The Controlled Drug Report provides a detailed log of all controlled substance administrations and written prescriptions within a specified time period. This one-table report combines medical, product, and client data to support compliance, audit readiness, and clinical traceability.

⚠️ Compliance Notice

This report is intended for reference only and is not a substitute for regulatory-compliant drug logging. While it provides detailed administration and prescription data, it does not fulfill all requirements for legal recordkeeping under controlled substance regulations. We strongly recommend maintaining a separate, manually logged controlled drug logbook in accordance with your local/state regulatory guidelines. Regularly reviewing and cross-checking the Controlled Drug Report ensures early detection of discrepancies for compliance purposes.

🛠️ Key Features

Filter by Product Description or Written Prescription
Exportable report (CSV or PDF download)
Detailed administration and client data in a single scrollable table
Totals shown by product
Column filters and sorting capabilities for fast navigation

✅ How to Use the Report

1. Select Time Period

Field: Time Period (Required)
Use the calendar dropdown to select a predefined range or custom range (e.g., “This Month”).

2. Apply Filter Type

Field: Filter By
Options:
- Product Description – Tracks drugs by product name and dosage.
- Written Prescription – Displays records based on prescriptions issued.

3. Choose Product(s) (If using Product Description filter)

Use the dropdown in the Product Description field to select specific drugs.
Leave blank to include all products.

4. Click View Report

Click the blue View Report button to populate the results table based on selected criteria.

📊 Understanding the Table

The Controlled Drug Report is presented in a single continuous table, with comprehensive fields including:

Section	Column(s)
Administration Details	Date Administered, Quantity/Dose, Rx Valid Thru, Type (e.g., Treatment Administration)
Product Information	Name and Concentration, Bottle Number, Lot Number, Serial Number, Manufacturer, Medication Expiration Date
Personnel	Administered By
Patient & Client Info	Patient ID, Patient Name, Client ID, Client Full Name, Full Address, Client Gender, Client DOB, Client Driver's License details

ℹ️ Totals are automatically calculated and displayed beneath each product grouping.

🔽 Table Features

Filterable Columns: Use the filter icons next to headers to narrow data.
Sortable Columns: Click on headers (e.g., Date Administered, Quantity) to sort ascending/descending.
Scrollable Layout: Use horizontal scroll to access all fields in the unified table.

📤 Viewing & Download Options

You can interact with the report in three ways:

View Report (button): Generate an interactive visual within Shepherd.
Download (button): Get a copy of the full current report as a PDF or CSV.
Table Specific CSV Download: A quick download of the current table in CSV format for spreadsheet use.

🔄 Reset Report

Click Clear to remove all filters and return to default view.

📌 Best Practices

Audit Prep: Export the full CSV monthly for your compliance binder.
Filter by Written Prescription for reviewing external prescription orders.
Cross-check Dosages with the Quantity column totals for accuracy.
Keep Manufacturer, Lot, and Serial Fields Updated for DEA compliance tracking.

Investigating Missing or Incorrect Data

Identifying Causes of Missing Data

Ensure all controlled substances are marked accurately in system configuration to prevent untracked transactions.

Helpful Reports

Controlled Drug Report: Offers a comprehensive view of all controlled substance transactions.
Inventory Transactions by Item Report: Tracks inventory movement to identify adjustments or corrections.
Reactivate Records if Necessary: If discrepancies are discovered post-processing, reactivate relevant records to re-update and verify reports.
Conduct Periodic Reviews: Review the Controlled Drug Report at multiple points throughout the month to proactively catch errors and avoid last-minute corrections.
Archive Expired Inventory: Periodically archive drug lots that have expired or reached zero quantity to keep records manageable and up-to-date.