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Logging a CS external restock

Add controlled substances into PSTrax when they are received from an external vendor, hospital, or pharmacy.

Summary

When controlled substances are received from an external supplier, they must be logged into PSTrax to track usage and transfers. The Restock from Vendor event allows users to enter vial details, expiration dates, and other tracking information while ensuring proper documentation with required signatures.

Instructions

To log a restock, navigate to Perform Controlled Substances Check, select Restock from Vendor, and choose the appropriate container. Enter vial details, including lot numbers, expiration dates, concentration, and volume. The system will auto-generate control numbers in sequence, and users must sign off before completing the event.

Initiating the Restock from Vendor Event

  1. Click Perform Controlled Substances Check from the checks panel or navigation menu.

  2. Select Restock from Vendor (event name may vary based on department settings).

  3. Identify the container where the restock is being added (e.g., Main Vault).

  4. Click Begin Check to proceed.

Entering Restock Details

  1. Select the source of the restock (e.g., Boundary Pharmacy).

  2. Enter the number of vials being added to stock (e.g., 25 vials of fentanyl).

  3. Input the required tracking information:

    • Control Number – Enter the first number in the sequence (system auto-generates the rest).
    • Lot Number 
    • Expiration Date 
    • Concentration 
    • Volume 
    • NDC Number (if tracked).

  4. Leave fields blank for substances not being restocked.

  5. Click Continue to populate vial information automatically.

Finalizing the Restock

  1. Review the auto-generated list of vials.

    • The lot number, expiration, concentration, and volume remain the same for all 25 vials.
    • The control number sequences automatically from the first number entered.

  2. Scroll down to make any modifications or adjustments if needed.

  3. Add comments or notes related to the restock.

  4. Upload attachments, such as a DEA form or supplier receipt, for record-keeping.

Completing Signatures and Logging the Event

  1. If PINs are enabled, the primary user enters their PIN and signature.

  2. The witness (who is physically present) selects their name from the dropdown, enters their PIN, and signs off.

  3. Click Log Event to finalize the restock.

  4. Verify the Recent Activity to confirm the restock was logged correctly

By following these steps, users can accurately track and document controlled substance restocks in PSTrax. For assistance, contact help@pstrax.com.