Managing CS events

Controlled substance event types

The events in the Controlled Substances module can be modified to match your organization's processes. They are used to log whenever drugs are restocked, moved, counted, or removed. 

There are five "umbrellas" that all controlled substance events fit into:

1. Restock - When you add CS into your system from an external vendor, hospital, or pharmacy. Common names: Restock from Vendor, Add/Restock, Vault Restock
2. Transfer - When CS are moved from one internal location to another, like from a vault to a unit, between units, etc. Common names: Transfer, Internal Transfer, Internal Restock
3. Inventory Count - When CS quantities are counted/verified. This can be during a shift change check, a vault inventory, or when a tag is broken and the contents of a box need to be verified. There are three possible inventory count events that can be used in the Controlled Substances module. Common names: Arriving/Departing Check, Shift Change, Transfer of Custody, Daily Check, Day 1/Day 2 Check, Vault Inventory
4. Usage - When CS are removed out of the system and are no longer in your agency's possession. There are three default usage events in the Controlled Substances module: Administered, Expired, and Broken. Plus there are two additional events that can be configured by CS Full Admin to document any removals that don't fall into the administered/expired/broken categories. We recommend setting up at least one called "Other" to account for events like recalls, full waste, damaged/missing vials, etc. To set up custom use events, see video below.
5. Container Transfer (Movable Container setup only) - When a box container CS is transferred from one place to another, like from a locker to a unit. If your system is configured for Movable Containers (about 10-20% of our customers), events for Container Moved In and Container Moved Out will display in your system, which allow you to move boxes in and out of different units and locations.

Managing events as a CS Full Admin

Set up custom fields, witness signatures, and field labels for your controlled substance transactions.

Summary

The Controlled Substance module in PSTrax allows you to track and audit your medication activity using four main event types: Adding, Subtracting, Moving, and Counting. Each event type represents a specific kind of transaction, such as receiving medications, administering or discarding them, transferring them between locations, or performing inventory checks. These events can be customized and managed by full administrators to meet your agency's needs.

Instructions

Event types and labels can be customized and enabled from the Controlled Substances → Manage Events section in the navigation panel. From this settings page, administrators can define required signatures, add custom fields, and rename components of each event to match department protocols.

Controlled Substance Event Types

1. Adding

   • Used when receiving controlled substances from external sources (e.g., vendor, hospital, pharmacy).

   • Default event: Restock from Vendor.

   • Event names can be customized.

2. Subtracting

   • Used when medications are administered, expired, broken, recalled, or otherwise removed from inventory.

   • Default event: Used/Removed.

   • Custom subtraction events like Other can also be enabled for unique use cases (e.g., recalls).

3. Moving

   • Used to transfer controlled substances internally (e.g., from a station vault to a vehicle’s drug box).

4. Counting

   • Used to verify existing inventory without making changes to stock.

   • Includes events like Shift Change or Inventory audits.

Customizing Events in PSTrax

1. Go to Settings → Controlled Substances → Manage Events.

2. Scroll to see the list of enabled events.

3. For each event:

   • Require 1 or 2 signatures.
     (Defaults to two for accuracy and accountability.)

   • Add custom fields as needed.

   • Adjust field labels, such as:

     • “Witness Name” to “Off going Medic”

     • “Incident Number” to “Run Number” or “Call Number”

     • “Quantity Administered” and “Quantity Wasted”

4. To enable additional custom events (e.g., "Other"):

   • Enter a name for the event (e.g., Recall)

   • Set signature requirements.

   • Save to activate it immediately for your department.

For assistance enabling or configuring event types in your system, reach out to help@pstrax.com.