Medications Setup - Add Medication

Medications Setup - Add Medication

Purpose

The purpose of this article is to explain how to add a new medication within the Medications Setup area. Properly configuring medications ensures accurate inventory tracking, compliant handling of controlled substances, and consistent documentation across counts, usage, transfers, and audits.

Background Information

The Medications Setup area allows agencies to define medications that will be used throughout the Medications module. Each medication must have at least one Form, which defines how the medication is packaged, dosed, and tracked.

Administrators can configure:

  • Medication forms and default packaging

  • Dose and volume units

  • Controlled substance scheduling

  • Serial number requirements

Accurate medication setup is critical for compliance, reporting, and daily operational workflows.

Required Permissions

To add or manage medications, users must have:

  • Medication Setup - Active Form -- Allow

Users without setup permissions will not be able to add or modify medications.

Video


Step-by-Step Guide

1. Navigate to Medication Setup

  • Navigate to the Medications module

  • Select Setup

Lets begin by navigating to the Medication module and selecting Setup.

 

2. Open Medications Configuration

  • From Setup, select Medications

  • Click Add Medication

From the setup select Medications and then select Add Medication.

 

3. Select Medication Name

  • From the Medication Name dropdown:

    • Scroll through the list, or

    • Begin typing to filter available medications

Now from the Medication Name dropdown you can scroll through the list or begin typing to filter the list of medications.

 

4. Add a Medication Form

  • Once a medication is selected:

    • A default form is required

  • Click Add Form to begin creating a form

Once a medication is selected a default form is required however we need to create a form or forms by selecting Add Form.

 

5. Select Form Type

  • Use the Form dropdown to select the appropriate packaging type

Begin by using the Form dropdown and selecting the appropriate form from the list.

 

6. Configure Dose

  • Enter the Dose as a numeric value

  • Select the Dose Unit from the dropdown

Now set the Dose in numeric value select the Dose Unit using the dropdown.

 

7. Configure Volume

  • Enter the numeric value the medication comes in

  • Select the Volume Unit from the dropdown

Set the numeric value that this medication comes in then select a Volume Unit using the dropdown.

 

8. Save the Form

  • Once all form information is complete:

    • Click Save

Once all Form information is completed select Save.

 

9. Manage Default and Additional Forms

  • The first form created is automatically set as the Default Form

  • To add additional forms:

    • Click Add Form and repeat the process

  • If multiple forms exist:

    • Select which form should be the default

Now once you have one form created it will auto set as the default form.

 

10. Manage Forms

  • From the Actions column:

    • Pencil Icon – Edit form information

    • X Icon – Deactivate the form

      • Forms can be reactivated using the Checkmark

    • Trash Can Icon – Permanently delete the form

      • Recommended: Deactivate instead of deleting to preserve history

 

11. Configure Controlled Substance Schedule (If Applicable)

  • If the medication is a controlled substance:

    • Select the appropriate Class Schedule

If this medication is a Controlled Substance you can set the Class schedule it falls in.

 

12. Enable Serial Number Requirement (Optional)

  • Enable the Require Serial Number toggle if serial tracking is required

  • Enter:

    • Medication Short Code

    • Last Serial Number

If requiring a serial number enable the toggle.

 

13. Understand Serial Number Behavior

  • If Require Serial Number is enabled but:

    • Short Code and Last Serial Number are left blank

  • The system will use the global department serial number sequence

Selecting this icon lets you know if enabling the Require serial number and you leave the Short Code along with the Last serial number blank it will use the global department serial number sequence.

 

14. Create the Medication

  • Once all required fields are complete:

    • Click Create

Once completed select Create.

 

15. Confirm Medication Creation

  • A confirmation message will display indicating the medication was created successfully

A confirmation will appear that medication was created.

Best Practices

Do’s

  • Create clear and accurate medication forms for each packaging type

  • Use deactivation instead of deletion to preserve audit history

  • Verify controlled substance schedules before saving

Don’ts

  • Do not create duplicate medications with slightly different names

  • Avoid deleting forms unless absolutely necessary

Tips & Recommendations

  • Use consistent naming conventions for medications and forms

  • Configure serial number tracking for high-risk or controlled medications

  • Review medication setup after policy or regulatory changes

Troubleshooting & FAQs

Unable to add a medication

  • Verify you have Medications Setup permissions

Form not appearing during usage

  • Confirm the form is active and not deactivated

Serial numbers not incrementing correctly

  • Check whether the medication is using a local or global serial sequence

Wrong default form selected

  • Edit forms and set the correct default before saving changes


    • Related Articles

    • Medications Setup: Notification settings for Default Occurrence Reports

      Purpose To explain how to set notifications for Medication occurrence reports. Information Currently, any users who are selected for occurrence reports will receive an email notification when either of the following situations occurs: 1) When ...

    • 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 ...

    • Medications-Managing Vendors

      Purpose Statement This article explains how to create a Vendor Source List entry for pharmacies so medications can be properly received and tracked within the Medications module. Creating vendors with the correct type ensures accurate inventory ...

    • Fire Incident Setup - EMS Module - Configuration Fields

      Purpose Statement The Configuration Fields section of the Fire Incident EMS Module allows administrators to customize treatment and medication options to align with local protocols and operational standards. This feature enables departments to: ...

    • Medications Setup- Signature

      Purpose Statement The Medication Signature Settings allow agencies to configure validation requirements for administering and documenting Controlled and Non-Controlled Substances. This ensures proper authorization, compliance with regulatory ...