Purpose Statement

This article explains how to complete medication signature requirements within the First Due Medications module, including signatures captured during medication events and signatures completed later from the Medications Dashboard.

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 to configure a personal four-digit PIN and saved signature in your First Due user profile to streamline applicable medication signature workflows.

Background Information

Medication signatures help agencies document and validate medication activities performed within the Medications module.

Applicable medication events include:

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

Depending on the agency's configuration and available features, additional events may also have signature requirements.

Agency-Configured Signature Requirements

Each agency determines its signature requirements for individual medication events.

Depending on the event and configuration, agencies may require:

• Signature and PIN authentication.
• Signature Only for applicable non-controlled substance events.
• No signature validation for applicable non-controlled substance events.
• One or more required signatures.
• Additional optional signatures.
• Specific personnel based on Rank or Qualifier restrictions.
• Signatures from personnel outside the agency, when permitted.

Required Permissions

Users need the appropriate permissions for the medication events and signature functions they perform.

Applicable access and permissions include:

• Medications Module Access: Required to access applicable medication workflows.
• Medication Event Permissions: Required to complete the specific medication action, such as Usage, Transfer, Remove, Receive, or Count.
• Complete and Sign Later: Applicable permission required to use this option for supported medication events.
• Medications Dashboard Access: Required to access Pending Signatures from the Dashboard.
• Pending Signatures Access: Applicable permissions determine which outstanding signatures users can view or manage.
• Account - Update: Required to access and update the user's profile, including configuring a personal PIN and saved signature.

Administrators can locate the profile permission under: Admin → Roles & Permissions → Admin → Account - Update

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Signature Roles & Authentication Methods

Agencies can configure up to four signature roles for an applicable medication event.

Signature role titles are customizable. For example, a medication event may display roles such as User 1, Transferring Provider, Receiving Provider, or Witnessing Provider, depending on the agency's configuration.

Each configured role may have its own eligibility restrictions and required or optional status.

Signature Authentication Methods

Medication signature authentication depends on the agency's configuration.

Signature and PIN

The selected provider must authenticate using a personal four-digit PIN.

If the provider has not configured a PIN, First Due requests their account password instead.

After successful authentication, the provider completes the required signature.

Signature Only

For applicable non-controlled substance events, agencies may require a signature without PIN or password authentication.

None

For applicable non-controlled substance events, agencies may disable signature validation.

Controlled substance events require their applicable signature validation and cannot use the non-controlled substance Signature Only or None settings.

Complete and Sign Later

For supported medication events, users with the applicable permission may see Complete and Sign Later.

This option allows the medication transaction to be completed immediately while its required signatures remain outstanding.

The event then appears under Pending Signatures on the Medications Dashboard.

For inventory-changing events, the transaction is applied when Complete and Sign Later is selected. Applicable inventory quantities and Par and Min status are updated even though the signature documentation remains pending.

Important Notes:

• Complete and Sign Later is permission-based and is not available for every medication workflow.
• Active Custody Exchanges require their configured signatures to be completed during the exchange and do not support Complete and Sign Later.
• Saving an unfinished Count as a draft is different from completing an event using Complete and Sign Later.

Step-by-Step Guide

Configure Your Personal PIN and Saved Signature

Configuring a personal four-digit PIN and saved signature can make medication signature workflows faster and more efficient.

Users can still complete applicable signature workflows without these profile settings. However, when PIN authentication is required and no PIN is configured, the user must enter their First Due account password.

When a saved signature is unavailable, the user must manually capture their signature.

1. Open Your User Profile

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

2. Configure Your Personal Four-Digit PIN

• Within your user profile, locate the PIN setting.
• Select Edit or Reset, as applicable.
• If a PIN is already configured, enter the existing PIN in the Old PIN field when prompted.
• Enter your new four-digit numeric PIN.
• Enter the same PIN in the confirmation field.
• Save the updated PIN according to the available profile controls.

Important Considerations:

• The PIN setting may display four masked dots even if you have never configured a PIN.
• When setting a PIN for the first time, enter the new PIN and confirmation.
• Your PIN is used during applicable medication events requiring Signature and PIN authentication.

3. Configure a Saved Signature

• Within your user profile, locate the saved signature setting.
• Create or update your signature using the available signature input field.
• Review the signature for accuracy.
• Save the signature according to the available profile controls.
• Confirm that the signature has been retained in your profile.

4. Save Your Profile Changes

• Review your updated PIN and signature settings.
• Select Save to retain the applicable changes.
• Confirm that your profile information has been updated before leaving the page.

Complete Signatures During a Medication Event

The signature workflow displayed during a medication event reflects the agency's configuration for that event.

The number of roles, role titles, authentication requirements, and available personnel may differ between medication actions.

1. Complete the Applicable Medication Event

• Navigate to the Medications module.
• Open the applicable Med Kit or medication workflow.
• Complete the required medication action, such as Usage, Transfer, Remove, Receive, or Count.
• Review the event information before proceeding.
• When ready to complete the event, select Sign and Finish.
• If available and appropriate, select Complete and Sign Later to complete the transaction while leaving the signatures pending.

Important Considerations:

• Complete and Sign Later is only available for supported workflows when the user has the applicable permission.
• If Complete and Sign Later is unavailable, the required signatures must be completed before the event can be finalized.
• Selecting Close during an unfinished event can cause unsaved event progress to be lost.

2. Enter Seal Information When Required

Some medication events, including applicable Counts and Custody Exchanges, may require seal information before proceeding to signatures.

• Review the seal requirements displayed during the workflow.
• Enter the required physical seal number.
• Select the Plus (+) icon when prompted to add the seal number.
• Repeat for any additional required seals.
• Verify that the entered information matches the physical Med Kit.
• Continue to the signature process.

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

3. Review the Configured Signature Roles

When the signature window opens, review the signature roles displayed at the top of the screen.

• Identify the first signature role.
• Review the role title.
• Determine whether the role is required.
• Select each additional signature role to review its requirements.
• Identify the personnel who must complete the required signatures.

Important Considerations:

• Agencies can configure up to four signature roles for a medication event.
• Signature role titles may be customized.
• Required roles are identified by a red asterisk.
• Optional signature roles do not have to be completed before the event can be saved.
• Personnel available for selection may be limited by Rank or Qualifier restrictions.

4. Select the Appropriate Provider

• Select the signature role you are completing.
• Review the provider currently selected.
• If necessary, use the available personnel selection control to select another provider.
• Search for the appropriate individual when needed.
• Confirm that the selected provider matches the person who is completing the signature.

Important Considerations:

• The currently logged-in user may be selected by default for the initial signature role.
• Available personnel may include the entire agency roster or a restricted group of users.
• Agency administrators can configure Rank or Qualifier restrictions for individual signature roles.
• An outside agency signer may be available when permitted by the agency's configuration.

5. Authenticate Using a PIN

If the agency requires Signature and PIN validation:

• Verify that the correct provider is selected.
• Enter the provider's personal four-digit PIN.
• Allow First Due to validate the PIN.
• Review the provider information displayed after successful authentication.
• Continue to the signature capture field.

Depending on the workflow, the displayed information may include:

• Provider name
• ID Type or certification
• Email address

6. Authenticate Using an Account Password When No PIN Is Configured

If Signature and PIN is required but the selected provider has not configured a personal PIN, First Due requests the provider's account password.

• Verify that the correct provider is selected.
• Have the provider enter their First Due account password.
• Select Continue.
• Wait for First Due to verify the credentials.
• Review the provider information displayed after successful authentication.
• Continue to signature capture.

7. Capture the Provider's Signature

After completing the applicable authentication:

• Review the selected provider's information.
• Locate the signature field.
• If a saved profile signature is available and permitted, select Fill.
• If Fill is unavailable, manually capture the signature using the available input method.
• Review the captured signature.
• If necessary, clear and re-enter the signature.
• Continue to the next required signature role or save the completed signatures when all requirements have been satisfied.

Important Considerations:

• The Fill button may be disabled or grayed out when the selected provider does not have a saved signature.
• A saved signature can only be used when permitted by agency configuration.
• Manual signatures can be captured using a touchscreen, mouse, trackpad, or another supported input method.

8. Complete Additional Required Signatures

If the medication event requires additional signatures:

• Select the next signature role at the top of the signature window.
• Verify whether the role is required.
• Select the appropriate provider.
• Complete the applicable PIN or password authentication.
• Capture the provider's signature.
• Repeat for each remaining required signature role.
• Review the signature roles before saving.

Important Considerations:

• Required signature roles are identified by a red asterisk.
• Optional roles do not prevent the event from being completed when left unsigned.
• Completed or satisfied roles may display a confirmation indicator.
• Attempting to save before completing all required roles results in a validation error.

9. Add a Signer from Outside the Agency (If Applicable)

Some agencies permit signatures from individuals who do not have a First Due user account within the agency.

When enabled, User from outside agency appears as an option in the personnel selection list.

• Select the applicable signature role.
• Open the personnel selection list.
• Select User from outside agency.
• Enter the external signer's Name.
• Select the applicable ID Type.
• Enter the signer's License / ID Number.
• Enter the signer's Agency or organization.
• Have the external signer manually capture their signature using the available input method.
• Review the information for accuracy.
• Continue to the remaining required signatures or select Save when all requirements have been satisfied.

Important Considerations:

All four identification fields are required for an outside agency signer:

• Name
• ID Type
• License / ID Number
• Agency

Available ID Types may include Pharmacist, Doctor, Nurse, Administrator, or Other. The availability of outside agency signers depends on agency configuration.

10. Complete a Signature-Only Event

For applicable non-controlled substance events, an agency may configure Signature Only validation.

When Signature Only is configured:

• Complete the applicable medication event.
• Open the signature workflow.
• Select the appropriate provider.
• Capture the required signature.
• Complete any additional required signature roles.
• Select Save when all requirements have been satisfied.

11. Complete a Non-Controlled Substance Event Without Signature Validation

Agencies may configure applicable non-controlled substance events with None as the validation method.

When None is configured:

• Complete the applicable medication event.
• Review the event information.
• Select Sign and Finish.
• The event completes without a signature-validation step.

12. Save and Finalize the Medication Signatures

Once all required signatures have been captured:

• Review each signature role.
• Confirm that every required role has been completed.
• Verify that the correct personnel were selected.
• Review any external signer information.
• Select Save.
• Allow First Due to validate the signature requirements.
• Confirm that the event has been completed.

Important Considerations:

• First Due prevents completion when required signatures are missing.
• Optional signature roles do not have to be completed.
• Depending on the medication event, additional prompts may appear after saving.

Complete Pending Signatures from the Medications Dashboard

Pending Signatures are medication events that were completed using Complete and Sign Later but still require their configured signature documentation.

The medication transaction has already been applied. Completing the pending signature satisfies the outstanding documentation requirement.

1. Locate Pending Signatures

• Navigate to the Medications Dashboard.
• Locate the Pending Signatures section.
• Review the outstanding medication events.
• Identify the event requiring your signature.

Pending Signature information may include:

• Med Kit
• Medication action or event
• Date and time
• Associated provider

Important Considerations:

• Users may see pending signatures associated with their own medication activity.
• Supervisors or other authorized personnel may be able to review additional pending signatures depending on assigned permissions.
• A Count saved using Save as Draft does not appear under Pending Signatures. It remains an unfinished Count that can be accessed through Resume Count.

2. Open a Pending Signature

• Locate the applicable event under Pending Signatures.
• Select Sign.
• Review the signature roles displayed at the top of the signature window.
• Identify which roles are required.
• Select the appropriate signature role to begin.

The same agency-configured signature requirements apply when completing a pending signature as when signing during the original medication event.

3. Complete the Pending Signature Requirements

• Select the appropriate provider for the first required signature role.
• Complete the applicable PIN or password authentication.
• Review the provider information.
• Select Fill when a saved signature is available and permitted, or manually capture the signature.
• Select the next required signature role.
• Repeat the authentication and signature process for each remaining required role.
• Review all signature roles for completion.
• Select Save.
• Confirm that the pending signature has been resolved.

Important Considerations:

• Required signature roles must be completed before the pending signature can be finalized.
• Optional signature roles may remain unsigned.
• The original medication transaction and associated inventory changes were already completed when Complete and Sign Later was selected.

Best Practices

• Configure your profile in advance. Save a personal four-digit PIN and signature when supported by your agency.
• Verify profile permissions. Contact your administrator if you cannot access Settings to manage your PIN or signature.
• Protect your credentials. Never share your PIN or account password.
• Confirm the correct signer. Verify the selected provider before entering authentication information or capturing a signature.
• Review all signature roles. Toggle through the roles at the top of the signature window to identify every required signature.
• Look for the red asterisk. This indicates that the signature role is required.
• Understand agency-specific configuration. Role titles, required signatures, and eligible personnel can differ by medication event.
• Use Fill when available. Saved profile signatures can reduce repetitive manual entry.
• Capture manual signatures when necessary. A disabled Fill button may indicate that no saved profile signature is available.
• Verify external signer information. Enter all required identification details accurately when an outside agency signer participates.
• Use Complete and Sign Later appropriately. This option completes the supported medication transaction immediately and leaves only the signature documentation outstanding.
• Avoid closing unfinished events. Selecting Close before completing or saving the applicable workflow can result in lost progress.
• Distinguish drafts from pending signatures. Save as Draft preserves an unfinished Count, while Complete and Sign Later completes the transaction and creates a pending signature.
• Review inventory after medication actions. Inventory changes take effect immediately when a supported transaction is completed using Complete and Sign Later.
• Resolve Pending Signatures promptly. Follow agency policies for completing outstanding documentation.
• Keep required signers available. For events that do not support Complete and Sign Later, ensure the required personnel can complete their signatures before beginning.

Troubleshooting & FAQs

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

Medication signature requirements are configured by each agency. Role titles, the number of signatures, required or optional status, authentication methods, and eligible personnel can vary between medication events.

How many signature roles can be configured for a medication event?

Agencies can configure up to four signature roles for an applicable medication event.

Do all configured signature roles have to be completed?

No. Only roles marked as required must be completed before the event can be finalized. Optional roles may remain unsigned.

How do I know which signatures are required?

Select each signature role at the top of the signature window. Required roles are identified by a red asterisk.

Why can't I save after completing my signature?

Another required signature role may still be incomplete. Review each role and complete all required authentication and signatures before selecting Save.

How do I configure my personal medication PIN?

Open your user profile through First Due → Your Name or Profile Image → Settings. Locate the PIN setting, select Edit or Reset, enter and confirm a four-digit numeric PIN, and save your changes.

Why do I receive Request Denied or Forbidden when opening Settings?

Your user role may not have the Account - Update permission. Contact your agency administrator to review your permissions.

Why don't I see Settings in my user menu?

Your agency may not have granted the permission needed to access and update your account information.

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

The PIN setting may display four dots even when no PIN has been configured. Select Edit or Reset to enter a new PIN.

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

When Signature and PIN authentication is required, First Due requests the user's account password if they have not configured a personal four-digit PIN.

Can I use my saved signature for medication events?

Yes, when your agency permits saved profile signatures and you have a signature saved in your user profile.

Why is the Fill button grayed out?

The selected provider may not have a saved signature available. Agency configuration may also restrict the use of saved profile signatures. Manually capture the signature when necessary.

Can I manually sign instead of using Fill?

Yes. Use the available signature field and input method to capture the signature manually.

Can controlled substance events use Signature Only or None?

No. Signature Only and None are validation options for applicable non-controlled substance events. Controlled substance events require their configured signature validation.

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

Yes. Agencies can configure applicable non-controlled substance events with None as the validation method.

Why can't I find a particular provider in the personnel list?

The agency may have configured Rank or Qualifier restrictions for the selected signature role. These restrictions determine which personnel are eligible for that role.

Can someone outside my agency complete a signature?

Yes, when your agency permits outside agency signers for the applicable workflow.

What information is required for an outside agency signer?

The external signer's Name, ID Type, License / ID Number, and Agency are required. The individual must also provide their signature.

Why don't I see User from outside agency?

Your agency may not have enabled outside agency signers for the applicable signature workflow.

What does Complete and Sign Later do?

It completes a supported medication transaction immediately while leaving its configured signatures outstanding. The event appears under Pending Signatures on the Medications Dashboard.

Why don't I see Complete and Sign Later?

This option requires the applicable permission and is only available for supported medication workflows.

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

No. Active Custody Exchanges require completion of their agency-configured signature process before custody can be transferred.

What happens if I select Close during an unfinished medication event?

Unsaved progress may be lost. Complete the workflow or use an available save option before closing when appropriate.

Does Complete and Sign Later delay inventory changes?

No. The medication transaction is applied immediately. Inventory quantities and applicable Par and Min status reflect the completed transaction even while signatures remain pending.

What happens if Complete and Sign Later reduces medication inventory below Min?

The inventory change is applied immediately. When the resulting quantity falls below the configured Min threshold, the medication may display red Restock Needed status even though signatures remain pending.

Where can I find medication events that still need signatures?

Navigate to the Medications Dashboard and review Pending Signatures.

Can supervisors review Pending Signatures for other personnel?

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

Why isn't my unfinished Count listed under Pending Signatures?

A Count saved using Save as Draft remains an unfinished Count rather than a completed medication event awaiting signatures. Use Resume Count to continue it.

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

Save as Draft preserves an unfinished workflow. Complete and Sign Later completes the supported medication transaction and leaves the configured signature documentation outstanding.

Why does First Due recommend adding a Count after completing a medication Transfer?

For certain controlled substance workflows, First Due may display a prompt recommending a medication Count. Follow your agency's policies when determining whether to complete the additional Count.