Controlled Substance Overview
🧪 Active Bottles (Balance > 0)
📚 Historical / Ended Bottles
Ended and pre-live bottles stay visible here for audit/history review. Use the Dispensed tab for full row-level detail.
📝 Recent Activity
| Date | Drug | Patient | Amount (mL) | DVM | Tech |
|---|
✍️ My DEA Log Signatures
My signing profile
Your initials find logs you were involved with. Your PIN is re-entered to legally sign each log. PINs are stored hashed — never plain text.
Unsigned logs with my initials
| Date | Type | Drug/Log | Client/Bottle | Patient | Bottle # | Details | Role | Sign |
|---|
🧾 Admin — Unsigned Logs
Who still needs to sign?
Use this for daily/month-end follow-up before exporting records.
| Employee | Initials | Date | Type | Drug/Log | Client/Bottle | Patient | Bottle # | Details | Role |
|---|
📦 Compliance Export Packet
Monthly DEA / Anesthesia packet
Use monthly for routine records, and immediately after any discrepancy, DEA concern, audit, or staff transition.
📦 Controlled Substance — Received Inventory
Log New Receipt
| Date | Drug | Schedule | Bottle # / Edit | Size (mL) | Lot # | NDC # | Manufacturer | Distributor | Invoice # | DVM | Tech | Signed |
|---|
💊 Controlled Substance — Dispensed / Administered
Log Dispensing
If a dispensed line is missing: first click 🔄 Sync from Vetspire, then search by patient/client and check ⚠️ Needs Review. If it still does not appear, confirm the medication charge/product is on the signed Vetspire encounter with the correct date and quantity. If it is urgent or Vetspire looks correct but the row is still wrong/missing, click 📝 Add on the closest row/search result and leave a review note for admin/leadership. Admin/leadership can decide whether a manual dispensing row is needed while the Vetspire source is corrected — techs should not edit DEA log rows directly and should not sign a row that looks wrong.
Manual Entry
Vetspire Synced
Historical marker: dispensed entries before May 1, 2026 are shaded gold to show the pre-live/background period. May 1 forward is the live staff-use period.
🔍 Controlled Substance — Audit Log
Batch Audit Mode
Guided physical count: enter the actual bottle balance and the app calculates variance, logs each audit row, and creates discrepancy records when needed.
| Audit? | Drug | Bottle # | Expected | Actual Count | Variance | Last Used | Last Audit | Notes |
|---|---|---|---|---|---|---|---|---|
| Load active bottles to begin. | ||||||||
Single Audit Entry
| Date | Drug | Bottle # | Balance (mL) | Discrepancy (mL) | Logged? | Reason | DVM | Tech | Signed | Edit |
|---|
⚠️ Controlled Substance — Discrepancy Log
Log Discrepancy
| Date | Drug | Bottle # | Amount (mL) | Repeated? | DEA Status | DVM | Tech | Notes | Edit |
|---|
🏥 Anesthesia Log
Log Anesthesia Event
| Date | Client | Patient | Species | Procedure | Recovery | Tech | Vet | Review Status | Edit |
|---|
📜 Edit Audit Trail
| When | Who | Table | Record # | Field | Old Value | New Value |
|---|
📡 Radiograph Log
Log Radiograph
| Date | Client | Patient | Species | Anatomy | Size | kVp | mAs | Views | Tech | Vet | Edit |
|---|
🛡️ Radiation Safety — PPE Equipment Checks
Log PPE Check
| Date | Item | Type | kVp | mAs | Views | Result | Tech | Notes | Edit |
|---|
❓ DEA Controlled Substance Log — Team Guide
Use this app as the controlled-substance record. It should match Vetspire, the physical bottle, and the person signing. If any of those do not match, pause and ask a lead/admin before signing.
Golden rule: your PIN is your electronic signature. Do not share it, and do not sign anything you have not personally verified.
🩺 DVM quick start
- Open ✍️ My Signatures.
- Open the linked patient name and verify the Vetspire chart.
- Confirm date, patient, medication/log type, amount, and your role.
- If correct, sign with your PIN. If wrong, do not sign — have the source corrected and re-synced.
DVM access: My Signatures, Dispensed, Radiograph/X-ray, and Anesthesia.
👩⚕️ Tech quick start
- Use 💊 Dispensed to search/review administrations, waste, balances, and Needs Review rows.
- Use ✍️ My Signatures daily for logs with your initials.
- Verify patient/date/amount/role before signing.
- If a row is missing or wrong, check Vetspire first, add a review note if needed, and tell a lead/admin before signing.
Tech access: Dispensed is read-only for techs. Search, review, and add issue notes — do not edit DEA rows directly.
Tech stop rule: never sign just to clear the queue.
📋 Daily workflow
| When | What to do | Where |
|---|---|---|
| Before signing | Open the patient chart, verify the log, then sign only if correct. | ✍️ My Signatures |
| New bottle arrives | Log receipt with bottle size, lot, NDC, manufacturer, distributor, invoice, initials. | 📦 Received |
| Controlled drug used/wasted | Confirm bottle, patient, amount given, amount wasted, initials, review status, and signature status. | 💊 Dispensed |
| Cannot find a client/patient | Use the Dispensed search box. Search is global and ignores drug/bottle filters while typing. | 💊 Dispensed Search |
| Line is present but flagged | Check the Review / Note column. Needs Review means the sync found a row but something needs human/admin review before signing. | ⚠️ Needs Review |
| Routine bottle count | Use Batch Audit Mode: enter physical count, review variance, save batch. | 🔍 Audit |
| Balance does not match | Document the variance and notes. Batch Audit will auto-create discrepancy records over tolerance. | ⚠️ Discrepancy |
| Surgery/anesthesia case | Document true anesthesia/surgery events only. Exclude false positives instead of deleting. | 🏥 Anesthesia |
| Patient x-ray | Load queue, tap patient, snap machine settings, submit radiograph log. | 📡 Radiograph |
🔍 Audit Mode — routine bottle checks
This is the preferred way to run regular audits. The physical count is still manual; the app handles expected balance, variance math, audit rows, and discrepancy records.
Batch Audit Mode
- Go to 🔍 Audit.
- Choose a drug or leave as All active bottles.
- Click 🔄 Load Active Bottles.
- Physically measure/count each bottle.
- Enter the actual mL in Actual Count.
- Check the variance color: green is within tolerance; red is over tolerance.
- Add notes for any discrepancy or odd finding.
- Enter DVM/Admin initials + Tech initials, then click ✅ Save Audit Batch.
Default tolerance: 0.10 mL. Variance above tolerance creates both an audit row and a discrepancy record.
Do not adjust the bottle to make it match. Enter the physical count exactly as measured. If it does not match, document it.
Single Audit Entry
Use single entry only for one-off corrections/checks. Batch Audit Mode is better for weekly/monthly controlled-substance audits.
📦 Received — new bottles
- Open 📦 Received.
- Select drug and received date.
- Enter bottle size, lot, NDC, manufacturer, distributor, invoice.
- Enter DVM/Tech initials and save.
Bottle numbers are generated by the system. Do not invent a duplicate bottle number.
💊 Dispensed — drug use/waste
- Open 💊 Dispensed.
- Search by client, patient, client ID, DVM/tech initials, drug, or bottle #.
- Use All Review Statuses → ⚠️ Needs Review to find rows needing follow-up.
- Review Review / Note, Signed, patient/date, amount given, amount wasted, and initials.
- Techs: add an issue note if something still looks wrong after checking Vetspire; do not edit the DEA row directly.
- Admins/leads: edit only when a true DEA log correction is needed.
Remaining balance = received bottle size minus cumulative administered + wasted amounts.
Missing line workflow: click 🔄 Sync from Vetspire, search client/patient, check Needs Review, verify the signed Vetspire encounter has the medication/product/date/quantity, then add a review note or escalate if still unresolved.
🔄 Vetspire sync + Needs Review
Use 🔄 Sync from Vetspire to pull recent controlled-substance records. The sync reads drug, quantity, patient, provider, tech, and bottle notes when available.
- Needs Review means the row came from Vetspire but the app could not fully trust/match something automatically.
- Common reasons: missing bottle note, unmatched staff initials, older pending data, multiple bottle references, or source mismatch.
- If Vetspire is wrong, fix Vetspire first, then sync again.
- If Vetspire looks correct but the DEA row is still wrong/missing, use 📝 Note to alert admin/leadership without changing the legal row.
⚠️ Discrepancies
Use this when an audit or physical count does not match the system balance.
- Document amount, bottle number, initials, and notes.
- Repeated or meaningful losses must be escalated to leadership.
- Batch Audit Mode auto-creates discrepancy rows when variance exceeds tolerance.
🏥 Anesthesia
Use only for true anesthesia/surgery procedures. General wellness, geriatric, sedation-only, or false positives should be marked voided/not used or not anesthesia-surgery, not deleted.
📡 Radiograph + 🛡️ PPE
Radiograph is for field x-ray logging and machine settings. PPE Checks are for radiation safety equipment checks and pass/fail documentation.
📝 Review notes — alert admin without editing the legal row
Use 📝 Note when you checked Vetspire and the problem is not simply a source-data typo, or when the row needs leadership review.
- Good notes: “Checked Vetspire — med is on signed encounter, bottle # missing.”
- Good notes: “Quantity correct in Vetspire but row still Needs Review.”
- Good notes: “Patient/date mismatch — do not sign yet.”
- Review notes do not change the controlled-substance record. They create a separate trail for admin/leadership.
🛑 Stop and ask a lead/admin if…
- The bottle number does not match the physical bottle.
- The amount in Vetspire does not match what was actually used.
- A balance is negative, zero when it should not be, or otherwise suspicious.
- The patient/date/provider/tech initials are wrong.
- You see unmatched staff initials and cannot find that user in the system.
- You checked Vetspire and the issue is still not solved — add a review note and escalate.
- You are unsure whether a discrepancy is significant.
💊 Common drug reference
| Drug | Typical bottle size | Schedule | Notes |
|---|---|---|---|
| Butorphanol | 10 mL | IV | Common controlled injectable |
| Telazol | 10 mL | III | Anesthesia/sedation |
| Pentobarbital | 100 mL | II | Schedule II — highest attention |
| Buprenorphine | 10 mL | III | Injectable/transmucosal tracking as configured |
| Midazolam | 1 mL | IV | Anesthesia/sedation |
| Ketamine | varies | III | Anesthesia/sedation |
Need help? Contact Dr. Vitals or the practice admin.
⚙️ PIN Management
Team first-time sign-on code
Give employees this code privately. They can use it on the login screen to create their own DEA log sign-on and private PIN.
Add New PIN
| Name | Initials | Role | Access | Active | Last Used | Actions |
|---|