This article explains how to manage and track controlled medicines to meet legal and reporting requirements. Using a unique tracking number system ensures precise documentation for these substances.
Controlled medicines and tracking numbers are not used in all markets. This depends on legal requirements. In some markets, the controlled medicine function is used without tracking numbers to simply mark medicines as a controlled substance that can be filtered out in reports.
Set Up Controlled Substance Tracking
To use tracking numbers for controlled medicines, you must enable the feature in your organization's settings and then mark each medicine item as a controlled substance. Access Settings by selecting the clinic location name in the top left.
Go to Settings > General > Organization Settings.
Select Enable tracking numbers. This setting enables the controlled medicine feature and makes a dedicated Controlled medicines section visible under the Inventory menu.
Mark a Medicine as a Controlled Substance
Go to Catalog > Items.
Find the medicine item and select the pen button. You can also create a new item by selecting the Add item button.
In the item dialog, go to the Stock tab.
Select the Controlled substance checkbox.
Select Save.
When the item is marked as a controlled medicine, a triangle icon is visible in specific places, such as when adding the medicine to a consultation.
Add a Controlled Medicine to Stock
You can add new packages of controlled medicines directly from the Controlled medicines view or through a purchase order/invoice. When a new received controlled medicine is added, it will automatically be given a unique tracking number.
Note: For controlled medicines with tracking numbers, you can't add non-tracked stock or create batch-based stock entries from the Stock page — these options aren't shown for tracked items. Use one of the two tracking-number-based methods below instead.
To add a controlled medicine from the Controlled medicines view:
Go to Inventory > Controlled medicines.
Select the Add received controlled medicine button at the top of the page.
Search for the controlled medicine in the search field on the dialog that opens.
When a medicine is selected, the dialog will state the new tracking number. Select the correct date in the Added field.
Select Save.
Alternatively, add a controlled medicine through a purchase order or purchase invoice:
Go to Inventory > Orders to find the relevant purchase order or purchase invoice.
Select the pen button on the end of the row.
Select the check mark button to confirm the received item. Add controlled medicines one row at a time.
On the Add controlled item to stock dialog, a tracking number will be stated. Remember to write this number on the package/bottle.
Select Save.
Split a Tracking Number
If a medicine package contains multiple units, you can split the main tracking number (e.g., 123) into individual units, each with its own unique sub-tracking number (e.g., 123.1, 123.2, etc.).
Go to Inventory > Controlled medicines.
Find the item and select the Split button at the end of the item row.
On the dialog that opens, select the Split button to confirm.
Record Usage and Waste
When tracking numbers are enabled, you must select the specific tracking number of the item when using a controlled medicine in a consultation. The Controlled medicines view maintains a detailed record of each item, including when it was added to stock, which patients received it, and any recorded waste (waste calculations must be set up on the item card). You can also record waste or loss manually, for example, if a bottle broke.
To record waste or loss manually:
Go to Inventory > Controlled medicines.
Find the item with the correct tracking number.
Select the Show button at the end of the item row.
Select the Record loss button on the dialog that opens.
Add the Dosage unit loss and a Description for loss (this is a required field).
Select the Record loss button to confirm.
An item marked as a controlled substance with an assigned tracking number will not disappear from the Controlled Medicine view if the item itself is archived. To remove a controlled medicine from this view, you need to manually record loss so the quantity is zero, or run an inventory check to bring the balance to zero.
Correct a Controlled Medicine Entry
If you have recorded an incorrect amount for a controlled medicine in a finalized consultation, you can correct the balance. How you correct it depends on the direction of the error:
If you recorded too little (more was actually used than logged), create a new loss entry for the same tracking number, record the missing amount, and state the reason in the Description field.
If you recorded too much (less was actually used than logged), you can't enter a negative number on the loss modal. Use an inventory check instead. By default, only tracking numbers with a balance above zero are listed there — if the tracking number's stock level is zero, select the + button and choose it from the dropdown to add it to the list. Enter the correct counted amount in Counted units for that tracking number, then select Save to apply the correction.
This process corrects the stock balance of the medicine item, but does not reflect on the patient records.
Note: When you use a credit note to reverse a sale, the system will automatically return the sold quantity to your stock. Remember to select the Update stock levels checkbox if using the credit option Credit some invoice items. However, a credit note will not reverse any waste that was automatically logged and removed from stock, as waste is considered a permanent loss. If a quantity of waste needs to be returned to stock, it must be done manually.
Print Usage Records and Reports
You can generate and print a PDF usage record for a specific tracking number to meet reporting obligations and for clinic inspections.
Go to Inventory > Controlled medicines.
Find the medicine item using the search field.
Select the Show button at the end of the item row.
In the dialog window, select the Print button.
A PDF of the usage record will open in a new window.
Related Reports
The Medicine usage report, Reporting > Reports > Medicine usage, can list patients who have received specific medicines. You can filter this report to include Only controlled medicines.
Use Controlled Medicines on Written Prescriptions
For some markets, the functionality for items marked as controlled medicines will also affect the written prescription. This is controlled by the country your clinic's location is set to.
UK Market: Written prescriptions for controlled medicines have a fixed validity of 28 days. Select the Controlled checkbox on the Create written prescription print out dialog to ensure this fixed validity period is applied.
US Market: When an item is marked as a controlled substance, the prescriber ID, also known as the DEA number, automatically appears on the prescription printout.