Correct discrepancies in the controlled substance logs to ensure complete and accurate documentation.
Table of contents
Editing information documented in a logged transaction
Restoring / unarchiving a used vial
Returning a transferred vial back to a drug box
Overview
When a controlled substance transaction is logged incorrectly by a user, the log can be edited to accurately reflect what happened. Due to the secure and sensitive nature of controlled substances, the following protocols apply when altering records:
- Edits can only be made by Full Admin and, if enabled, Medic Admin. The ability for Medic Admin to edit transactions can be customized for each agency.
- All corrections are logged with details of the change made, the individual who made it, the time of the change, and the reason.
- If enabled for your agency, log changes will generate an alert to notify the appropriate recipients.
- There's no way for controlled substance logs to be deleted entirely. Instead, transactions can be modified to reflect necessary changes, but everything (including the original transaction details) will be tracked and displayed.
Depending on the nature of the errant transaction(s), there are several different options available to make corrections. The most common scenarios and solutions are listed below, but please don't hesitate to contact us if you need guidance making these changes.
Editing information documented in a logged transaction
Scenario: A user logs a controlled substance transaction with incorrect information (e.g. tag number, qty administered, qty wasted, incident number, etc.).
Solution: The incorrect information can be edited in the CS Transaction Logs.
Swapping a used vial
Scenario: The wrong vial is logged in a use transaction (e.g. a user selects the wrong lot number when documenting an administered event).
Solution: The vial logged as used can be swapped with another vial in the drug box in the CS Transaction Logs.
Note: Only vials of the same drug type can be swapped. If a user logs one drug type instead of another (e.g. documents Fentanyl instead of Versed), the Fentanyl would need to be returned to the drug box first and a new event with Versed would need to be logged.
Restoring / unarchiving a used vial
Scenario: A vial is incorrectly logged as used (administered, expired, broken, etc.). For instance, a user logs vials as expired instead of transferring them back to the expired vault.
Solution: The vial logged as used can be returned to the drug box it came out of via the CS Transaction Logs.
Tip: If you need to unarchive multiple vials at one time, right click "Return this Vial to the Unit" and open each page in a new tab. Copy and paste your reason for each vial that needs to be restored.
Returning a transferred vial back to a drug box
Scenario: The wrong vial(s) are documented as transferred out of a drug box / vault (e.g. a user transfers a vial with the wrong lot number from the vault to a unit drug box).
Solution: The incorrect vial(s) can be returned to the source container (the drug box they came out of) via the CS Transaction Logs.
Tip: If you need to unarchive multiple vials at one time, right click "Return this Vial to the Unit" and open each page in a new tab. Copy and paste your reason for each vial that needs to be restored.
Editing vial information
Scenario: A vial or group of vials contain the wrong information (lot number, expiration date, concentration, volume, etc.).
Solution: The vial(s) can be updated individually or in bulk via the Vial List.
Note: While every vial edit is tracked and displayed in the details & history page, it is not recommended to edit vial information in an attempt to correct errors made when logging a CS event. For instance, if Lot #1234 is logged incorrectly as administered instead of Lot #5678, don't just change #5678 to #1234 in the Vial List. Instead, find the errant event in the CS Transaction Log and make the changes there. Only edit vial information if it was initially loaded incorrectly.
Deleting vials
Scenario: A vial or group of vials was incorrectly added to stock via a restock event.
Note: You can only delete vials after the initial restock event. Once any other activity is logged (transfer, inventory count, etc.), they can't be deleted. Should you need to remove vials after multiple transactions have been logged, you can use a custom use event (see video below).
Solution: The vials can be deleted individually from the Vial List. There is not currently an option to delete multiple vials in bulk, but contact us if you'd like us to delete multiple vials for you.
Backdating a transaction
Scenario: A controlled substance event physically occurred, but wasn't documented in PSTrax. This can happen when a crew is out on deployment, there's no internet access to document the event, or someone just forgets to log a transaction.
Solution: A system admin (Medic Admin or Full Admin) can backdate the missed inspection via the Perform Controlled Substance Check page.