Regular Physical Count

  • The regular physical inventory count can be completed by anyone in your hospital that is authorized to perform a physical count. 
  • The Regular Physical Count can be completed however often your hospital chooses to do so (monthly, quarterly, etc.)
    • First (once you have physically completed the count of your inventory) you must verify that the Total Quantity of On Hand Containers matches what you have physically counted
    • If there is a discrepancy, first check the list of containers displayed, and see if Recently Closed Containers With Balance shows any finished containers with a non-zero balance 
    • If so, please note those container names displayed. You will need to navigate to Manage Containers, and zero out those finished containers first in order for your record to be accurate. 
    • Once you have finished zeroing out the above mentioned containers, you can navigate back to the physical counts screen
    • If there is a discrepancy with one of your open containers, this can also be managed in Manage Inventory by making an adjustment within that container. 
    • Once the balances are correct, you must input the concentration form (example: 10mg/ml)
    • You may add a comment if you wish, but this is not required.
    • Input your signature
    • Select "Save"
    • The physical count report will be available within Reporting


Biennial Physical Count

  • There are two options for a Biennial Physical Count: Beginning of Day or End of Day
    • The count should not be completed at any other time as your balances can be affected
    • Either of these counts must be completed by a DEA registered DVM, and a secondary staff member with permission complete a physical count is required to as a witness
  • First, you must verify that the Total Quantity of On Hand Containers matches what you have physically counted.
  • If there is a discrepancy, first check the list of containers displayed, and see if Recently Closed Containers With Balance shows any finished containers with a non-zero balance 
  • If so, please note those container names displayed. You need to go to manage containers, and zero out those finished containers first in order for your record to be accurate. 
  • Once you have finished zeroing out the closed containers, come back to the physical counts screen
  • If there is a discrepancy with one of your open containers, this can also be managed in Manage Inventory by making an adjustment within that container.
  • Once the balances are correct, you must input the concentration form (example: 10mg/ml)
  • You may add a comment if you wish, but this is not required.
  • Only signatures with the DEA information attached are displayed in the signature dropdown for DEA Registered DVM
    • If the selected signature is missing any of the information necessary to complete the count, that information can be updated here
  • Select "Save"
  • The physical count report will be available within Reporting




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