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.
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 Catalogue > 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 dialogue, go to the Stock and Pricing 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.
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 dialogue that opens.
When a medicine is selected, the dialogue 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 dialogue, a tracking number will be stated. Remember to write this number on the package/bottle.
Select Save.
Note: You cannot add controlled medicines directly to stock from the Stock page or by using the graph button, as this will not give the entry a tracking number. The system may prompt you for a batch number instead, but because tracking numbers replace standard batch numbers for controlled medicines, you must use a purchase order workflow or the Controlled medicines view to ensure the item receives a tracking number.
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 dialogue 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 dialogue 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.
Correct a Controlled Medicine Entry
If you have recorded an incorrect amount for a controlled medicine in a finalised consultation, you can correct the balance by making a new loss entry.
Create a new loss entry for the same tracking number.
Record the amount as a negative number (e.g., -0.35 ml) if you added too much, or a positive number (e.g., 0.35 ml) if you added too little.
In the Description field, clearly state the reason for 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 dialogue window, select the Print button.
A PDF of the usage record will open in a new window.
Related Reports
The Medicine usage report, Reports > Stock management > 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 dialogue 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.