Medications Setup- Signature

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 standards, and accountability in medication management workflows.

By setting signature requirements, agencies can enforce rank-based or qualification-based validation and require one or multiple authorized personnel to sign off as needed.

Background Information

Medication administration—especially Controlled Substances—requires strict documentation and oversight. The Signature Settings within the Medications module allow administrators to:

  • Define how users validate medication administration

  • Require one or multiple authorized signatures

  • Restrict signers by rank or qualification

  • Enable profile-based signature auto-fill

  • Ensure compliance with internal policies and regulatory standards

These settings can be configured separately for:

  • Controlled Substances

  • Non-Controlled Substances

Agencies may require stricter validation for Controlled Substances while allowing more flexibility for Non-Controlled medications.

Required Permissions

Users must have the following permissions:

  • Medications module access

  • Medication Setup/Configuration permissions

  • Administrative or configuration-level access

  • User profile editing permissions (for PIN and signature setup)

If users cannot access the Setup or Signature options, verify their role includes configuration permissions for the Medications module.

Video

 

Step-by-Step Guide

Step 1: Navigate to Medication Setup

  1. Navigate to the Medications module.

  2. Select Setup.

Begin by navigating to the Medications module and select Setup.

 

Step 2: Open Signature Settings

  1. Within Setup, select Signature.

  2. This page allows you to configure signature requirements for:

    • Controlled Substances

    • Non-Controlled Substances

Within the setup now select Signature.

 

Step 3: Select the Validation Method

Choose the appropriate validation method:

  • Signature Only – Requires a signature to validate.

  • Signature and PIN – Requires both a signature and PIN.

    • If a user does not have a PIN set, they will be prompted to enter their password.

  • None – No signature required.

  • Fill Signature from Profile – If a user has a saved signature in their profile, they can auto-fill instead of manually signing (see Steps 9–10).

Select the validation method that aligns with your agency’s policy.

 

Step 4: Define the Number of Required Signatures

  1. Select the +User button to add required signers.

  2. Check the Required box next to the user if that signature is mandatory.

Note:

  • If multiple users are selected, the system allows signatures from outside your agency.

  • This is useful for mutual aid or cross-agency validation workflows.

 

Step 5: Restrict Signatures by Rank

For each added User requirement:

  1. Use the Rank dropdown.

  2. Select all ranks that are eligible to sign.

Important:

  • If left blank, any person within your agency can sign.

  • Use rank restrictions to enforce supervisory or command-level sign-off.

For each User you can select a Rank or Ranks that the User must have to sign.

 

Step 6: Restrict Signatures by Qualifiers (Optional)

If applicable:

  1. Use the Qualifier dropdown.

  2. Select all required qualifications.

This ensures only properly credentialed personnel (e.g., Paramedic, AEMT) can validate medication administration.

You can also set Qualifiers (if applicable) that the user must have to sign.

 

Step 7: Configure Non-Controlled Substance Settings

  1. Repeat the same configuration process for Non-Controlled Substances.

  2. You may use the Copy Controlled Substance Settings option to duplicate your configuration and make adjustments as needed.

Now repeat the process for your Non Controlled Substances.

 

Step 8: Save Your Settings

  1. Select Save.

  2. Confirm the message: “Signature Setting saved successfully.”

This confirms your changes have been applied.

When completed with setting your signature settings select Save and notice the Signature Setting saved successfully to confirm changes.

 

Step 9: Add a PIN or Signature to a User Profile

  1. Select your Name at the bottom of the module stack.

  2. Click Settings.

To enter a PIN or add a signature to your profile navigate to your Name and select Settings.

 

Step 10: Configure PIN and Signature

  1. From the Settings tab:

    • Enter or update your PIN.

    • Add or upload your Signature.

  2. Select Save to apply changes.

Users must complete this step to utilize Signature + PIN or Fill from Profile options.

From the Settings tab you are able to set a PIN and add your signature.

Best Practices

  • Require Signature + PIN for Controlled Substances to enhance compliance.

  • Use Rank restrictions for supervisory oversight.

  • Apply Qualifier restrictions for credentialed medication administration.

  • Regularly audit signature requirements to align with policy updates.

  • Ensure all personnel complete their profile signature and PIN setup.

  • Use the copy feature when configuring Non-Controlled settings to maintain consistency.

Avoid:

  • Leaving rank and qualifier fields blank unless intentionally allowing open signature permissions.

  • Selecting “None” for Controlled Substances unless explicitly permitted by agency policy.

Troubleshooting & FAQs

Users cannot sign medications

  • Confirm they meet required Rank and Qualifier settings.

  • Verify they have a PIN and/or signature saved in their profile.

  • Check that the correct validation method is selected.

User is prompted for password instead of PIN

  • The user does not have a PIN configured.

  • Have them navigate to Name → Settings to set a PIN.

Signature option does not appear

  • Confirm the validation method is not set to None.

  • Verify user permissions for the Medications module.


    • Related Articles

    • 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 ...

    • Medications Module release Notes - January 2026

      Enhancements Remove Pin Only Option from Medications Signature Settings What The unused Pin Only option has been removed from Medications Signature Settings. This option is no longer available in the configuration, simplifying the signature setup ...

    • 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 ...

    • EMS Setup - Signature Blocks

      Purpose Statement To demonstrate the process of configuring Signature Blocks and Form Language for use within an ePCR. Signature Blocks create dedicated positions within ePCR forms for specific individuals to provide signatures for designated ...