Overview

In this QRG article we will discuss the process when you have a new order in Controlled Substance Count and the previous order is discontinued or expired.

New Order and the Previous Order is Discontinued or Expired

When you have a new order and the previous order is discontinued or expired and you still have medication on hand you will need to transfer the inventory count.

Transfer Count allows users to transfer a count from a discontinued or expired order to a new order with the same NDC/GPI (therapeutically equivalent). The two orders will be counted together in Controlled Substance Count with the active order’s RX listed. The barcode from either package can be scanned/entered. Best practice is to bind or rubber band the packages together with the discontinued/expired package on top to be used first. 

Note:  Transfer Count will only be enabled if Track Inventory by RX is not activated.

If Controlled Substance Count by Schedule is enabled the Nurse role (or C-2 Permission) is required to transfer C-2 medications. Users with a Nurse role (or C-2 Permission) will have C-2 medications filtered by default. All other users will have C-3, C-4, C-5, and Non-Federally Controlled orders selected by default and will not be able to transfer C-2 medications.

Procedure for Transfer Inventory Count

Step 1: Select the Waffle Menu, then Transfer Inventory Count from the header of any screen in ACCUflo.

Step 2: Type the resident’s name in the Type Resident Name / ID field.

Step 3: Scan the barcode (this can be either the Previous RX, Dispensed RX, Barcode number, or the last Active RX/Barcode number).  If RX/barcode isn’t available, select the order in the Select an Order dropdown. Only orders which qualify for transfer (are discontinued with a positive inventory count) will display.

Step 4: After scanning/selecting the order, a list of eligible receiving orders will automatically display.

Step 5: Select the order from the list to receive the quantity.

Step 6: Select Transfer Count to finish the process.

Note: If the Transfer Inventory Count is being used and Double Signature Required for Transfers is Active, two users will be required to complete the action. 

If a pending order is approved, it must have the inventory from a DC’d or expired order combined together using Transfer Count. The Transfer Count page will populate after the order is approved.