Edit controlled substance transactions

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Table of contents

Overview

Editing information documented in a logged transaction

Swapping a used vial

Restoring / unarchiving a used vial

Returning a transferred vial back to a drug box

Editing vial information

Deleting vials

Backdating a transaction

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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.

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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.

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Summary

If incorrect information is documented on a controlled substance transaction in PSTrax, administrators have the ability to modify those records through the CS Transaction Log. This includes changes to event details and vial-specific data, with a full audit trail that tracks who made the changes and why.

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Instructions

To correct any errors in controlled substance logs, navigate to the Controlled Substances → Logs & Reports → CS Transaction Log. From here, you can search, select, and update information related to specific transactions, while maintaining full accountability and transparency.

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Editing a Controlled Substance Transaction

1. Navigate to Controlled Substances → Logs & Reports → CS Transaction Log.

2. Use the filters to search by:

   • Container

   • Event Type (e.g., Administered, Wasted)

   • User

   • Date Range

3. Click the Event Link (e.g., Administered) for the record you want to update.

4. Click Edit This Information to update general event details such as:

   • Tag number

   • Associated comments

5. Enter a reason for the change to maintain the audit trail.

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Editing Vial-Specific Information

1. Under the transaction details, locate the vial entry (e.g., fentanyl).

2. Click the Edit button next to the vial.

3. Update any necessary information such as:

   • Incident number

   • Amount administered or wasted

   • EPCR number

4. Enter the reason for the change (e.g., “Medic input wrong incident number”).

5. Click Update Log to save your changes.

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Viewing the Change History

1. Once saved, the updated transaction will display a small asterisk (*) next to it in the CS Transaction Log.

2. Click the event link again to view the updated information.

3. Scroll down to see a change history, which includes:

   • The old and new values

   • Who made the change

   • The date/time

   • The reason for the change

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For help correcting controlled substance records, reach out to help@pstrax.com.

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. 

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Summary

If a medic accidentally logs the wrong vial on a controlled substance transaction—such as during administration, or when documenting an expired or broken vial—administrators can correct it by editing the transaction details in the CS Transaction Log. This ensures accurate tracking and accountability across your controlled substance records.

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Instructions

To correct a vial error on a logged controlled substance event:

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Access the CS Transaction Log

1. Go to Controlled Substances → Logs & Reports → CS Transaction Log.

2. Search for the transaction using filters such as:

   • Event type (e.g., Administered)

   • Date range

   • User

   • Container

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Edit the Administered Event

1. Click on the administered event link to open the transaction details.

2. Click the Edit button next to the vial you want to correct.

3. In the vial details window, you will see information like:

   • Control number

   • Lot number

   • Expiration

   • Concentration

   • Volume

4. Use the dropdown to select the correct vial (e.g., change from control number 6 to control number 10).

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Log the Change and Reason

1. In the Reason for Change field, document why the change is being made (e.g., “Medic logged wrong vial”).

2. Click Update to save the correction.

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Review the Updated Transaction

1. Return to the CS Transaction Log.

2. You’ll see an asterisk (*) next to the updated transaction, indicating that it has been modified.

3. Click on the transaction to view the updated vial details.

4. Scroll to the bottom to view the change history, which includes:

   • The old and new control numbers

   • Who made the change

   • The timestamp

   • The reason for the change

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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.

 

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Summary

One of the most common mistakes in the Controlled Substances module is logging a vial as Expired when it should have been Transferred—such as moving a vial to an expired vault or returning it to stock. While the expired event archives the vial, administrators can restore it using the CS Transaction Log, then log the transfer correctly to maintain accurate inventory.

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Instructions

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Access the CS Transaction Log

1. Go to Controlled Substances → Logs & Reports → CS Transaction Log.
2. Use the filters to find the expired event (e.g., by container, user, or date).
3. Click the expired event link to open the details.

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Return Each Vial to the Unit

You’ll need to repeat this for each vial that was incorrectly expired.

1. Click the Edit button next to the vial (e.g., fentanyl, Versed).

2. In the edit window, select Return this vial to the unit.

3. In the comment box, type:
   Medic logged expiration instead of transfer

4. Click Return to move the vial back into the original container (e.g., Engine 1 drug box).

5. Repeat this for all affected vials.

Tip: Right-click “Edit” and open in new tabs for faster processing. Copy/paste your reason for all vials.

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Verify the Update

1. Return to the CS Transaction Log and click View Log.

2. You’ll now see an asterisk (*) on the expired event, indicating it has been modified.

3. Click the event again to confirm that:

   • The quantities are now 0

   • Each vial has been returned to the unit

   • A history of the edits appears at the bottom

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Log the Correct Transfer Event

To finish the correction:

1. Go to Log Event from the container that now has the restored vials (e.g., Engine 1 Drug Box).

2. Select Transfer as the event type.

3. Choose the vials you need to move (e.g., 1 fentanyl, 2 Versed).

4. Set the destination (e.g., Expired Vault).

5. Log the transfer with appropriate notes.

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For help correcting expired logs or completing transfer events, reach out to help@pstrax.com.

 

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. 

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Summary

If a medic accidentally transfers the wrong vial—such as selecting an incorrect lot number—from a vault into a unit drug box, administrators can reverse the transaction through the Controlled Substance Transaction Log. This ensures accurate inventory tracking and preserves the integrity of your medication records.

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Instructions

To reverse an incorrect vial transfer in the Controlled Substances module, follow these steps:

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Reversing a Vial Transfer

1. Navigate to Controlled Substances → Logs and Reports → CS Transaction Logs.

2. Use the filters to narrow down the transaction. For example, set the Event to “Transfer” and adjust the Date Range as needed.

3. Click View Log to see the results.

4. Locate the destination container where the vial was incorrectly transferred to (e.g., Medic 1 Drug Box). Click the Transfer link for that entry.

5. In the vial details section, click Edit next to the incorrect vial.

6. Select Return this vial to the unit. This will reverse the transfer and move the vial back to the original source (e.g., Main Vault).

7. Enter the reason for the correction (e.g., “Medic logged wrong vial in transfer”).

8. Click Return to confirm and complete the transaction reversal.

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Confirming the Change

1. After returning to the Transaction Log, re-run your previous search criteria.

2. The reversed transfer event will now show zeros across the transaction line and include an asterisk, indicating it has been modified.

3. Click into either the minus or plus side of the event to view audit details, including the reversal timestamp and reason.

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Next Steps

1. The medic can now log a new Transfer event to record the correct vial with the appropriate lot number.

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For help correcting CS transactions, reach out to help@pstrax.com.

 

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.

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Summary

Administrators have the ability to correct or update vial information in PSTrax, such as expiration dates, control numbers, lot numbers, and more. These edits are typically made when incorrect data is entered during the initial upload or restocking process. All changes are logged for compliance and auditing purposes.

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Instructions

To update vial information, navigate to your vial list and make individual or batch edits as needed. Most commonly, this is used to correct incorrect expiration dates.

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Editing Vial Information

1. Go to Controlled Substances → Vial List from the navigation panel.

2. Use the filters or search bar to locate the vials you want to edit (e.g., filter by Medication like Ketamine).

3. Select the vials you wish to update:

   • To update a single vial, click the Actions dropdown next to that vial and select Edit.

   • To update multiple vials, check the boxes next to them and click the Batch button, then choose Batch Edit.

4. In the edit window, update the Expiration Date or any other necessary field:

   • Example: Change the expiration to March 31, 2025 if it was entered incorrectly.

5. Enter a reason for the update, such as “Input wrong expiration date on import.”

6. Click Save to apply the changes.

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Best Practices

• Only edit vial information to correct incorrect data that was entered during the upload or inventory process.

• Do not modify vial fields (e.g., lot number, control number) to cover for incorrect logging on a transaction. Instead:

  • Go to CS Transaction Logs

  • Locate the transaction

  • Use the Edit option to correct the record of what occurred.

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Viewing Edit History

1. From the Vial List, click View Details & History next to any vial.

2. This page will display a full audit log of all changes made to that vial, including:

   • What was changed

   • Who made the change

   • When it was made

   • The reason for the update

This ensures full accountability and can assist during audits or internal reviews.

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For help correcting vial information, reach out to help@pstrax.com.

 

Deleting vials

Scenario: A vial or group of vials was incorrectly added to stock via a restock event.

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. 

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Summary

If controlled substance vials are mistakenly added to PSTrax during a restock, they can be permanently deleted from the system—provided no events (like transfers, usage, or expirations) have been logged against them. Deleting vials helps ensure inventory accuracy and should only be done with appropriate justification and caution.

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Instructions

To delete vials, navigate to the Controlled Substances → Vial List. This list displays all active vials within your department. You can filter by drug name, location, or any other relevant criteria to locate the vials in question. Once found, vials can be deleted individually. However, vials that have history beyond their initial restock cannot be deleted and must be logged out through usage or expiration events instead.

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Deleting Vials With No Activity Beyond Restock

1. Navigate to Controlled Substances → Vial List.

2. Use the search and filter tools to locate the vials you want to delete.

   • Example: Filter by Location = Main Vault and Drug = Ketamine.

3. For each vial:

   • Click the Actions dropdown.

   • Select Delete.

4. When prompted, provide a reason for deletion (e.g., "Duplicate vial – input incorrectly").

5. Confirm deletion.

   • The vial will be permanently removed from the system and subtracted from inventory totals.

 

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Handling Vials With Logged History

1. Vials that have any activity logged beyond their initial restock cannot be deleted.

2. If you need to remove such a vial (e.g., a fentanyl vial in Engine 1’s drug box), log a Use or Expired transaction instead.

3. To do this:

   • Go to Controlled Substances → Log Event.

   • Select a usage-type event (e.g., “Removed from service – error”).

   • Choose the vial(s) and complete the transaction by documenting the reason and updating inventory.

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For help managing your controlled substance vials, reach out to help@pstrax.com.

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. 

Summary

Administrators in the Controlled Substances module can backdate transactions to reflect the actual date and time an event occurred—ideal for cases when a medic forgets to log a use, broken vial, or other event right away. Backdating ensures that the event appears in proper order in the CS Transaction Log, supporting accurate records and compliance with reporting standards.

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Instructions

To backdate a controlled substance transaction, you’ll need administrative access to the module. These steps apply whether the event is a usage, broken vial, or any other logged event.

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Backdating a Controlled Substance Event

1. Navigate to Controlled Substances → Perform CS Check.

2. In the date and time field, enter the actual date and time the event occurred.

   • Example: If the event occurred at 3:00 AM, enter 3:00 AM today’s date.

3. Select the event type (e.g., Use, Broken Vial, etc.).

4. Select the container (e.g., Engine 1’s drug box).

5. Identify the vial(s) involved in the event.

6. Enter any required tags, PINs, or incident numbers, if applicable.

7. Complete the rest of the event details as you normally would.

8. Submit the event.

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How It Appears in the Transaction Log

• The event will appear in the correct chronological order in the CS Transaction Log.

• An asterisk (*) next to the time indicates the event was backdated.

• Clicking the time field will show:

  • The entered (actual) date and time.

  • The system posting time, indicating when it was logged in PSTrax.

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For assistance or questions, reach out to help@pstrax.com.