Managing tags on controlled substance boxes

Learn how to set up, track, and manage tags on your drug boxes.

In this article

• How to enable tags
• Adding tag instructions
• Enabling / disabling tags for different containers
• Inputting previous tag and new tag for CS events
• Handling tag discrepancies

How to enable tags

Full Admin on the CS module have the ability to enable the tag option. Here's how:

1. Navigate to Settings > Controlled Substances > Manage Events
2. Click Use Tags to expand the tags section.
3. Customize the Tag 1 Label to reflect whatever your terminology is ("Tag", "Seal", "Key", etc.). Most agencies we work with enable just one tag, but you can add up to four. DO NOT enable two tags if you want to track old vs. new. See section below for details.
4. Set your Tag Length to ensure that users don't go past a certain number of characters. 
5. Add Event Tag Instructions to direct users on when to input the existing tag vs. inputting the new tag. See section below for more details.
6. Set up Tag Colors if applicable. For instance, if you replace a green tag with a red tag when a container needs to be restocked.
7. Click SAVE at the bottom of the page.

Adding tag instructions

Instruct users on which tag to input for different event types. For events where you don't replace tags (like a shift change), you can tell users to input the existing tag. But for events where the tag is broken (usage, restock, etc.), direct them to input the new tag. Here's how:

Enabling / disabling tags for different containers

It's common that some CS containers (unit drug boxes, drug kits, etc.) are sealed while others (station vaults, vending machines, etc.) are not. When the tag feature is turned on, it automatically enables tags for all containers. But this can be adjusted by a CS Full Admin:

1. Go to Settings > Controlled Substances > Manage Containers.
2. Click Edit next to the container you want to remove tags on.
3. Set REQUIRE TAGS FOR THIS CONTAINER to No.

Inputting previous tag and new tag for CS events

By default, only one tag field is required for each controlled substance event. Users input the current tag in that field. So for an event where a tag isn't broken (like a shift change), they'd input the existing tag number. For events where a tag is broken (like a usage or restock), they'd input the new tag number. This is where the Tag Instructions come in handy. 

However, if you prefer that your users input both the old and the new tag information on events where a tag is broken, that can be configured for your department. Here's how it works:

Handling tag discrepancies

The Controlled Substances module can be configured to notify supervisors whenever there's a tag discrepancy. So if a user logs a different tag than the one logged previously, an alert can be generated. Here's how it works: