Medications Setup - Count Scheduler
Purpose Statement
The Medication Count Scheduler allows agencies to automate recurring medication counts and custody exchanges for assigned Med Kits. This feature ensures accountability, compliance, and accurate narcotics tracking by prompting users to complete required counts based on a defined schedule.
By using the scheduler, agencies can reduce manual tracking, improve oversight, and maintain audit-ready documentation.
Background Information
Medication counts and custody exchanges are critical for maintaining controlled substance compliance and operational readiness. The Count Scheduler enables administrators to:
Create recurring count schedules
Automate custody exchange counts
Assign schedules to specific Med Kits
Monitor upcoming and completed events
Schedulers can be configured using flexible scheduling types to meet agency policies, including rotation-based schedules and monthly intervals.
Required Permissions
Users must have appropriate Medication configuration permissions, including:
Access to the Medications module
Permission to access Setup
Ability to Create, Edit, and Delete Count Schedulers
Permission to assign Med Kits
If a user cannot see the Count Scheduler option, verify their role includes Medication Setup access.
Video
Step-by-Step Guide
1. Navigate to Count Scheduler
Go to Medications.
Select Setup.
Click Count Scheduler.
2. Search Existing Schedulers (Optional)
You can search for existing scheduled counts or custody exchanges using filters:
Use one or more filters:
Name
Assigned To
Schedule Type
Click Apply to filter results.
Click Reset to clear all selected filters.
All columns (except Event) can be sorted in ascending or descending order.
Use the pagination options at the bottom of the grid to adjust how many schedulers display per page.
3. Create a New Count Scheduler
Click Add Scheduler.
4. Enter Scheduler Details
Complete the required fields:
Name – Description of the count or custody exchange
Start Date – Date the schedule begins
Due Time (optional) – Time the count or custody exchange is due
5. Enable Custody Exchange (Optional)
If enabled, this will perform a count during the custody exchange of the selected Med Kits.
6. Select a Schedule Type
Choose a scheduling option from the dropdown:
7. Three options requires additional configuration.
Custom
Set a cycle up to 31 days.
These are days in a rotation period from the Start Date, not calendar days of the month.
Now select the days the count will fall on from the Start Date.
Example here the count will fall on the first, fourth, and nineteenth day from the start date.
Custom Monthly
Select a Day of the Month.
Use the options dropdown to choose:
One option
Multiple options
All options for the selected day
Every X Months
Enter the number of months between each required count.
8. Assign Med Kits
Select one or more Med Kits from the dropdown.
Assign them to the scheduler.
9. Complete Scheduler Creation
Click Done to create the count scheduler.
10. Managing Existing Schedulers
Actions Column Options
From the Actions column, you can:
Click the X icon to change the scheduler status
Click the Pencil icon to edit an existing scheduler
Click the Trash Can icon to delete a scheduler
Changing Scheduler Status
Click the X icon.
Review the confirmation modal.
Confirm the status change.
Deleting a Scheduler
Click the Trash Can icon.
Review the deletion confirmation modal.
Confirm deletion.
Note: Once deleted, the count scheduler cannot be recovered.
Best Practices
Use clear, descriptive names (e.g., “Station 1 Monthly Narcotics Count”).
Align schedule types with your agency’s controlled substance policy.
Utilize Due Time to reinforce accountability.
Regularly review active schedulers to ensure assignments remain accurate.
Avoid deleting schedulers unless permanently discontinuing the process—consider changing status instead.
Troubleshooting & FAQs
Q: I don’t see Count Scheduler under Setup.
A: Verify you have Medication Setup permissions assigned to your role.
Q: What happens if I delete a scheduler by mistake?
A: Deleted schedulers cannot be recovered. A new scheduler must be created.
Q: What is the difference between Custom and Custom Monthly?
A:
Custom uses a rotation cycle based on the start date.
Custom Monthly schedules counts on a specific day of the calendar month.
Q: Can I assign multiple Med Kits to one scheduler?
A: Yes, multiple Med Kits can be selected and assigned.
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