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Controlled Substance Logging

Updated

This feature is available in Lobbie EMR. Please contact sales@lobbie.com for more information.

 

Overview

Lobbie's controlled substance logging system helps clinics accurately track, administer, and reconcile controlled medications. This guide walks you through how to add medications, manage inventory, log usage, waste medications, perform daily reconciliation and handle error correction.

 

 

Overview of Tabs

Lobbie's medication logging interface has three main sections:

  • Usage Logs – View all medication administration and waste entries.

  • Inventory – Add, manage, and view current medication stock.

  • Daily Reconciliation – Reconcile daily usage to maintain accurate records.

 

Getting Started with Controlled Substance Logging (CSL):

Step 1: Add Medication & NDC Variant details to Inventory

This step is for adding in the details for the name of the medication and NDC variant details (NDC number, Schedule, Unit, Strength, Dosage Form and Manufacturer). The adding of Containers (for example Vials) to the Inventory will be covered in Step 2.

  1. Navigate to the Inventory tab.

  2. Click Add Medication and enter the medication name (e.g., Testosterone).

    1. If your system already has a Medication with that name entered, it will appear in the Dropdown - click on the medication in the dropdown to add in new NDC variants or configure existing NDC variants
    2. If no existing Medications with that name exist in the system, click on the blue "Create" link that will display in the dropdown.
  3. Add in the NDC Variant details:
    1. Add in the NDC number: For this, you have two options:

      1. Search and select the appropriate DEA-defined NDC number. Lobbie uses a real-time lookup to the DEA database to populate schedule and strength. This option will autofill most of the NDC Variant details.

      2. Type in the NDC number manually, if the search does not return any results

    2. Fill in or verify the following details;

      1. DEA Schedule (example: CIII)

      2. Unit of administration (e.g., mg, gel) - the Unit will be used for both Inventory

      3. Strength of the medication
      4. Dosage Form (example: Injection)
      5. Manufacturer name

  4. Optionally, click Add NDC Variant to enter alternate forms (e.g., differing variations for dosage form, unit, manufacturer or strength).

  5. Click Create Medication to add it to your medication library.

Step 2: Add Inventory

  1. In the Inventory tab, click Add Inventory.

  2. Select the NDC variant and fill out:

    • Date received

    • Lot number

    • Container size (e.g., 50 mg)

    • Expiration date

  3. Optionally add multiple containers if receiving a bulk order.

  4. Assign a signer, then click Sign and confirm to add inventory.

Changing Container Status:

When Containers are first added to Inventory, they will get a status of Available. To log against a  container, you will first need to update the container status to Open:

  1. Click on the Add Log Entry button in the top right corner
  2. In the drawer that opens, there is a menu with three tabs. Select "Container Status"
  3. Select the medication, the Lot# (optional) and the container you would like the edit the status for
  4. The container status is now shown with a dropdown around it. Click on the dropdown to select the new status.
  5. Click on Change Container Status in the bottom right corner
  6. The status of the container is now updated.

 

Videos:

Adding Vials to Inventory:

https://www.loom.com/share/f36ecf7c1fcf4713ba807a0d245e131c?sid=93ac9235-1837-438d-9226-709909b04bfb

Adding Pellets to Inventory:

https://www.loom.com/share/74faa85c43d6422493688854ad7da4cc?sid=b443b535-292f-4263-b7ca-836699a24f99

 

Step 3: Administer Medication

  1. Click Add Log Entry in the top-right corner.

  2. Select:

    • Patient

    • (Optional) Appointment

    • Medication

  3. Choose or open a specific container.

    1. Note that the system will automatically select a currently Open container, if one exists. Always verify that the container selected is the correct one. You will be able to change the container by clicking on Edit (pen) icon.
  4. Select if you're either administering or dispensing

  5. Enter the dosage (e.g., 0.75mL).

  6. Add a reason and (optionally) comment.

  7. Optional: You can also log Wasting in the same workflow separately, by clicking on "Add Wasting"

  8. Assign the signer, click Sign, and complete the log entry.

Step 4: Log Wasting

  1. Select Add Log Entry and choose the patient.

  2. Select the medication and click Log Wasting.

  3. Enter:

    • Amount wasted

    • Reason for wasting

    • Method of destruction

    • Comment

  4. Sign yourself and assign a second user for required dual-signature.

  5. The log entry will remain pending until the second signature is completed.

Step 5: Nullify an Incorrect Log

Video for nullifying a log: https://www.loom.com/share/50197ea792b143db9b8b5dad5d732d4e?sid=4abf721b-b7c9-4b3b-a39d-9d90ea65de95

 

If a medication was logged incorrectly, or a mistake was made when entering containers to inventory:

Medication Logs (Removal Logs):

  1. Go to Usage Logs.

  2. Click View Details on the log entry.

  3. In the header of the drawer that opened, next to the title, there is a Settings icon (three dots). Click on the settings icon and select Nullify from the dropdown.

  4. Sign and confirm. This action will reverse inventory impact while maintaining audit history.

Inventory Logs:

1. Go to Inventory - Inventory Logs

2. Locate the Entry Log for the specific container

3. Click View Details on the Entry Log

4. In the header of the drawer that opened, next to the title, there is a Settings icon (three dots). Click on the settings icon and select Nullify from the dropdown.

5. Sign and confirm. This action will change the status of the container to Nullifed.

6. Note that any connected Removal Logs (administering or dispensing) would need to be nullified separately. 

 

Step 6: Perform Daily Reconciliation

  1. Go to the Daily Reconciliation tab.

  2. Click on Add Reconciliation Log

  3. Select unreconciled entries for the day.

  4. Add a comment (optional) and assign a signer.

  5. Click Sign to complete the reconciliation log.

 

Tips and Notes

 

General Notes

  • Only one container should be open at a time per medication.
  • Use filters in the Usage Logs to search by patient, medication, date range, or log type.
  • Wasting entries always require two different signatures to comply with regulatory standards.
  • Reconciliations help maintain compliance and identify any discrepancies promptly.

 

Changing Container Status

When Containers are first added to Inventory, they will get a status of Available. To log against a  container, you will first need to update the container status to Open:

  1. Click on the Add Log Entry button in the top right corner
  2. In the drawer that opens, there is a menu with three tabs. Select "Container Status"
  3. Select the medication, the Lot# (optional) and the container you would like the edit the status for
  4. The container status is now shown with a dropdown around it. Click on the dropdown to select the new status.
  5. Click on Change Container Status in the bottom right corner
  6. The status of the container is now updated.

 

Error Correction

  • For any error corrections, use the Nullify Log option. 
  • This applies to both Removal Logs (Usage Logs for Administering and Dispensing) and Inventory Entry Logs (Entry Logs) for containers.

 

Editing Medication & NDC details

To edit or verify current Medication / NDC details:

  1. Go to the Inventory Tab
  2. Click on Add Medication
  3. Type in the name of the medication that is already in your inventory
  4. The dropdown will return all medications that match the typed name in your inventory
  5. Click on the name of the Medication
  6. All NDC details for the Medication will now open up

 

Impact of edits to existing inventory and usage logs

  • When adding in Inventory (new containers), the Units used are derived from the Units defined for the specific NDC at the time of adding the Inventory.
  • Any updates to the NDC Units will only apply to new Containers added to inventory after the update was made.
  • All existing logs that have referenced an edited NDC before the Edit was made should be Nullified and re-entered.

 

Data Migration

Lobbie does not import over any existing inventory or substance logs from any other systems.

 

Prescription Drug Monitoring Program Support

The Controlled Substance Log feature does not include automatic reporting.

 

 

 

 

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