If your count doesn’t match the expected quantity, it will be flagged. You will be able to count again right then and there. The system will highlight the mismatched med(s) with orange boxes, so you can double-check your entry.
Step 1: Double-Check and Confirm
Click into the order with the mismatched count.
Then, click "Count Again" to review the numbers and medications that are flagged as mismatched. If an error was made on the initial count, you can enter the correct number and save the count if it matches.
If the numbers you entered are correct, but still doesn’t match what’s listed in the system, continue on to step 2.
Step 2: Save with Exceptions
When the count does not match, you will need to "Save Count With Exceptions." This tells the system, “Hey, this count is off, but we’ve verified what we have.” Saving with exceptions will initiate the exception flow, allowing leadership to review later and reconcile the discrepancy.
Note- any known exceptions can be marked prior by clicking the exception button next to the count.
Step 3: Review Other Exceptions
Once you enter the exception flow, you can enter a reason for why the count does not match and you will be required to input a note.
Note- If more than one medication does not match the count, you will see left/right arrows on the screen (if there is more than one medication). These let you navigate through all medications that will have exceptions during this inventory session.
This helps ensure all discrepancies are accounted for and reviewed before closing out the count.
Step 4:
Click "Confirm + Continue to Witness" for the witness to review and complete the End of Shift Count with exceptions.
Select the "Desired Witness" to complete the count and click "Confirm + Enter Pin".
To complete the count on your end, enter your PIN.
Administrator Review & Reconciliation
After the inventory is submitted with exceptions, it will be flagged as “Pending Reconciliation.” This means someone with administrative access—often a supervisor—will need to investigate and reconcile the count. This might involve checking audit trails, usage records, or waste documentation. No changes are finalized until reconciliation is complete.
For an article on how to reconcile a medication - Click here