The UGA College of Veterinary Medicine

The University of Georgia College of Veterinary Medicine

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CONTROLLED DRUG MODULE (CDM) INFORMATION

General Description

CDMs are computer controlled drug dispensing machines that function much like bank ATMs. Access to the CDMs is controlled by an assigned ID number and a user defined password. Most controlled substances for inpatient use are obtained from the CDMs on a dose by dose basis 24 hours a day. Although the units were designed for security and accountability of controlled substances, other drugs, and items such as keys to secure areas, are also available from CDMs.

The upper cabinet of the machines contains columns of drugs packed into individual boxes for single access delivery. Items accessed from the upper cabinet drop into a drug delivery drawer.

The lower section has three multiple access drawers, a return drawer and an internal recording device. Items located in the multiple access drawers are indicated on the key pad as D1, D2 or D3. A single drawer unlocks momentarily when the operator selects a product that is stored in one of these drawers.

Each of the eight machines in the hospital is linked by cable to a PC located in the pharmacy. This PC downloads use data every 5 minutes, appends the data to two archival databases, and sends charge information to the hospital computer system (UVIS) automatically. These databases can be used to write a variety of standard reports and can be used to create customized reports. There are also logs and reports available within the UVIS system.

The data is examined regularly for data transmission errors. The redundant databases on the PC, UVIS logs and reports, detailed daily inventory records and the internal recorder in each CDM provide ample information to reconstruct corrupted data accurately and in a timely manner. There are also error traps built into the software to detect and highlight most data transmission errors, as well as a number of user errors.

Operation

Operation of the CDMs is fairly straightforward and is similar to the use of a bank ATM.

To sign in:
Note: If a moving bar appears in the display, press any key to activate the CDM.

1. Enter your CDM ID Number, press OK.

2. Enter your password, press OK.

To issue drugs

1. Sign in.

2. Press the Issue Drug key, press OK.

3. Enter a patient medical record number (6 digit), press OK.

4. Press the labeled drug key(s) for each item required, followed by OK.

5. If the selected drug is stocked in a base drawer (indicated by D1, D2 or D3 on the keypad), you must also specify the number of units required and press OK. Remove the drug from the drawer immediately after units are specified. Close the base drawer before continuing.

6. Remove the drugs issued from the upper compartments from the delivery drawer. (OPEN DRAWER SLOWLY! Some drugs will drop in an upright position and can be crushed if you open the drawer rapidly). Close the delivery drawer after removing the drug.

7. Conclude your session by pressing the Sign Out Key.

To return drugs:

1. Sign in.

2. Press the Drug Return key, press OK.

3. Enter a patient medical record number (6 digit), press OK.

4. Specify the drug you are returning by pressing the appropriate drug keys, press OK.

5. Complete the information on a plastic bag, place the item into the bag and place it into the drug return drawer. Close the drawer.

6. Conclude your session by pressing the Sign Out key.

To Check Drugs (to see if the drug is in stock in the upper compartment)

1. Sign in.

2. Press the Drug Check key, press OK.

3. Select drug keys to determine if the drug is in stock (Supply OK) or out of stock (EMPTY).

4. Conclude your session by pressing the Sign Out key.

If a drug is not received for any reason:

1. Press the DRUG NOT RECEIVED key, press OK.

Problem Solving

Each CDM operator should check the CDM Error Log at the end of each shift. Correcting clerical errors can be increasingly difficult as time elapses.

To access the CDM error log, select "Applications"--"Pharmacy"--"CDM Error Log"

Any transaction that can not process will appear in this list, including dummy patient numbers (always use 999999), incorrect patient numbers, bad data transmission, charges for patients not in UVIS, charges for patients with no open order, dyslexic events, etc. Lines for new patients or patients with no open order will clear on their own when the orders are created and opened. Data transmission errors will be corrected by pharmacy staff.

To correct an incorrect patient number (or dummy 999999 number):
Withdraw the drug, using the correct patient number, then return it to the CDM using the incorrect (or dummy) number. This assures that the patient that received the drug is charged and that the incorrect entries cancel each other out.

If you can not remember what you did and therefore can not effectively correct the error, the pharmacy maintains a database of all CDM transactions and can run specialized reports to assist you.

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This page was last updated March 7, 2007.