📝 Overview
The Controlled Substances Log report lists all controlled items along with invoice links, patient and client information, administering staff, quantity, and current balance. You can access it under Reports > Inventory > Controlled Substances Log. This article will review best practices for maintaining an accurate log and explain export options to meet local jurisdiction requirements.
💡 If your jurisdiction requires a client’s Birthdate and Driver’s License, enter them in the client profile. This information will automatically transfer to the Summary section of the report when a record is created.
💊 Inventory Items: Need-to-Knows
When setting up and managing inventory items, there are a few essential steps to keep in mind in order for controlled substances to be tracked correctly.
Click the arrow to learn the need-to-knows
Click the arrow to learn the need-to-knows
Marking an Item as Controlled
Any inventory item classified as a controlled substance must be marked as such in its item profile to appear in the Controlled Substances Log report. Follow the steps below to ensure proper setup:
Navigate to the Inventory module
Search for the item in the search bar, or if adding a new item, click New Item on the top left.
Click Edit Item the top left
Click on the Controlled field and select Yes from the dropdown
Purchases
It is critical that your purchases are entered in with all the correct information, as the report will log the Lot #, Manufacturer, and Expiration from the specific purchase. The balance of the item is updated when a purchase is entered in as well.
💡 Learn how to work with purchases by using clicking the article below.
Adjustments
The Controlled Substances Log records the balance after every transaction. To ensure accurate calculations, it is critical that inventory items marked as controlled always reflect the correct balance. If any portion of an item is wasted or destroyed, be sure to navigate to the item and record an adjustment so the log remains accurate and compliant.
💡 Learn how to work with adjustments by using clicking the article below.
🗂️ How to Filter and Export the Report
Learn how to filter the report to generate accurate information about your clinic’s controlled substance usage. Once the filter is applied, you can export the report and adjust the format as needed to meet your jurisdiction’s requirements.
Click the arrow to learn how to filer and export the report
Click the arrow to learn how to filer and export the report
Filtering
Click the arrow to learn how to correctly filter the report
Click the arrow to learn how to correctly filter the report
In order to generate the correct information, make sure to carefully apply the filters to the report on each use.
From the Reports module, click the Inventory tab and click the Controlled Substance Log report.
Click Filter on the top left.
Select the Type field. The options include All Inventory Items, which will display every single item marked as controlled, regardless of the category type. The other options are Inventory or Service, which will only show items marked as controlled in those inventory category types.
💡 If an item is not showing up on the report and you have the Type filter set to either Inventory or Service, filter for All Inventory Items to ensure you are not missing any controlled substance.
Ensure the date range is selected for the time period you need. Click in the Date Range field and make the correct selection. Either use the dropdown, or manual select the specific dates as needed.
Select the Items field, and choose to Display all items, which will show every controlled substance based on the Item and Date range field. If you are only looking for a specific Item(s), click the Display specific items option and search the items you need.
Lastly, you can choose wether to show all records created from Display all providers, or choose Display specific providers and search for the provider(s) needed.
Exporting
Click the arrow to learn how to export the report
Click the arrow to learn how to export the report
Click Export on the the top of the report and choose wether to Download for all or Print for all.
When the Print for all option is selected, the report will pop up in another tab for printing. Make sure you have your pop up blockers turned off.
Important Downloading Information
When downloaded, it will download to an excel file (or computer specific spreadsheet) which can be manipulated as needed for your jurisdictions specific requirements. The file is exported as a .CSV
Clinics will need to refer to their state or other jurisdictions reporting agency to find information on how the file is submitted.
You may need to convert and modify the exported report depending on the jurisdiction requirements.
Many jurisdictions have specific naming conventions for the submitted file.
❓FAQs
Click the arrow to learn the frequently asked questions
Click the arrow to learn the frequently asked questions
1. What does the Controlled Substances Log report include?
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Click the arrow to learn more
The report lists all controlled items along with invoice details, patient and client information, administering staff, quantity, lot, expiration, manufacturer and the current balance.
2. How do I make sure an item appears in the Controlled Substances Log?
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Click the arrow to learn more
Any inventory item classified as a controlled substance must be marked as such in its item profile. To do this, navigate to the Inventory module, select or add the item, click Edit Item, and set the Controlled field to Yes.
3. Why are purchases important for the log?
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Click the arrow to learn more
When entering purchases, the system records details such as Lot Number, Manufacturer, and Expiration Date. The item’s balance is also updated. Accurate entry ensures the log reflects correct inventory levels.
4. How are adjustments tracked in the log?
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Click the arrow to learn more
The Controlled Substances Log records the balance after every transaction. If any portion of a controlled item is wasted or destroyed, you must record an adjustment to keep the log accurate and compliant.
5. How do I filter the report for accurate results?
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Click the arrow to learn more
From Reports > Inventory > Controlled Substances Log, click Filter. You can filter by type (All Inventory Items, Inventory, or Service), date range, specific items, and providers. Always check filters carefully to avoid missing data—for example, if an item doesn’t appear, set the filter to All Inventory Items.
6. Are there any integrations for controlled substance management?
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Click the arrow to learn more
Yes! We integrate with VetSnap. VetSnap is an integrated digital controlled drug log software with error checking and auto-reconciliation. VetSnap makes DEA compliance simple by alleviating the manual effort and risk of maintaining paper DEA controlled drug logbooks, also offering State reporting, and smart safes for extra security of your controlled substance. This integration allows VetSnap to access client, patient, inventory, and billing records. Click below to learn more about VetSnap.