sign workflows or perform medication actions have the Account - Update permission so they can manage their PIN and saved signature.
• Configure your personal 4-digit numeric PIN before performing medication workflows when your agency uses PIN authentication.
• Save a profile signature when your agency permits the Fill option.
• Keep your PIN private and never allow another user to authenticate with your credentials.
• Confirm the correct user is selected before entering a PIN, password, or signature.
• Remember that signature requirements may differ between controlled and non-controlled substance events.
• Verify required seal numbers before beginning the signature process for sealed Med Kits.
• Ensure all required signers are available when completing workflows that require multiple signatures.
• Use Complete and Sign Later only when permitted by agency policy.
• Resolve pending signatures promptly.
• Supervisors should review outstanding signatures when their assigned permissions allow them to do so.
• Verify all required signer positions are complete before selecting Save.
• Accurately document external signer information when someone outside the agency participates in the medication event.

Troubleshooting & FAQs

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

Signature requirements are configurable. Your agency determines how many signers are required, whether PIN authentication is used, whether saved signatures are allowed, and whether controlled and non-controlled substance events have different requirements.

How do I set my medication signature PIN?

Open your user Settings, locate the PIN setting, and enter a new 4-digit numeric PIN and confirmation. Select Save when finished.

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, including your personal medication PIN and saved signature.

Contact your agency administrator to request access. Administrators can configure this permission from Admin module > Roles & Permissions > Admin > Account - Update.

Who should have the Account - Update permission?

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

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

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

How do I save my signature for future medication events?

Open your user profile in Settings, create or update your saved signature, and save the profile. If your agency allows profile-filled signatures, the Fill option can then use that signature.

Why don't I see the Fill option?

Your agency may not allow users to apply saved profile signatures for that workflow. When signature capture is required, you can manually sign instead.

Why am I being asked for a PIN?

Your agency has configured PIN authentication for the applicable medication event or Med Kit type.

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

If PIN authentication is required but you do not have a PIN configured, the system requires your First Due account password for authentication.

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

No. Agencies can configure different signature requirements for controlled and non-controlled medication events.

Why can't I save after signing?

Review the signer positions in the Signatures window. Another required signer may still need to authenticate and complete their signature.

Can someone outside my agency sign?

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

What does Complete and Sign Later do?

It completes the medication transaction and updates inventory while leaving the signature outstanding. The event is added to Pending Signatures on the Medications Dashboard for later completion.

Does Complete and Sign Later apply to every medication workflow?

No. Availability depends on the workflow and agency configuration. For example, an active Custody Exchange requires the applicable providers to complete the 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.

What happens when no signature is required?

If your agency has configured the applicable medication event with no signature requirement, the event finalizes without requiring a signature capture step.