Count controlled drugs

Kila keeps a running balance of every controlled drug at each branch: each sale, delivery and correction moves it. Counting the shelf against that balance shows straight away whether the register and the stock agree. At Dawa Bora Chemists, Dr. Amina Hassan counts every Friday.

Steps

1. Open Controlled drugs and counts

   Open Pharmacy › Controlled drugs and counts: “The balance of each controlled drug at the branch, as the register keeps it, and the counts against it.” Each drug shows its Schedule, its Balance and its Last count.

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2. Tap Count on the drug

   Kila opens Count Tramadol 50mg capsules, 10: “Count what is on the shelf. A difference from the register needs a reason and a second pharmacist.”

3. Type what you counted

   Count every capsule, tablet or bottle on the shelf and type the number in Counted.

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4. Tap Record the count

   When the count agrees, Kila says “Tramadol 50mg capsules, 10: the count matches the register.” The drug’s Last count shows the date and time and “matched”, and the count joins the list under Counts, with your name.

The register

The register itself is under Pharmacy › Controlled drugs register, and the page links to it at the top: every movement of each controlled drug, with who it went to, the prescriber, the pharmacist and the balance left. See Selling medicines.

Needs a manager

Only a pharmacist counts. Someone who reads the registers without being a pharmacist, such as the claims clerk, sees the balances and the counts without a Count button.

What if

The count is off

As soon as the number differs, Kila says how far and asks for a witness:

Kila shows:

Off the register by −1.000

A second pharmacist witnesses the difference by signing in here. The stock and the register are corrected.

Count again first. If the figure stands, write the Reason, and ask a second pharmacist to type their own email and password in Witness’s email and Witness’s password. Record the count stays grey until all three are in. The stock and the register move to what you counted, and the count reads, for example, “Joyce Chepkoech, witnessed by Dr. Paul Mutiso”, with the reason: “One capsule found crushed in a strip; destroyed in front of the witness.”

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The witness is refused

Kila shows:

Count not recorded

A difference in a controlled drug count is witnessed by a second pharmacist signing in here.

The witness must be another pharmacist of the business, signing in with their own email and password: a dispensing assistant’s sign-in is refused. Nothing changes until a pharmacist witnesses it.

Related

• Dispense a prescription: controlled drugs sold at the till.
• Selling medicines: what the law asks for controlled drugs, and what Kila keeps.

Next: count the next drug on the list, then file the week’s counts with the register.