CLINIC HQ

10.7.3.1. Drug Logging Issues

REOPEN DONE BOTTLES

How to reopen CS bottle that was marked as “done” too soon.

  1. Click the Drugs button and choose to mark as Given (if on Exam) or mark as Drawn (if on Drug Draw).
  2. From the pop up where you would record the drug amount, locate in the bottom left corner “Reopen Done Bottles.”
  3. This will pull a list of the ten most recent bottles marked as done. Select the bottle to reopen by checking the box next to the bottle.
  4. At the bottom of the reopen screen, click the blue Reopen button.
    Reopen a bottle marked as done

DRAWING FROM MORE THAN ONE BOTTLE

Drawing from two bottles on one animal.

When you reach the end of a bottle and need to draw more drugs for the patient,

  1. Click the blue “Open New Bottle” button. This will create two open bottles on the draw screen.
  2. Select both bottles by ticking the box next to each bottle number. The tick box indicates the bottle is being used.
  3. A textbox will appear next to each bottle selected. Type in how much was drawn from each bottle.
    In some cases, you may need to go into a negative balance on bottles where the electronic log’s calculated balance is different than the real-world availability. In this case, always indicate the actual amount you drew from the near-empty bottle.
  4. Tick the box to “Mark bottle as done after drawing.” This means the bottle will no longer be used after this animal.
  5. Confirm the total drawn for the drug and Save.
  6. If you recorded a draw amount greater than the electronic bottle balance, the system will ask if you want to go into a negative balance on that bottle. Confirm the negative balance.
    Draw from two bottles on one patient.

DRUG DRAW CORRECTION

How to correct drug draw when only one drug was drawn incorrectly.

If all of the drugs were drawn but you realized one of the doses is incorrect:

  1. Click the Drugs button again.
  2. From the menu, choose Edit Drugs.
  3. From the pop up window, use the revert button beside each drug to undo the drug. Do this for all of the drugs drawn and click Done.
  4. Then, click Drugs > Drawn and redraw each drug, this time adjust the dose for the drug that was incorrect before.

Drug Log was Finalized – How to make a correction or add more drugs.

Same day:
If the log was finalized and is it is still the same day, go to Clients > Drug Logs and click Reopen the log. From Patient Flow, you can mark an animal as “Not Done” from the Treatment sheet/Surgery screen and make changes or add to their drug list. Once midnight hits, the finalized drug log cannot be reopened.

Next day:
If the drug log was finalized and we are now into a new day or days later, unfortunately, there is no way to change that finalized log.
First, when starting the new drug log for the next working day the starting balance of a drug bottle may be incorrect if something had not been logged correctly on a previous day. From this pop-up screen, each open bottle will be listed with the current balance. Adjust the bottle’s balance that had been logged incorrectly on the previous day. Increase or decrease as necessary.
Next, you should edit the animal’s appointment and make notes of what drug was not logged correctly under the Internal Medical Notes. To do this go to Check In/Checkout for that date. Edit the appointment by clicking the status which should be “Checked Out.” On the Treatment sheet tab, locate the notes box titled Internal Medical Notes.
Last, locate the drug log date in the log list, here: https://clinichq.com/app#/checkout/medical/drug-log. Locate the Add Note button beside the date to make notes of what drug was logged incorrectly or not logged at all. You would need to add a note for the day the animal was seen when the discrepancy in logs occurred. You should also make a note on the new drug log that was started if the bottle balance was adjusted and why it was adjusted.

Making a note on the drug log.

RECORD DRUG NOT IN PROTOCOL

How to record drugs that are not part of a protocol

First thing to know is that all drugs (controlled and not) that your clinic keeps on hand, should be enabled in Settings > Patient Flow Setup > Available Drugs Setup. (HERE)

  1. Click the small Action dropdown menu and choose Other Drug
  2. From the pop up window select the drug to log for this animal.
  3. The amount and if it is a controlled substance you must ensure the bottle number is correct.
  4. Choose whether it was “administered” during the visit or “dispensed” as part of a prescription.
  5. Then, the route the medication should be given in.
    Recording drugs outside of a protocol via Other Drugs.

SURGERY POSTPONED

What to do if an animal’s drugs were drawn but surgery is postponed.

The first question to ask, is when will the surgery be happening?

A) TOMORROW: If the surgery is postponed until tomorrow, you will use the Hold Overnight tool.
The steps to take when surgery was not performed but drugs were drawn and the animal will have surgery tomorrow should be followedHERE.

B) DATE UNKNOWN: If you do not know when the animal will return for surgery, here are your steps:

Scenario 1: The drugs drawn for the postponed surgery will be wasted

  1. Click the Drugs > Waste Drawn
  2. Confirm that all selected drugs listed have not been used and will be wasted. When wasting drugs, Vet initials are required to record that the vet witnessed the drugs were properly disposed of.
  3. Click Done.
    Do not forget to mark the surgery/treatment as declined. Read how HERE.

Scenario 2: The drugs drawn for the postponed surgery will be saved and used on a different animal.

  1. Click the Drugs > Edit Drugs
  2. From the pop up window, use the revert button beside each drug to undo the drug. This will return the drawn amount back to the bottle logs for use of recording on a different animal. It would be good to note, the amount and bottle used for reference when redrawing/logging in HQ on a different animal.
  3. Do this for all of the drugs that will be repurposed and click Done.
  4. Go to the next animal that will have the same weight and dose. Draw the drugs and be sure to select the original bottle in the event you have more than one bottle open.

Read how to Decline Surgery for any animal whose surgery is postponed.

Wasting a Partial Dose

If Drugs were drawn, but only part of the dose was given:

  1. Click the Drugs button again.
  2. From the menu, choose Edit Drugs.
  3. From the pop-up window, edit the amount to reflect the amount given.
  4. Then, click Drugs > Waste and indicate the amount wasted and from which
    bottle. Initial and click Save.

_Note: The total displayed under the drawn and wasted drugs should be the same as
the original drawn amount._