The Controlled Substance Report is a compliance log of medications that are flagged as controlled substances in your practice’s product database. To add or remove medications flagged as controlled substances, please contact us at [email protected].
Controlled medications are recorded when a treatment containing a flagged medication is completed either on the treatment sheet or as a one-off. These medications will also be recorded when added directly to the invoice or are prescribed using the RX mode (in EMR only).
Instinct Treatment Plan Hospitals: Our Controlled Substance Reports can be emailed to your hospital distribution list based on your preferred frequency (daily, weekly, or monthly). Please contact us at [email protected] if you would like to start receiving this report or if you have any questions accessing, adding medications, or removing medications from your report.
💡 A few things to keep in mind:
If a treatment is completed on the Treatment Sheet and the corresponding invoice line item’s date/time is edited, the report will show the time the treatment was completed from the Tx Sheet
For EMR hospitals only:
If a controlled substance is added directly to an invoice and the date/time is edited, the report will show the current date/time displaying on the invoice
If a controlled substance is added to the invoice via a prescription and the corresponding invoice line item’s date/time is edited, the report displays the date/time updated on the invoice and not the date it was prescribed
EMR Hospitals: Users need to have the analytics_controlled_substance_report permission added to a role in order to access this report in Analytics. If you do not have this permission please reach out to the administrators at your hospital.
💡To learn more about how to access and schedule this report, check out our EMR Analytics Guide!
The Controlled Substance Report consists of the following:
Report Info Tab
The Report Info tab is the cover page for the report and consists of the Hospital Name and Hospital Location. It will also show what date/time range the report is for, when the report was created, and the time zone for the report.
Glossary Tab
The Glossary tab contains terms and definitions for column headings located throughout the report for clarity.
Terms Listed:
Product ID – Product ID of the controlled substance
Product – Label name for the controlled substance
Quantity – Amount of the controlled substance administered/prescribed
Formulation Unit – Unit of measurement for the controlled substance
Strength – Strength of the controlled substance administered/prescribed
Strength Unit – Unit of strength for the controlled substance
Measurement – Amount of controlled substance recorded from a vitals measurement (e.g. CRI). This will be bland for substances not set up as vitals
Measurement Unit – Unit of measurement for a controlled substance recorded from a vitals measurement. This will be blank for substances not set up as vitals
Treatment Note – Note associated with the treatment
Rx Number – Serial number assigned to the prescription by the pharmacy or dispenser
Refill Number – Number of the fill of the prescription. 0 indicates a New Rx, 1-99 is the fill number
Refills Authorized – The number of refills authorized b the prescriber
Days’ Supply – Estimated number of days the medication will last
Ordered By – Staff member who ordered the treatment
Ordered At – The time at which the treatment was ordered
Ordered Note – Note associated with the order
Edited By – Staff member who last edited the order
Edited At – The time at which the order was last edited
Completed By – Staff member who marked the treatment as complete or added the item to the invoice
Completed At – Date and time the item was marked as completed or entered directly onto the invoice
Assigned Doctor – Clinician assigned to the patient at the time the treatment was completed
Patient ID – Patient ID who was associated to the controlled substance
Patient Name – Name of the patient associated with the controlled substance
Patient Sex – Sex of the patient
Patient Species – Species of the patient
Account Name – Name of the primary client (animal owner)
Account Address – Address for the primary client (animal owner)
Account Phone – Phone for the primary client (animal owner)
Primary Contact Birth Date – Where the controlled substance was entered into the software (Invoice, Rx, or Tx Sheet)
Entered On – Where the controlled substance was entered into the software (Tx Sheet or Invoice). Note: controlled substances entered on the anesthesia sheet will be displayed as Tx Sheet
Controlled Substance List Tab
The Controlled Substance List Tab consists of the following information:
Product ID
Product
Quantity
Formulation Unit
Strength
Strength Unit
Measurement
Measurement Unit
Treatment Note
Rx Number
Refill Number
Refills Authorized
Days’ Supply
Ordered By
Ordered At
Order Note
Edited By
Edited At
Completed By
Completed At
Invoice Closing Date
Assigned Doctor
Patient ID
Patient Name
Patient Sex
Patient Species
Account Name
Account Address
Account Phone
Primary Contact Birth Date
Entered On