In order to give the staff members access to your Cubex machine(s), you need to export the staff members which will give them their access code to your machine.

To sync your inventory items from your DaySmart Vet account to your MyCubex account, you will need to export the inventory items that you are using with your Cubex machine.

Once an item is synced, it will say CUBEX next to the item name.

Once a patient is checked in, it creates the gateway from your account to your Cubex machine. Creating a new record for a Cubex item follows the same workflow as adding any standard item. Simply search for the item, select it, and complete any relevant fields in the new record form.

There will be a Status field on any Cubex item. Once the record is created, the item needs to be dispensed in the timeframe that was configured in the Default Expiry Days configuration. If it is not dispensed in the set time, the order will expire.

When the Auto-update records upon dispense/when dispensing setting is enabled, the invoice quantity will automatically update based on the amount dispensed from your Cubex machine. This ensures MyCubex remains the source of truth and eliminates the need for manual reconciliation on the invoice or medical record.

There is a change log that will serve as a audit trail for Cubex dispensed items. This is a way to track the status history of the item, with associated times that changes were made. To access an items change log, click the gear icon to the right of an item, and select View Changes.

Cubex is the source of truth for medication waste and returns, as it tracks inventory counts moving in and out of the cabinet.

To avoid creating separate or confusing entries in a patient’s medical history, waste and return records are not automatically linked to existing medical records. Instead, users are prompted to manually link the waste or return to the appropriate medical record. This ensures the dispensed quantity accurately reflects what the patient received.

To simplify this process, there is the Unassigned Cubex tab on the Patient Dashboard.

The Type can be selected from the dropdown, and the patient, client or item name can be searched on the top right.

The system provides filters (such as item name) and pre-populates recent records to help users quickly select the correct medical record, while still allowing the clinic to make the final, accurate association. To assign a waste or return, click Assign next to the applicable option.

A form will appear, and a record will need to be selected from the Select Record field.

Once the correct record has been selected, click the Assign option.

Additionally, you can delete the Cubex transaction by selecting the Delete option next to the applicable record.

When using the treatment board with a Cubex item, it is important to note the following:

When an activity is added to a treatment using a Cubex item, the system immediately creates a medical record. This ensures there is a record available to send if needed. At this stage:

When the activity is Completed, the system updates the medical record based on the settings chosen at that time:

If the treatment is discharged without completing the activity:

We require users to complete the activity to confirm that the medication was actually administered to the patient. Dispensing an item from the Cubex cabinet does not always mean the treatment was performed. Completion ensures accurate medical records, billing, and inventory tracking.

When a patient is discharged from the treatment board, all pending orders in Cubex will be closed.