Logging a CS inventory count

Summary

A controlled substance inventory check verifies the count of medications stored in a container, such as a unit, safe vault, or vending machine. This process ensures that the logged amounts match actual quantities, using system safeguards to detect discrepancies. The check is completed with two signatures to verify accuracy.

Instructions

To perform an inventory check, navigate to the Controlled Substances Check Module and select Perform CS Check. Choose the appropriate station and select the container to be counted. Input the current inventory, verify individual vials, and address any discrepancies before proceeding. Complete the check by adding notes, attachments if necessary, and obtaining two signatures for verification.

Starting an Inventory Check

1. Access the Controlled Substances Check Module:

   • Click Perform Controlled Substances Check from the checks panel.
   • Ensure you are logged into the correct station where the container is located.

2. Select the Inventory Type and Container:

   • Choose the appropriate event type from the dropdown (e.g., Shift Change, Transfer of Custody, Vault Inventory).
   • Select the container that you are checking.

3. Enter Inventory Counts:

   • Input the quantity of each controlled substance on hand.
   • If enabled, enter tag information to match previous records.
   • Click Check to proceed.

Handling Discrepancies

• If the entered count does not match the expected quantity, the system will alert the crew to the discrepancy.
• If a tag number or vial information does not match previous records, the system will require resolution before proceeding.
• Best Practice: Do not sign off on a controlled substance check if there are discrepancies. Contact a supervisor for resolution.

Verifying Individual Vials

1. Continue to the next page to review individual vials.
2. Confirm vial details based on the fields your agency tracks, such as:
   • Control number (unique serial number per vial)
   • Lot number
   • Expiration date
   • Concentration, volume, or NDC number
3. Click Continue once all vials have been verified.

Adding Notes and Attachments

• Include additional comments if needed.
• Attach supporting documents, such as:
  • A photo of the tag
  • An image of the drug box

Completing the Check with Signatures

1. The first signature is from the person logged into the system:

   • Verify identity using a PIN (if enabled).
   • Sign using a mouse, touchscreen, or stylus.

2. The second signature is from a witness (e.g., oncoming medic):

   • Select the name from the dropdown list.
   • Enter the PIN and signature.

3. Click Finish to complete the check.

Confirming a Successful Transaction

• Once completed, the inventory check will update on the Recent Activity page.
• Any discrepancies or issues can be reviewed and resolved as needed.

Following these steps ensures controlled substance counts remain accurate and compliant. If you have any questions, contact help@pstrax.com.