Controlled Drugs

Drug logs are important to our every day practice. Each controlled drug should be accounted for and inventoried regularly by the Practice Manager.

Hospital Policies

Drug logs for all injectable and tablet controlled substances are kept in the lab on the cascading file folder.

If a bottle is removed from the safe, the removing team member should fill out the book that corresponds with the drug with the number bottle taken, the date, and what the new balance is of the box. They should also initial this line item. 

If a drug needs to be wasted, the tablets or liquid should be put into the Drug Buster container, located in surgery, add that to the book and to Avimark as a variance.

Each controlled substance should stay in the locked box within the locked cabinet in surgery.

Responsible Parties

All doctors in the building as well as the practice manager are ultimately responsible for the ordering, control and inventory reconciliation of controlled drugs. Doctors should check behind any technicians, assistants or reception team that are entering line items in to a MCR to insure accuracy.

Ordering

Practice Manager orders depending on stock levels listed in Avimark and doctor preference/need.

DEA registrants - Dr. Erica Goode, Dr. Irina Reveilhac and Dr. Gloria Ledon

Distributors for all drugs except Hydromorphone: Patterson, MWI, Midwest, Zoetis - Vetcove

Hydromorphone: Form 222 filled out by a DVM and practice manager submits to Tanya Cersale at MWI for ordering. 

Receiving

Order is opened in treatment and received by adding receiver's initials to the invoice, and noting exp date and lot number for each bottle received. Each bottle should be labeled with a number according to what is already in the safe and the drug logs (ex, if we have bottles 1-3 in the log book, the next bottle should be labeled 4, and so on). The number should be placed on the box AND the bottle itself.

Controlled substances should be put away promptly by notifying a doctor or Felecia/Callie that you have bottles to put away and they will put the bottles in the lockbox. Felecia or Callie will reconcile the log book with the bottles received.

Invoices are put in the white bin labeled Invoices for practice manager to reconcile in Avimark.

Invoices are kept digitally via Vetcove for 2 years and on individual distributor site forever. All invoices should be kept in a paper copy in the Practice Manager's office.

Usage/Dispensing

DVMs are the only ones licensed to remove, mix and distribute controlled substances. 

Waste/Discard/Expired

Current list of controlled drugs:

Tramadol  50mg Tablets - 1000 count bottle

Euthanasia Solution Injectable  - 390 mg/ml Pentobarbital Sodium 50 mg Phenytoin Sodium - 100 ml bottle

Telazol 5mg/ml Injectable - 5 ml bottle

Butorphanol 10mg/ml Injectable (Torphadine) - 50 ml bottle

Hydromorphone 2mg/ml Injectable - 20 ml bottle

Alfaxan 10mg/ml Injectable - 20 ml bottle

Propofol  10mg/ml Injectable - 20 ml bottle

If someone on the team is concerned about drug diversion, please contact Dr. Erica or the Practice Manager immediately.