In Instinct EMR and Instinct Treatment Plan (ITP), the Controlled Substance Report tracks the usage of products marked as controlled substances, providing a clear audit trail for compliance. A controlled substance is recorded when a treatment containing it is completed on the Tx Sheet or as a one-off, when it is added directly to an invoice, or when it is prescribed using Rx mode (EMR only).
To add or remove a product from this report, see Mark and Unmark Products as Controlled Substances.
Note: Changes to the Controlled Substance setting only affect future reports. Historical data is not updated. |
Receive the Controlled Substance Report by email (ITP practices)
The Controlled Substance Report can be emailed to your practice's distribution list daily, weekly, or monthly. To start receiving the report or if you have questions about accessing it, contact [email protected].
Keep the following in mind:
If a treatment is completed on the Treatment Sheet and the corresponding invoice line item's date and time are edited, the report displays the time the treatment was completed on the Tx Sheet.
If a controlled substance is added directly to an invoice and the date and time are edited, the report displays the current date and time on the invoice.
If a controlled substance is added to the invoice via a prescription and the corresponding invoice line item's date and time are edited, the report displays the date and time updated on the invoice, not the date it was prescribed.
Note: To learn more about how to access and schedule this report, see the Analytics Guide. |
Report Information tab
The Report Info tab is the cover page for the report. It includes your Practice Name and Practice Location, the date and time range the report covers, when the report was created, and the time zone for the report.
Glossary tab
The Glossary tab contains terms and definitions for the column headings used throughout the report.
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, for example CRI. This is blank for substances not set up as vitals.
Measurement Unit: Unit of measurement for a controlled substance recorded from a vitals measurement. This is 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, and 1-99 is the fill number.
Refills Authorized: Number of refills authorized by the prescriber.
Days' Supply: Estimated number of days the medication will last.
Ordered By: Staff member who ordered the treatment.
Ordered At: Time the treatment was ordered.
Ordered Note: Note associated with the order.
Edited By: Staff member who last edited the order.
Edited At: Time 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.
Invoice Closing Date: Date the invoice was closed. If the invoice is not closed, it will display “Open” in the “Invoice Closing Date” column.
Assigned Doctor: Clinician assigned to the patient at the time the treatment was completed.
Patient ID: Patient ID associated with 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.
Account Address: Address of the primary client.
Account Phone: Phone number of the primary client.
Primary Contact Birth Date: Birth date of the primary client.
Entered On: Where the controlled substance was entered into the software: Rx, Tx Sheet, or Invoice.
Note: Controlled substances entered on the Ax sheet are displayed as “Tx Sheet” in the “Entered On” column. |
Controlled Substance List tab
The Controlled Substance List tab lists each controlled substance entry using the columns defined in the Glossary tab.
Frequently asked questions
What appears in the Controlled Substance Report?
Products marked as controlled substances appear when a treatment is completed on the Tx Sheet or as a one-off, when they are added directly to an invoice, or when they are prescribed using Rx mode (EMR only).
Can I update historical reports after marking a product as controlled?
No. Changes to the Controlled Substance setting only apply to future reports and do not affect historical data.
Why does the date and time in the report differ from the invoice?
The report displays the Tx Sheet completion time for treatments completed on the Tx Sheet, even if the invoice line item's date and time are edited. For items added directly to an invoice or via a prescription, the report displays the date and time on the invoice.
Still need help?
Contact support via live chat or email [email protected].