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Facility Medications

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Facility Medications are used by detention facilities to track over the counter (OTC) medications available for clients. Depending on your staff licensing and policies, you may also see prescription medications.

To add or edit Facility Medications, open the Facility Medication application and click on Medication in the menu as shown. This will open the Facility Medication application. 

Facility Medications page showing the Facility Medication Inventory and Medication Actions sections, with Facility Manager and Medication highlighted in a light cyan graphic box in the left navigation menu

The Facility Medications application is broken up into 3 parts: 

  1. Reports 
  2. Facility Medication Inventory 
  3. Medication Actions 
Facility Medications page with numbered circle graphics marking three areas: 1 on the pink-highlighted Go to Report button, 2 on the yellow-highlighted Facility Medication Inventory section, and 3 on the light cyan-highlighted Medication Actions section

Reports  #

The Go to Report button stores Reports that have been connected, or “hooked” to the Detention: Client Medication application.

Go to Report drop-down open on the Facility Medications page, listing the Client Medication and Facility Medication reports, with Facility Medication highlighted in blue

Clicking the report will jump you right over to that Report View screen (in the Reports application). 

Facility Medication Inventory  #

The Facility Medication Inventory will show a listing of all medications currently available in the facility, their name, if they require a prescription, and current quantity (if tracking quantities). 

Facility Medication Inventory list with a red 0 quantity for Sertraline 50mg (Tablet), and a red arrow graphic pointing to its green New Action button

If a medication does not exist in the inventory, you may use the green + New Medication button to add a medication to the inventory. 

You may also perform a Medication Action like verify count or receive a refill by using the green + button in the New Action column. 

Using the Action button on a specific medication will open the action editor with the medication already selected. This medication had a quantity of zero in the inventory.

New Facility Medication Action form with Medication, Action, Action Date, Quantity, Approved By and Notes fields filled in for a refill, a handwritten Staff Signature with Clear and Sign buttons, Advanced Options for Tags and Flag, Share and Add to Daily Log buttons, and Cancel and Save buttons

Once the action has been saved and you return to the list, you will see your medication with an updated quantity.

In our example, the medication has gone from 0 to 60 tablets. 

Facility Medication Inventory with a red circle graphic around the updated quantity of 60 for Sertraline 50mg (Tablet), with Facility and Medication shown in the left navigation menu

Medication Inventory Audits #

The Medication Release audit checklist item will verify which client medications are at zero or inactive.  This will ensure that a youth’s medications are not left in the facility and are returned home with them. 

Facility Placement Intake section of the Audit Checklist for a Court Order intake showing 100 percent complete, with a Medications Released item marked complete in green, a View Details link, and the message There are no active client medications with a quantity greater than zero

Creating an Audit Checklist Item for Medications Released #

Those with administrative access can add this as an Audit Checklist item by opening the Administration application followed by Picklist Admin.  

Search for “Audit Checklist Item” and select it.  

Picklist Admin page with audit typed in the search box and Audit Checklist Item listed under Objects, with light cyan box graphics around Administration, Picklist Admin and the Audit Checklist Item result

Create a New Audit Checklist item by clicking the green button on the right-hand side of the Audit Checklist list.

Picklist Admin page for Audit Checklist Item with a red arrow graphic pointing to the green Create a New Audit Checklist Item button

Choose Facility Placement Intake for the Object Type Checklist. This means that the checklist item will apply to any client who has an Intake at your facility. If you need this item to apply to all clients, regardless of Facility Intake, choose Client for the Object Type Checklist instead. Add a title that your staff will see and choose Medications Released under test.

Audit Checklist Item form with Object Type Checklist set to Facility Placement Intake, the title Medications Released, and the Test drop-down open, with a red arrow graphic pointing to the Medications Released option

This will create an audit reminder that all client medications must be at zero or inactive.  If you need the item to influence Client Completion Percentage, click the boxes for client completion and completion percentage before Saving:

Audit Checklist Item form with Object Type Checklist set to Facility Placement Intake, the title Medication Released, and the description "There are no active client medications with a quantity greater than zero." and the Test set to Medications Released. The Required for client completion? and Included in completion percentage? checkboxes are checked and highlighted with a light cyan box graphic

These settings make the Medications Released audit item show up under Facility Placement Intake in the Audit Checklist as shown:

A snippet of the Audit Checklist with the Facility Placement Intake category. There's a sample Facility Placement for a Pick Up Order - 7/20/2026 4:03 PM in blue heading text with a green bar underneath showing 100%. The checklist item is Medications Released with a green checkmark and the item is expanded, showing the helper text and blue View Details link

Medication Actions  #

Medication Actions displays a listing of all historical medication actions. In the example below, a refill of Aleve is the most recent item the top of the listing with a quantity of 60. 

Medication Actions list with Filter, Sort and Actions controls and a New Action button, showing two received medication actions each with its quantity, date, notes and created-by line and one medication release action with quantity, date, notes and created-by line

Click on an action row to see the details or use the down caret (v) to reveal more options. 

Action drop-down menu open on a medication action, listing New Action, Edit this Action and Delete this Action, with New Action highlighted in blue

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