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Controlled Drug Report

Monitors the usage and inventory of controlled substances, ensuring compliance with regulations.

Updated over a week ago

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.

🛠️ 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

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.

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