Streamline and simplify controlled substances monitoring

Veterinary hospitals, especially those with multiple doctors or locations, may face significant challenges in managing controlled substances.  

The U.S. Drug Enforcement Agency (DEA) requires that veterinary practices keep usage logs for all controlled substances. It also requires that practices store Schedule II logs separately from Schedule III, Schedule IV, and Schedule V logs. 

Many veterinarians still rely on traditional methods, such as paper logbooks to track controlled substances. This approach has several drawbacks:

1. Cognitive load: Remembering to log each transaction can get taxing, especially when days are busy. Veterinarians often delay logging until the end of the week, turning it into a daunting task.
2. Human error: Manual logs are prone to mistakes, making reconciliation stressful and time-consuming.
3. Loss or destruction: Paper logs can easily get misplaced or destroyed.

For busy veterinary practices aiming for efficiency and compliance, MWI Animal Health's Repleni-Trac Vault offers a compelling alternative, with digital logs and automated prescription drug monitoring program (PDMP) reporting features.

Digital records assist compliance 

A PDMP is an electronic database that tracks controlled substance prescriptions. PDMP monitors and analyzes prescribing and dispensing patterns to help prevent misuse. Repleni-Trac Vault creates a DEA digital logbook of controlled substances as they are dispensed. This is integrated with your practice’s PIMS, eliminating the need to enter information twice. In states that allow it, there is digital PDMP reporting. Your MWI rep can share more details.

The DEA expects the veterinarian on the license to know where a drug is at all times and whether they've dispensed or destroyed it. A digitized logbook can help to reduce human error by providing electronic time stamps of which team member accessed their practice's drug storage safe and when. This system helps prevent mistakes due to distraction or memory lapses and helps to ensure that your records are always accurate and up to date. It also helps alleviate the risks of running an office with a “log when you have time” culture — one that is subject to errors in human memory, simple mistakes, or illegible handwriting.  

Limited access is safer access 

Repleni-Trac Vault employs automated locks with dual-factor authentication (such as a fingerprint). This advanced security prevents unauthorized access, securing high-value and locked-box required pharmaceuticals. The most effective systems will require dual-factor authentication for individual staff (such as a PIN code). Ideally, they will also have to choose a patient before the safe opens. Sophisticated systems feature a kiosk that allows staff to scan what they’re removing, indicate the amount, and automatically log the entry. 

The alternative — physical keys — can easily go missing. Some practices may even leave the key in the lock all day. Though they may presume this is for easier access, it compromises security. 

The vault itself is configurable to fit easily into smaller spaces, with options like touch screens on swing arms. Practices can purchase and stack multiple units to expand storage space. 

Why this matters 

The vault benefits team members by creating efficiencies that save time. Automated updates mean veterinary team members won't need to spend hours reconciling logs. They can spend that time on pet care or other client-facing activities instead. 

Veterinary practices can use real-time data insights available via the logbook to create more effective, up-to-date effective reordering plans. 

Transitioning from traditional pen-and-paper to Repleni-Trac Vault offers numerous advantages — from enhanced security measures like two-factor authentication to automated logs to streamlined PDMP reporting processes. MWI Animal Health built this system with multi-doctor/multi-location practices in mind, creating another layer of support for those practices.

Repleni-Trac Vault is a solution designed to help veterinary practices and controlled substance registrants store controlled substances. Repleni-Trac Vault is not intended as a standalone controlled substance compliance solution and should not be relied upon to meet a veterinarian’s or controlled substance registrant’s compliance obligations with federal or state-controlled substance laws and regulations. At all times, it is the responsibility of the veterinarian or controlled substance registrant to comply with all applicable state and federal laws, including all Drug Enforcement Administration regulations relating to the security, storage, reporting, recordkeeping and dispensing of controlled substances.