Controlled substances and partial use

This helps you keep records. It doesn't replace your own compliance review: rules differ by state, and Ona doesn't file anything with the DEA or a state program for you.

How do I set up an item so it's counted by what it holds?

The New item panel for a controlled substance: Measured in mL, Comes in a vial, Holding 10 mL, Cost per vial $45.00, Reorder at 10 mL, Schedule III and Strength 200 mg per mL.

In the left sidebar, click Inventory.
Select + (New item) above the item list, or press N.
In Measured in, enter what you use it by, such as mL.
In Comes in a and Holding, enter what it arrives in and how much that holds, such as a bottle holding 500.
For a controlled substance, choose its Schedule under Controlled substance and enter its Strength, such as 200 mg per mL. Any other item can use Track each container to get the same numbered containers.
Select Create.

Already counting an item in whole vials? Select it, open the More menu above it and select Count by what it holds. Past movements keep the unit they were recorded in. What an item is measured in can't otherwise change once stock has moved.

How do I receive controlled stock?

The Receive stock dialog for Testosterone cypionate 200 mg/mL: 3 vials making 30 mL in all, Cost per vial $45.00, Lot number TC2408A, an expiry date, the Supplier, its address and DEA number, and an invoice number.

Choose your location at the top of the left rail, then select Receive and the item. Enter how many bottles arrived, the Lot number, and who it came from: the Supplier, their address and their DEA number. Each bottle gets its own number, such as INJ-0001. If it arrived earlier than now, set Received on and Time. A delivery entered more than a day late is marked Late entry on the log.

Your own DEA number goes on the location: Settings → Locations, then DEA registration. It prints at the top of the exported log.

How do I record a dose?

The Log dose dialog, Administered, for Marcus Ellington: Testosterone cypionate 200 mg/mL, Dose 100 mg showing 0.5 mL at 200 mg/mL, From vial INJ-0001, Route Intramuscular, Site Right gluteal, Given by Arnold Bays, with the date and time.

Select Log dose on the item, in Inventory → Controlled, or in the Administered section of a visit or patient chart.

Choose the patient and item.
Enter the Dose, in mg or mL. Ona shows what that comes to in the other unit.
Check the bottle. Ona chooses the open one that has to be used soonest, and if it won't cover the dose, offers to take the rest from another.
Add the route and site, and check who gave it and when.
Select Record dose.

A patient chart's Overview with Administered at the top: six doses of Testosterone cypionate 200 mg/mL, each with its amount in mg and mL, route, site, vial, who gave it and when, and Log dose above them.

A dose dated before its bottle was received asks you why, and the log shows it as Dated before receipt.

A service's default products aren't deducted automatically for these items. A visit shows the doses it expects, each with its own Log dose button. Completing a procedure asks which bottle was used.

Where's the log, and how do I export it?

Inventory → Controlled on Log: rows of Administered, Wasted and Received for Testosterone cypionate 200 mg/mL, each with its vial and lot, the quantity and what was left, the patient or supplier, who did it and the details, with item and date filters and Export above.

Open Inventory → Controlled. Log lists every receipt, dose, waste, disposal, transfer and correction at the selected location, with what was left in the bottle after each. Filter it by item and date, then select Export for a PDF or CSV. Viewing and exporting the log are both recorded in the access log.

A dose recorded more than 24 hours after it was given is marked Late entry on the log.

How do I correct a mistake?

Entries can't be edited or deleted. Open the entry's menu and select Void entry, and say why. The stock goes back in the bottle, and both the original and the void stay on the log. Then record it again correctly.

How do I record waste or disposal?

Inventory → Controlled on Containers: INJ-0001 and INJ-0002 Open and INJ-0003 Sealed, each with its lot, a bar of what is left in mL and its use-by date.

Open Inventory → Controlled → Containers, or select the item in the list and pick a bottle under On the shelf, then choose:

Waste: what's left after a dose and discarded. Wasting all that's left closes the bottle. If Witness waste is on in Settings → Inventory, a second team member confirms it from their own login.
Dispose: expired, damaged, returned or sent to a reverse distributor, with who took it.
Correct: when a bottle really holds a different amount than recorded, such as overfill.

The Waste from INJ-0001 dialog: Quantity 0.2 mL with 7.8 mL left, How it was discarded Pharmaceutical waste bin, and the note Drawn up but not given.

Choosing Theft or Significant loss under Dispose shows the reporting deadlines: written notice to your DEA field office within one business day of finding it, and DEA Form 106 within 45 days. Ona records the loss but doesn't file anything.

How do I do an inventory?

The Record count at Main Clinic panel: Kind Initial, As of Close of business, a date, and what INJ-0001, INJ-0002 and INJ-0003 each hold, with Add a container not on record.

Select Record count in Inventory → Controlled. Choose Initial, Two-yearly or Routine, and whether it's as of opening or close of business. Enter what each bottle holds; an estimate is fine for an opened Schedule III–V container. Any difference becomes an adjustment on the log.

Your first count at a location is its initial inventory. Recording it with nothing on hand is valid. Stock from before you started tracking comes in here too: use Add a container not on record. The log starts from this point, since earlier history can't be rebuilt. Inventory → Controlled warns you when a location has no count, or when its two-yearly count is coming up.

When does a bottle go out of date?

Once opened, a bottle is usable for 28 days unless you set something else on the item, under Usable once opened for. A multi-dose vial's label can say otherwise, so check it. Using a bottle past its date is allowed but asks you why, and the log shows it.