Controlled substances are recorded when a treatment containing a flagged medication is completed either on the Tx 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).
Adding a Product to Controlled Substance Reports
To include a product in Controlled Substance Reports going forward:
Navigate to the product settings in the Admin area of Instinct.
Search for the product you want to include.
Open the product’s edit form.
Toggle on the "Controlled Substance" setting.
Save your changes.
Once marked as a controlled substance, the product will appear in future Controlled Drug Analytics reports.
Note: Changes to the Controlled Substance setting affect only future Controlled Substance Reports and do not update historical data.
Removing a Product from Controlled Substance Reports
To exclude a product from Controlled Substance Reports going forward:
Go to the product settings in the Admin area of Instinct.
Locate the product you want to remove.
Open the product’s edit form.
Toggle off the "Controlled Substance" setting.
Save your changes.
This action will remove the product from future Controlled Drug Analytics reports. Note that this change is managed within Instinct and does not require adjustments in Stockroom.
Instinct Treatment Plan (ITP) 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.
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.
Note: To learn more about how to access and schedule this report, check out our Analytics Guide.
Report Information 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 or prescribed.
Formulation Unit
Unit of measurement for the controlled substance.
Strength
Strength of the controlled substance administered or prescribed.
Strength Unit
Unit of strength for the controlled substance.
Measurement
Amount of controlled substance recorded from a vitals measurement example: 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
Frequently asked questions
Can I update historical reports after toggling the "Controlled Substance" setting? No, changes to the "Controlled Substance" setting apply only to future reports and do not affect historical data.
Where do I manage the "Controlled Substance" setting? This setting is managed in the Admin area of Instinct under product settings.
Still need help?
Contact support via live chat or email [email protected].