Control Drug Machine Log
- Cathy Allison
Control Drug Machine Log
This screen is a place for a staff member in the Pharmacy to view the messages sent to the central Control Drug Machine system, including any discrepancies in the logs, any errors, emergency mode overrides that result in patient mismatches, and other problems that may arise during the daily usage of CDMs.
Control Drug Machine Search
The top part of this screen contains a basic search section to narrow down the results from the log. By default, only log entries with an error will display, but this can be changed to show all log entries for a specific patient or date range if needed.
| Field | Description |
|---|---|
| Case No | To search for logs related only to one patient, enter in the case number. If this is left blank, all patients will load. |
| Operator | Searches for log entries based on the CDM operator number. This number may be different from the employee VetView number, based on how your CDM user numbers were assigned. (Note that these numbers are programmed inside your CDM system, and only linked to VetView under the Employee accounts.) If this is left blank, all users will load. |
| Machine | Searches for log entries based on the CDM's designated machine number. (Note that these numbers are programmed inside your CDM system, and only linked to VetView under the Pharmacy Setup tabs.) If this is left blank, entries for all machines will load. |
| Product | Searches for log entries based on a specific product. Use the line and sequence number to identify a single product. Or enter in a few letters from the product name; the system will query the log tables and find all matches. This may be useful for searching for all variations of a product that has different formulations in the CDM. |
| Date Range | Searches for log entries within a specific date range. Since an entry is made for each action taken at a CDM, a single prescription done as a CDM draw can have multiple entries over a range of dates. |
| Type | Searches for log entries designated as one of four types: Issue (draw against inventory that was given to patient), Return (putting it back into inventory and not given to patient), or Waste (draw against inventory that was not given to patient.) These types should match up to the Medication Administration Record for controlled substances on the patient record. |
| Error | Searches for either only errors, log entries without any errors, or all log entries. By default, Errors will be selected. |
| Processed | Searches for entries that have been processed, not been processed, or all entries. Using this in combination with the Error option, you can find previous errors that have since been corrected to review if needed. |
| PMP | Searches for CDM draws for products marked as part of the PMP program. This allows you to generate a report of all CDM draws of this product within the specified dates. |
Search Results
The results will output in a list below. Errors will be highlighted in pink and red, but non-error logs will not be highlighted.
Most columns can be sorted in this list, such as CDM No, Date, Case No, etc.
Print List
Click on the Print List button to generate a PDF report of all the search results. This can be used as a tool for manual inventory counts and error correction at the physical CDMs. This is also how you can generate the PMP report. You have the option to Export to Excel if you need to manipulate the data in CSV format.
Process Errors
Expand an error line in the log to view additional options. The options may vary depending on what caused the error. The log itself will give additional information about the specific error.
In the example below, the medication was removed from the CDM in emergency override mode, and thus the case number for the patient was never entered. To correct this error, you can update the patient information, make sure there is an open bill, and the repost the transaction.
| Field | Description |
|---|---|
| Re-Post Transactions | If the only issue was that the charges were not applied to the bill, this button may correct it. A patient, an episode, and an open order must all be present for the charges to be applied. |
| Update Patient Info | Opens a window to allow you to search for the patient and episode. If the episode already has an open order, simply identifying the correct patient and episode will link the open order, so that you can Re-Post the transaction. |
| Open Order | If the error occurred because the patient's order was closed before the charges will apply, but the patient and episode are already listed, you can click on this open to open a new related order, and the Re-Post the transaction. |
| Update Product Info | Opens a small window to search for the correct product. Note that the products in VetView and the products in the CDM are linked within the CDM system itself, so you should ensure that the Drug Code matches the product in your CDM as well. |
| Update Employee Info | Opens a small window to change the linked employee for this transaction. If the employee is blank or the wrong employee number was used, this allows you to correct the error. All CDM draws must have an employee linked to the transaction to be valid. |
| Add Comment | Adds a comment to the transaction. Use this to explain the reason for the error, such as "VetView server was down and we were in emergency protocols." |
| Mark as Processed | Leaves the original Error flag intact for this entry, but adds a Processed flag, so that it will not appear in a search for Error + Unprocessed, but can still be reviewed at a later time. Marked as Processed will appear in the log. |
Update Patient Info
Clicking this button will open a small window to search for the correct patient and episode for this log entry.
Select the episode from the list to load the episode status, unit, attending, and main reason. The date of the episode is next to the episode name, to help confirm which is the correct episode to bill against.
In this example, the correct episode is in Open status, from the most recent dates.
The CDM Log will be updated with the changes.
Now you can Re-Post Transactions, and the charges will go to the open order. The highlighting will change from pink to blue.
Click on the Mark as Processed button to confirm that all errors are now corrected.
VetView Wiki Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)
To see commonly used terms in VetView Hospital, please visit our Hospital Glossary of Terms.