24.11.2. Setup and Manage Controlled Substances

Controlled Substance Bottle Setup

This process allows you to add controlled substance bottles to your drug log to meet compliance requirements. You will complete this setup during initial implementation and each time controlled drugs are received by the clinic.

Setup Preparation

• Have a complete list of all controlled substance bottles currently in your clinic.
• For new HQ clinics, plan to add bottles close to your go-live date to avoid outdated inventory in the system.

Step 1: Start your drug log for the day

1. If not started already, you will need to start your drug log to begin adding controlled bottles. From the Dashboard, go to Clients > Medical > Drug Logs.
2. Click Start Day.
3. Complete the Confirm Bottle Balances popup to move forward.

Step 2: Input your bottle inventory

1. Go to Settings > Patient Flow Setup > Setup Controlled Substances and Compounded Controlled Substances.
2. Click Setup Controlled Substances.
3. Find the drug you would like to work with and click Select.
4. Click Add New Batch of Bottles.
5. Fill in the lot number & expiration date for the lot.
6. Choose the number of bottles of this lot you are entering.
7. Select the amount per bottle. If the number is not available in the dropdown menu, type in the amount.
8. Type in the first bottle number you are entering.
9. Select the manufacturer. If you can't find the correct one fill out a help ticket to get it added.
10. You can include the invoice number if required by your state or if you would like that in your drug log.
11. Confirm your bottle details and have the veterinarian who oversaw this log initial in the Witness box.
12. Click Add Bottles Batch.

Compound Controlled Substance Bottle Setup

When you mix a compound controlled substance, you will need to create that new bottle in Clinic HQ and your drug log. To mix the bottle in Clinic HQ, you must know the amount of each individual drug, which individual bottle numbers were used, and the total volume of the new final bottle. You can only create one bottle at a time when setting up compound bottles.

1. Go to Settings > Patient Flow Setup > Setup and Manage Controlled Substances.
2. If this is the first time creating this compound click Setup Controlled Substances. Find your mixture in our list and Select. If you do not find the exact recipe in our database, open a help ticket to request it be added.
3. If you have previously created this compound, find it in your inventory list and click Manage.
4. Click Add New Batch of Bottles.
5. The Number in the upper left corner is your new compound bottle number. Verify that the prefix and number are correct.
6. Fill in the Amount with the total volume you mixed.
7. The amount of each individual drug used will be automatically calculated. Under the column Amount, verify the draw amounts are correct.
8. Under the column Bottles, notice the textbox and "Total" in bold. This is the total being pulled from the selected bottles. Verify the total pulled from the bottle is correct and the bottle number being drawn from is correct. If needed, open bottles to draw more. Sometimes you may need to go into a negative balance on a bottle or draw from more than one bottle. Use the textbox field to specify exactly how much you were truly able to pull from the selected bottle.
9. Click Save to create the new compound bottle and log the drugs used.

Bottle Inventory Management

Partially Used Bottles

When entering bottles for the first time, you may have an open and partially used bottle. Manage the drug you just entered and click the Edit pencil icon to adjust the remaining amount. Indicate how much is currently in that bottle.

Understanding Bottle Status

Closed = not used, still in inventory Open = in use Done = used up, nothing more to draw out