CLINIC HQ

22.11.2. Setup and Manage Controlled Substances

Controlled Substance Bottle Setup

To begin this setup, you will need controlled substance bottles currently in use at the clinic.
This process of adding bottles will also be performed every time an order of controlled drugs is received by the clinic.

  1. Go to Settings > Patient Flow Setup > Setup and Manage Controlled Substances
    Add bottles in Settings > Patient Flow Setup
  2. Find the drug you would like to work with and click Manage.
    Managing a controlled substance
  3. Click Add New Batch of Bottles.
  4. Fill in the lot number & expiration date for the lot.
  5. Choose the number of bottles in the box.
  6. Select the amount per bottle. Tip – you can also type in the amount for small 1ml bottles or other uncommon sizes not listed in the dropdown menu.
  7. Type in the bottle number you’re on.
  8. Select the manufacturer. If you can’t find the correct one fill out a help ticket to get it added.
  9. You do not need to include the invoice number unless required by your state or you would like that in your drug log.
  10. Finally, choose the vet who oversaw the logging of the drugs.
    Adding a new batch of bottles
  11. For your first bottle, if it is already open and partially used, click the pencil icon button and indicate how much is currently in that bottle or how much you would start with.

Compound Controlled Substance Bottle Setup

When you mix a compound substance in your clinic, 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
    Add bottles in Settings > Patient Flow Setup
  2. Find the drug you would like to work with and click Manage.
    Create a compound drug bottle by clicking Manage
  3. Click Add New Batch of Bottles.
  4. Fill in the Amount (mL) you mixed. This will be the total volume of the new bottle.
    The Amount is the total balance of the final bottle being mixed.
  5. The amount of each individual drug used will be automatically calculated. Under the column Amount, verify the draw amounts are correct.
  6. Under the column Bottle, 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.
    Example Compound Setup and Draw Amounts
  7. Click Save to create the new compound bottle and log the drugs used.