Cubex Report Guide. Revised

Transcription

1 Cubex Report Guide Revised Changes in equipment, software, or procedures occur periodically; information describing these changes will be included in future editions of the guide Cubex Headquarters 1048 N 44th Street, Suite 100 Phoenix, AZ Phone: Fax: MyQLink Database Customer Login Cubex Customer Solutions support@cubexsystem.com US/Canada: United Kingdom: Australia: New Zealand: Cubex Customer Portal Cubex Report Guide rev (LB) 1

2 Table of Contents Introduction 5 Administration Reports 6 Active Patient Export, C23Ce Bin-Item Consolidated Export, C52 Consolidated Item Export, C24e Duplicate Vendor IDs, C71 Employee Consolidated Export, C25e Employee Export, C12 IOH Conversion Check Item Attributes Export, C13A Items Export, C13T Patient Complete Export, C23e Supplier Export, C70 System Statistics, C44 Temp Patient Reconciliation Sheet, C41 Consumption Reports 9 Consumption by Doctor, by Patient, C63 Consumption by Supplier, C48 Consumption Cost by Charge Department, C10b Consumption Cost by Charge Dept, C10be Consumption Cost by Dispensing Location, C9 Consumption Cost by Dispensing Location, C9e Consumption Cost by User Department, C10 Consumption Monthly Trend, C33 Consumption Monthly Trend, C33cc Consumption, Top 30 Items, C16 Consumption, Top 80% Spend Report, C50 Consumption, Top 80% Spend Report, C50v2 Consumption, Weekly Trends, C19 Top 80% Spend Report, No Discrepancies, C50ND Controlled Substances Reports 11 Controlled Subs, by Cab and Bin, by Time, C81 Controlled Substance Cycle Count Sheet, C37 Discrepancies, Resolved, C3 Discrepancies, Unresolved, C2 Discrepancies, Users, Controlled Subs, C35c Trans, Cont Subs by Container, Sched2, C80-2 Trans, Controlled Subs by Container, C80 Trans, Controlled Subs by Container, C80-35 Trans, Controlled Subs by Container, C80e Trans, Controlled Subs Full,Sched2, C6-2AB Trans, Controlled Subs Full,Sched3-5, C6-35Ae Trans, Controlled Subs Full,Sched3-5,C6-35A Trans, Controlled Subs,Sched2, C6-2ABe Trans, Controlled Subs,Sched2, C6-2B Trans, Controlled Subs,Sched3-5, C6-35 Transactions by Cabinet (Old), Sched2, C6-2 Transactions, Controlled Subs (Old), C6-2A Cubex Report Guide rev (LB) 2

3 CRx (Cubie Replenishment) Station Reports (only available for CRx Customers) 13 CRx Fill by Company, Site, Station, CR02 CRx Fill Receipt Form, CR04 CRx RxCheck by Site, CR07 CRx Unload by Company, Site, Station, CR01 Inventory Reports 14 Bin Allocation, C75 Inventory Assign, DeAssign, C64 Inventory Items at Critical, C38 Inventory Items at Critical, C57 Inventory Min-Max Optimization, C17-2 Inventory Monthly Trend, C32 Inventory Monthly Trend, C32cc Inventory Not Moving for 180 days, C39 Inventory Not Moving for 90 days, C39B Inventory On Hand in the Past, C11-2 Inventory On Hand in the Past, C11-2e Inventory On Hand, C11 Inventory On Hand, C11e Inventory On Hand, Sched 2, C11-S2-5 Inventory Stockout Projections, C17 Inventory Stockout Projections, C17e Inventory Top 10 Items by Value, C54 Inventory, Current Needs by Item, C56 Inventory, External Cycle Count Export, C36e Inventory, External Cycle Count Sheet, C36 Potentially Expiring Inventory Re-Order, C45R Potentially Expiring Inventory, C45 Purchasing Reports 18 Market % Share by Supplier, by Category, C29 Market % Share, by Supplier, C28 Monthly % Market Share, by Supplier, C27 Open PO Detail by Item, C22 Price Trends, C42 Purchase Order Dist, by Cab, then Sup, C73 Purchase Order Distribution, C55 Purchase Orders by Cabinet & Bin, POReport2 Purchase Orders, Open, by Item, OpnPurchItm Purchase Orders, Open, by Supplr, OpnPurch Purchase Orders, Open, by Supplr, OpnPurche Purchase Orders, POReport Purchasing, by Category, by Month, C66 Restock by User, C61 Restock Demand, C60 Restock from Empty, by Cab, then Item, C73b Cubex Report Guide rev (LB) 3

4 Transactions Reports 21 Discrepancies/User Report, C35 Discrepancy Summary, C43 Transaction Skip Report, C58 Transactions by Cabinet by Type, C6 Transactions by Charge Dept, C4b Transactions by Charge Dept, C4be Transactions by Employee, C15 Transactions by Patient by Med, C14b Transactions by Patient ID, C14d Transactions by Patient, C14 Transactions by Patient, C14v2 Transactions by User Dept and Item, C4 Transactions by User Dept and Item, C4e Transactions Summary by Item, C47 Transactions, Complete Export, C51 Transactions, Condensed Export, C51be Transactions, Condensed Patient Export, C51c Transactions, Qbud Items, C34 Transactions, Qbud Items, Summary C34s Waste Transactions by Patient, C14w Glossary of Terms Transaction Types Abbreviations/Acronyms & Definitions 23 Reports Terms Definitions 25 Reports Terms -- Frequently Asked Questions (FAQs) 29 This icon indicates some of the more commonly utilized reports Cubex Report Guide rev (LB) 4

5 Introduction This Guide provides an overview of the reports available to Cubex customers to help manage the key business metrics and operational aspects of the Cubex systems. MyQLink.net offers a web-based reporting module with a variety of filter options that allow users convenient access to multiple measures that help customers to identify inventory issues and make corrections quickly. It maintains detailed tracking and in-depth data analyses for all inventory stocked. In addition, the reports include information for administrative functions such employee user access levels and ordering of medications and supplies. A separate set of reports is dedicated to the Controlled Substances issued from the Cubex cabinet. There are six major categories of reports as follows: Administrative Consumption Controlled Substances Inventory Purchasing Transactions Within these categories, a user may choose different data elements (e.g. date range, selected cabinets, or suppliers, etc). There are also a variety of reports available in Excel format in addition to Crystal to allow the user to export data to meet their specific needs. The reports are set up as Standard reports which users may run instantly, or, the user can set up Automatic reports to be ed to them on a scheduled basis. Note: refer to the MyQLink.net Guide for a description of how to access the Reports section and download Crystal viewer. In this Guide, each report is outlined under its respective category. The outline contains the title and number of the report, a summary of key elements, purpose, and suggested user(s) and run frequency for the report. Cubex Report Guide rev (LB) 5

6 Reports Overview by Category Category: Administration Report Name/#: Active Patient Export / C23Ce Report Format: Excel Summary Description: This report will give detailed information on currently Active Patients in the MyQLink.net Database. There is information regarding Patient demographics including: Patient ID, Name, DOB, Gender, Weight, Location, Allergies, and Address, Purpose/Uses: This report can be used to identify currently active patients at a site and their demographic information. Suggested Report Run Frequency: As needed Report Name/#: Bin Item Consolidated Export / C52 Report Format: Excel Summary Description: This report will give detailed information on items by assigned bin location within the Cubex cabinet. There is information regarding cabinet, bin, item number, package quantity, maximum and minimum levels, item description and the on hand quantity. In addition, the report provides supplier information for each item including order quantity, unit of order and unit price. Purpose/Uses: This report can be used to identify current assigned parameters of an item. It can also provide information on items to supplement other financial or inventory reports that require additional background information as part of analytics. Suggested Report Run Frequency: Monthly and as needed Report Name/#: Consolidated Item Export / C24e Report Format: Excel Summary Description: This report shows each item in the Cubex system sorted by Item#. It lists the description, attributes and parameters assigned to that item. Purpose/Uses: This report can be used to identify current assigned attributes and parameters of an item. Suggested Report Run Frequency: As needed Report Name/#: Duplicate Supplier IDs / C71 Summary Description: This report identifies duplicate Vendor ID numbers to identify potential errors in ordering. All three Vendor choices are listed with associated Vendor IDs, as well as, the Product Description. Purpose/Uses: This report can be used to identify incorrect item set up that can disrupt the reorder process. Suggested Report Run Frequency: As needed Report Name/#: Employee Consolidated Export / C25e Report Format: Excel Summary Description: This report shows relevant information for each employee entered into the system as a user. The report includes the user name, number, user ID and department. The permission levels granted to each user for various functions such as issuing controlled drugs, performing cycle counts or stocking are shown. True means that the employee has the permission referenced and False means that they do not. (This report is similar to C12 but in an Excel format) Purpose/Uses: This report provides the System Administrator &/or Practice Manager an overview of the employees currently assigned permissions. This allows review to ensure that employees only have the access they need to perform their specific duties. The Administrator can use this report to help determine if any modifications are needed to employees access. Suggested Report Run Frequency: Quarterly for a review of all employees access versus needs Cubex Report Guide rev (LB) 6

7 Report Name/#: Employee Download/Export / C12 Summary Description: This report shows relevant information for each employee entered into the system as a user. The report includes the user name, number, user ID and department. The permission levels granted to each user for various functions such as issuing controlled drugs, performing cycle counts or stocking are shown. True means that the employee has the permission referenced and False means that they do not. Purpose/Uses: This report provides the system administrator &/or practice manager an overview of the employees currently assigned permissions. This allows review to ensure that employees only have the access they need to perform their specific duties. The Administrator can use this report to help determine if any modifications are needed to employees access. Suggested Report Run Frequency: Quarterly for a review of all employees access versus needs Report Name/#: IOH Conversion Check Report Format: Excel Summary Description: This report provides detailed item information ensuring proper Item setup for successful reorders. Information includes Item Descriptions, Vendors, Unit of Issue and Units of Order, Max and Min. Similar to the Inventory on Hand Report (C11) but this report highlights and identifies errors in Max and Min as it relates to the Order Quantity. Purpose/Uses: Identify errors in the setup of an inventory item that leads to the disruption of an order. Suggested Report Run Frequency: Monthly or as needed Report Name/#: Item Attributes Export / C13A Report Format: Excel Summary Description: This report provides detailed item information including internal or external item status, strength and dose information, controlled substance status, witness requirements and count back setting (Blind or Informed) Purpose/Uses: Identify current assigned attributes and parameters of each item. Includes attributes of controlled substances Suggested Report Run Frequency: As needed Report Name/#: Items Export / C13T Report Format: Excel Summary Description: This report shows information for each item entered into the system database. It displays item ID number, description, supplier, unit price and order information, as well as item dose and unit of issue. Purpose/Uses: This is a useful report to look at a snapshot of items in an inventory. Suggested Report Run Frequency: As needed Report Name/#: Patient Complete Export / C23e Report Format: Excel Summary Description: This report displays patients and client/owner information including names, ID#, record #, patient species/sex/breed/dob, client address and phone. Purpose/Uses: This provides a listing of all the patients in the system. Suggested Report Run Frequency: As needed. Report Name/#: Supplier Export / C70e Report Format: Excel Summary Description: This report displays all Supplier Information including Supplier Name, Address, Contact information, Scheduled PO day and time, and order interface set up data. Purpose/Uses: This provides a worksheet listing of all Supplier information and how they are set up in the database. Use as a snapshot when managing Suppliers. Suggested Report Run Frequency: Quarterly or as needed. Cubex Report Guide rev (LB) 7

8 Report Name/#: System Statistics / C44 Summary Description: This report displays a high level overview of key statistics for the cabinet for a selected date range. Some of the measures include: number of assigned items, unreconciled and reconciled discrepancies for controlled substances, total POs generated, total issue transaction count, number of vendors. The second part of the report shows the Top 10 Users total activity and breakdown by number of issues and returns, cycle counts and restocks. Purpose/Uses: This report can be run on a regular frequency to show trends for key functions and the level of activity of the cabinet. Suggested Report Run Frequency: Monthly to Quarterly Report Name/#: Temp Patient Reconciliation Sheet / C41 Summary Description: This report displays patients assigned a temporary name and ID for a selected date range. Purpose/Uses: This provides a worksheet listing of all of the temporary patients in the system who require correction to their permanent name and ID.. Suggested Report Run Frequency: As needed. Cubex Report Guide rev (LB) 8

9 Category: Consumption Report Name/#: Consumption by Doctor, by Patient / C63 Summary Description: This report details the transactions recorded sorted by the Doctor selected and then sorted by Patient for a given Date Range, Patient selection or Cabinet selection. This report details the Doctor, Patient, Employee, Cabinet, Date/Time, Item ID and Description, the type of transaction, Quantity, Units and Container, if available. A Total cost is calculated and included in the report for the given parameters Purpose/Uses: This report provides a look at how much each Doctor is spending on supplies and medications and which items are being used by each Doctor Suggested User(s): Practice/Dept Manager, Practice Owner(s) Suggested Report Run Frequency: Monthly Report Name/#: Consumption by Supplier / C48 Summary Description: This report details every item transaction grouped by Supplier for the selected date range. The reported fields include transaction type, quantity, cost, container and bin. The total costs by Supplier are provided. Purpose/Uses: This report not only provides information by Supplier but may also be useful for items that are provided on consignment. Suggested User(s): Practice/Dept Manager, Practice Owner(s) Suggested Report Run Frequency: Monthly to Quarterly Report Name/#: Consumption Cost by Charge Dept (Dept Issued to) / C10b & C10be (C10b) & Excel (C10be) Summary Description: This report shows each item issued to a department (dept selected at the time of issue for the item to be charged to) for a pre-selected period of time. The report is categorized by department and under each department header are listed the items used sorted by the date/time of each transaction. Corresponding information on each transaction includes the type of transaction, patient, associated costs and quantities dispensed. Total consumption costs of all items issued to each department and for all departments are shown. [Note: This report is similar to Consumption Cost by User department; however, that report references the department of the person/user issuing the item, not the department the item is actually being used in unless these are the same.] Purpose/Uses: This report provides a look at how much each department is spending on supplies and medications and which items are being used by department. Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Monthly Report Name/#: Consumption Cost by Dispensing Location / C9 & C9e (C9) & Excel (C9e) Summary Description: This report gives information on costs associated with dispensing items for a given date range. Information is categorized by the cabinet from which the items are dispensed and then subcategorized by item. The report also provides the patient name and number for whom the item was issued. Purpose/Uses: This report will allow the user to determine their total consumption cost of specific items for a given period of time. Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Monthly Report Name/#: Consumption Cost by User Dept / C10 Summary Description: This report references the department of the person/user issuing the item. The report is categorized by department and under each department header are listed the items used sorted by the date/time of each transaction. Corresponding information on each transaction includes the type of transaction, patient, associated costs and quantities dispensed. Total consumption costs of all items issued to each department and for all departments are shown. Purpose/Uses: This report shows how much each department is spending on supplies and medications by issuing department for a pre-selected period of time. Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Monthly Cubex Report Guide rev (LB) 9

10 Report Name/#: Consumption Monthly Trend / C33 Summary Description: This report gives users the ability to select a given date range to view the monthly total costs for the practice. The cost amounts by month are calculated using the cost of the items at the time of the transactions. The report includes a trend graph showing the monthly total consumption costs for the date range chosen. Purpose/Uses: This report provides the ability to see the total amount of spend for consumption occurring month to month. It can be used to note changes with regard to decreasing or increasing trends of costs of inventory and correlated with the practice s volume and types of services being provided. Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Quarterly, semi-annually, and annually Report Name/#: Consumption Monthly Trend / C33cc Summary Description: This report is the same as C33 above except that the costs are calculated using the current costs for items rather than the costs at the time of the transaction. Purpose/Uses: same as C33 Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Quarterly, semi-annually, and annually Report Name/#: Top 30 Items by Consumption / C16 Summary Description: The report shows the top 30 items by volume of issue over a specified date range. The total issue cost is also listed for each item for the date range. Purpose/Uses: This report allows tracking over time to see which items are most often used by the practice. Examples of reasons for changes in which reported items appear over time may be that items are modified in the inventory carried or changes in the scope or volume of the practice. Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Monthly Report Name/#: Top 80% Spend Report / C50; No Discrepancies, C50ND Summary Description: This report displays those items in the practice inventory that make up the top 80% of the total spend on items issued over a selected date range. This is not a defined number of items but rather the items that make up 80% of the total cost of the inventory issued for a given date range. The report ranks the items by total spend and shows item description, amount of item usage, the unit cost, the total item spend and the percentage of inventory spend that the item comprises. Purpose/Uses: This report is useful to look at high cost and high volume items that are used so that a practice can evaluate these and make any necessary adjustments. This report is also useful to evaluate trends over time which can reflect changes in the practice s business (volume and types of services being provided). Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Monthly Report Name/#: Weekly Trends / C19 Summary Description: This report gives users the ability to enter a given date range, cabinet(s) and items to view the weekly total number of transactions and associated cost for the practice. The report includes a trend graph noting the weekly total consumption cost. There is also a breakdown of the total transactions by type of transaction performed, as well as a grand total over the given date range. Purpose/Uses: This report gives a snapshot of the volume of transactions occurring along with total costs. It can be used to note changes with regard to decreasing costs of inventory and correlated with the practice s volume and types of services being provided. Suggested User(s): Practice/Dept Manager, Lead Clinicians, Practice Owner(s) Suggested Report Run Frequency: Monthly Cubex Report Guide rev (LB) 10

11 Category: Controlled Substances Disclaimer: The information in this document is Cubex interpretation of the DEA regulations as cited in the Code of Federal Regulations, Title 21 Part 1300-End, revised as of April 1, Each registrant remains solely responsible for compliance with DEA and other state regulatory agencies requirements for controlled substances inventory and record-keeping, agrees not to rely on Cubex interpretations and reports, and releases Cubex from any liability in connection with its interpretation and reports. Report Name/#: Controlled Sub, by Cab and Bin, By Time / C81 Summary Description: These reports display information regarding transactions performed with controlled substances sorted by Bin Location. The user selects the date range, cabinet and item/drug; the item is displayed by bin location and container# with each transaction for the bin in date/time sequence. The drug information includes the name of the controlled substance, strength, container dose size, Schedule, container#, and lot#. The report shows the type of transaction (such as issuing the drug or stocking the drug) for the Bin Item, by whom, transaction amount, before and after balance, patient, attending doctor, and any discrepancy resolution. In addition, certain client information may be provided with a practice management software interface. Purpose/Uses: These reports are used in conjunction with the other Controlled Substances reports as part of the required inventory tracking logs for these drugs. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: Daily to weekly (depending on practice volume, usage) Report Name/#: Controlled Substance Cycle Count Sheet / C37 Summary Description: This report provides a listing of all the controlled substances sorted by drug name. The current quantity on-hand is listed for each drug by cabinet and bin along with blank spaces for the user to manually log the quantity found, any discrepancy and the resolution. Also included are spaces to record the person doing the inventory and a witness. The last cycle count date and time for each drug is also noted on the report. Purpose/Uses: These reports allow the user to perform cycle counts of inventory at the cabinet and can be used in conjunction with the discrepancy reports and resolution recording in MyQLink.net. This report can by useful for practices that perform inventory counts of controlled drugs at every shift or each day. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (For example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: This report would be run daily or at the end of each shift to immediately identify and account for any discrepancies Report Name/#: Discrepancies Unresolved / C2; Resolved / C3 Summary Description: These two reports display information on controlled substances that have discrepancies regarding the on hand quantities of medications. Information will be displayed with employee name, date/time, the item name, cabinet and bin number, the on hand quantity which is the number the cabinet expects to be in the bin, quantity found which is how much the employee counted, and the amount of the discrepancy. These reports allow for a user to view differentiations in counts and to identify where the discrepancy occurred. Unresolved discrepancies report shows items that still have incorrect counts and have not ascertained how the product was used or wasted. Resolved discrepancies report shows discrepancies that have been accounted for. Can be filtered to a given date range. Purpose/Uses: These reports are used in conjunction with the other Controlled Substances reports as part of the required inventory tracking logs for these drugs. The reports help identify and document resolution of any discrepancies. The reports also help to identify internal processes that may need attention in the areas of accurate tracking, notation, and controls of these drugs in the practice. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: Ideally, this report would be run daily at the end of the work day to immediately identify and account for any discrepancies Report Name/#: Trans, Cont Subs by Container / C80 and C80e; Sched2 / C80-2; and Sched3-5 / C80-35 Summary Description: These reports display information regarding transactions performed with controlled substances. There are two reports available; one report is for Schedule II drugs and the second is for Schedule III-V drugs. The user selects the date range, cabinet and item/drug; the item is displayed by Item, container# and bin location with each transaction for the container in date/time sequence. The drug information includes the name of the controlled substance, strength, container dose size, schedule, NDC #, stock date, container#, lot#, and expiration date. Cubex Report Guide rev (LB) 11

12 The report shows the type of transaction (such as issuing the drug or stocking the drug) for the container#, by whom, witness, transaction amount, before and after balance, patient, attending doctor, and waste reason. In addition, certain client information may be provided with a practice management software interface. Purpose/Uses: These reports are used in conjunction with the other Controlled Substances reports as part of the required inventory tracking logs for these drugs. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: Daily to weekly (depending on practice volume, usage) Report Name/#: Transactions, Full, Controlled Substances (Admin Log) / Sched 2, C6-2AB & C6-2ABe; Sched 3-5, C6-35A & C6-35Ae (New report format) and Excel Summary Description: These reports display information regarding transactions performed with controlled substances. There are two reports available; one report is for Schedule II drugs and the second is for Schedule III-V drugs. The user selects the date range, cabinet and item/drug; the item is displayed by bin location and container# with each transaction for the container in date/time sequence. The drug information includes the name of the controlled substance, strength, container dose size, Schedule, container#, lot#, and expiration date. The report shows the type of transaction (such as issuing the drug or stocking the drug) for the container#, by whom, witness, transaction amount, before and after balance, patient, attending doctor, and any discrepancy resolution. In addition, certain client information may be provided with a practice management software interface. Purpose/Uses This report incorporates information required as part of controlled substances inventory tracking logs. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: Daily to weekly (depending on practice volume, usage) Report Name/#: Transactions by Cabinet by Type Schedule drugs / C6-2 (Old report format) Summary Description: This report shows all transactions of Schedule drugs in a given cabinet. The report s primary sort is by cabinet and the secondary sort is by item. Report information includes date/time of transaction, type of transaction, employee, dept, dose, waste, quantity before and after issue, lot #, expiration date, container #, cost, patient, witness, and doctor. Purpose/Uses: This report tracks all types of transactions of Schedule drugs. It is part of the required information for controlled substances inventory tracking logs. The report can also assist in resolving any discrepancies noted on the Discrepancy report. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: Daily to weekly (depending on practice volume, usage) Report Name/#: Transactions, Controlled Substances / C6-2A (Controlled Substances Admin Log) (Old report format) Summary Description: This report displays information regarding transactions performed with controlled substances. Information will be shown categorized by cabinet and subcategorized by item (controlled substance). This report includes information on controlled substance issued, transaction type, by whom, amount, balance forward, patient and client, witness, attending doctor, and if any discrepancy resolution. Item information includes name of substance, strength, container dose size, manufacturer, and bottle number. Purpose/Uses: This report incorporates information required as part of controlled substances inventory tracking logs. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: Daily to weekly (depending on practice volume, usage) Report Name/#: Transactions, Controlled Substances / Sched 2, C6-2B; and Sched 3-5, C6-35 (New report format) Summary Description: This report shows all transactions of Schedule drugs in a given cabinet for a selected date range. There are separate reports for Schedule II and Schedule III-V drugs. The reports are sorted by the drugs (item) selected and displayed by bin and container#. Report information includes: date/time of transaction, type of transaction, employee, department, dose, any waste, quantity before and after issue, lot #, expiration date, container #, cost, patient, witness, and doctor. Purpose/Uses: This report tracks all types of transactions of Schedule drugs. It is part of the required information for controlled substances inventory tracking logs. The report can also assist in resolving any discrepancies noted on the Discrepancy report. Suggested User(s): Those responsible for the controlled drugs usage, access and inventory in the practice (for example, the System Administrator, Practice Manager, Practice Owner(s), licensed practitioners) Suggested Report Run Frequency: Daily to weekly (depending on practice volume, usage) Cubex Report Guide rev (LB) 12

13 Category: CRx (Cubie Replenishment) Station Reports Report Name/#: Cubie Fill by Company, Site, and Station / CR02 Summary Description: This report will give detailed information on items filled at the CRx Station. There is information regarding company, site, cabinet, bin, employee, date/time, item number, description, transaction type, quantity filled, units, RxCheck enabled, Manufacturer and Cubie ID Purpose/Uses: This report can be used to identify Items that have been filled from the CRx Station. It can also provide information for billing purposes., Pharmacist Suggested Report Run Frequency: Weekly and as needed Report Name/#: Cubie Unload by Company, Site, and Station / CR01 Summary Description: This report will give detailed information on items unloaded at the CRx Station. There is information regarding company, site, cabinet, bin, employee, date/time, item number, description, transaction type, quantity reported, quantity found, discrepancy, waste units and Cubie ID Purpose/Uses: This report can be used to identify Items that have returned from the receiving solution. It can also provide information on discrepancies or wasted items for billing purposes., Pharmacist Suggested Report Run Frequency: Weekly and as needed Report Name/#: Cubie Delivery Reconciliation / CR03 (In Development) Summary Description: This report will give detailed information on items filled at the CR Station and items loaded into the receiving solution. There is information regarding company, site, cabinet, Cubie ID, Cubie bar code, fill date, fill time, load date, load time, days to load, item ID Description and Quantity. Purpose/Uses: This report can be used to reconsolidate Items that have been filled from the CR Station and stocked at the receiving station to identify and track Cubies in transit. Suggested Report Run Frequency: Weekly and as needed Report Name/#: CRx Fill Receipt Form / CR04 Summary Description: This report will give detailed information on items filled from the CRx Station, including date, time and quantity for a given date range. There is information that includes Cabinet number, bin number, Item number and Item Description 1 and 2. The report is sorted by Site then by PO#. At the end of the report, there is a list of any New Cubie Fills. There is a location on this report at allows for a signature and date for the employee who filled it at the CRx Station and a signature and date for the employee who received the items at the Receiving Station Purpose/Uses: This report can be used as a hard copy receipt that travels with the items from the CRx Station to the Receiving Stations, Pharmacist Suggested Report Run Frequency: Weekly and as needed Report Name/#: RxCheck by Site / CR07 Summary Description: This report will give detailed information on items that have been RxChecked at the CRx Station, including date time and quantity for a given date range. There is information that includes Company name, Site, Cabinet number, the employee that preformed the RxCheck, date, time, Item ID number, Item Description 1, NDC, Quantity, units, manufacturer and Cubie ID. Purpose/Uses: This report can be used to reference the RxCheck process, Pharmacist Suggested Report Run Frequency: Weekly and as needed Cubex Report Guide rev (LB) 13

14 Category: Inventory Report Name/#: Bin Allocation / C75 Summary Description: This report shows all items allocated to which bin within a Solution, as well as all vacant or available bins. The report is sorted by cabinet and by bin location and includes the item number, description, dose on hand, when it was last issued, average 3 month daily use, units, Min, Max, and UOI. Purpose/Uses: This report is useful to determine which items are stocked in the Solution and in which Bin, Bins available and frequency of use. The currently set parameters for items minimum and maximum levels can be analyzed for adjustment if needed (in conjunction with other inventory reports such as the Stockout Projections Report, Inventory not Moving for 180 days, and Inventory Min-Max Optimization). Suggested Report Run Frequency: Monthly to Quarterly, or as needed Report Name/#: Inventory Assign/DeAssign / C64 Summary Description: This report details all Stock and Destock (DeAssign) transactions sorted by item then by date/time. Report details include the Cabinet, item description, employee, transaction type (S, DS) quantity, container #, units, cost and extended cost. Purpose/Uses: This report is useful in tracking the movement, addition or removal of product within the Solution. Suggested Report Run Frequency: Weekly or as needed Report Name/#: Inventory Items at Critical / C38 Summary Description: This report shows items that are at critical level and need to be reviewed for action. The items are sorted alphabetically. The order quantity, supplier, re-order cost, current settings for min and max levels and the cost to stock to maximum levels are included. The amount on hand and on order is shown along with the earliest order date. Purpose/Uses: This report is useful to identify items that require immediate attention for ordering. The currently set parameters for items minimum and maximum levels should be evaluated for adjustment if needed. Suggested User(s): System Administrator Suggested Report Run Frequency: Weekly Report Name/#: Inventory Items at Critical / C57 Summary Description: This report provides a snapshot of key fields from the more complete report C38. Items that are at critical level and their current on-hand amount are shown along with the amount needed and order quantity. Purpose/Uses: This report is useful to identify items that require immediate attention for ordering. Suggested User(s): System Administrator Suggested Report Run Frequency: Weekly Report Name/#: Inventory Min-Max Optimization / C17-2 Summary Description: This report consists of two parts. The first part summarizes how much excess money is tied up in inventory where the currently set maximum values of items are higher than needed, and, how much money is tied up in inventory not being used. The second part shows the recommended new values for maximum and minimum settings by item. Purpose/Uses: This report helps to better define ideal max and min levels of items based upon usage. Suggested Report Run Frequency: Quarterly Cubex Report Guide rev (LB) 14

15 Report Name/#: Inventory Monthly Trend / C32 Summary Description: This report shows the inventory on hand value at the end of each month. The report has the month end totals listed by cabinet for the months selected in the date range. Note: If the entered START date is in the middle of the month, the inventory for that first month will be at the end of that first, beginning month, regardless of when in the month the date was selected In contrast for the END date, if this is part way through a month, the inventory report for that month will be the snapshot at the date partially through the month. This effectively allows you to get a snapshot of inventory on any given day in the past. For example, if you want to know Feb 16 th enter a start date in January and an end date of Feb 15th Purpose/Uses: This report is useful to trend a practice s full inventory and associated cost over time., Owner Suggested Report Run Frequency: Monthly to Quarterly Report Name/#: Inventory Monthly Trend / C32cc Summary Description: This report is the same as C32 above except that the current cost of each item is used instead of the item cost at the time of the transaction. Purpose/Uses: same as C32 except that the costs are reflective of current costs of items, Owner Suggested Report Run Frequency: Monthly to Quarterly Report Name/#: Inventory Not Moving for 180 days / C39; and 90 days/ C39B Summary Description: This report highlights the cost of inventory held that has not been used for 90 or 180 days or more. The last issue date shows when the item was last needed. If the last issue date is N/A, this indicates the item has probably not been issued since it was first stocked in the cabinet. Additional fields displayed include the supplier, unit of issue and unit of order, the on hand cost and the current max and min settings. Purpose/Uses: Slow moving items should be evaluated as to whether or not they should continue to be carried or whether they should be removed from the cabinet to allow stocking of more frequently used items. Suggested User(s): System Administrator Suggested Report Run Frequency: Monthly to quarterly Report Name/#: Inventory on Hand in the Past/ C11-2 & C11-2e (C11-2) & Excel (C11-2e) Summary Description: This report is similar to C11 except that it displays information for all items within the selected cabinets for a chosen prior date range instead of the current On Hand Quantity. Purpose/Uses: This report is useful to provide a comparison to the practice s current full inventory and associated cost., Owner Suggested Report Run Frequency: Monthly Report Name/#: Inventory on Hand / C11 & C11e (C11) & Excel (C11e) Summary Description: This report displays information for all items within the selected cabinets, specifically, the current On Hand Quantity. The report is sorted by cabinet (selected cabinets) and the default sort order is by ascending item number. The information provided includes item name/description/#, units of issue and order, order quantity, vendor, vendor price and unit cost, the maximum/minimum/critical inventory amounts set, the on hand amount and extended value. Purpose/Uses: This report is useful to get an overview of a practice s current full inventory and associated cost. The currently set parameters for items minimum and maximum levels can be analyzed for adjustment if needed (in conjunction with other inventory reports such as the Stockout Projections Report, Inventory not Moving for 180 days, and Inventory Min-Max Optimization)., Owner Suggested Report Run Frequency: Monthly Cubex Report Guide rev (LB) 15

16 Report Name/#: Inventory on Hand, Sched 2 / C11-S2-5 Summary Description: This report displays information for all controlled Substances (Schedule 2-5) within the selected cabinets, specifically, the current On Hand Quantity. The report is sorted by cabinet (selected cabinets) and the default sort order is by item. The information provided includes item name/description/#, units of issue and order, order quantity, vendor, vendor price and unit cost, the maximum/minimum/critical inventory amounts set, the on hand amount and extended value. Purpose/Uses: This report is useful to get an overview of a practice s current Controlled Substance inventory and associated cost. The currently set parameters for items minimum and maximum levels can be analyzed for adjustment if needed (in conjunction with other inventory reports such as the Stockout Projections Report, Inventory not Moving for 180 days, and Inventory Min-Max Optimization)., Owner Suggested Report Run Frequency: Monthly or as needed Report Name/#: Stockout Projections / C17 & C17e (C17) & Excel (C17e) Summary Description: This report shows the user which items are in danger of running out and when they are projected to be out of stock. The report is categorized by item and displays the currently set minimum and maximum quantities. The report also shows for each product the number of transactions, average daily transactions, maximum and minimum daily issue quantities, how much is on hand, and the number of days projected before the item is out of stock. Purpose/Uses: This report can be used to monitor products that are in high demand and/or have a longer time to obtain from the supplier (e.g. Schedule II drugs) so that medications and supplies will be ordered timely and the practice will not run out of stock. The currently set parameters for items minimum and maximum levels should be analyzed for adjustment if needed (in conjunction with the Inventory on Hand Report)., Owner Suggested Report Run Frequency: Monthly Report Name/#: Top 10 Items by on-hand Value / C54 Summary Description: This report allows users to see the top 10 items in their inventory ranked by inventory cost starting with the item with the greatest on-hand value. The report will list item descriptions along with maximum and minimum quantities, the total quantity on-hand, unit cost, the value of the quantity on-hand and the percent of total inventory that this represents. Purpose/Uses: This report is useful to find which items are costing the practice the most money. The on hand quantities and ordering levels should be evaluated to see if they are appropriate or should be adjusted to decrease costs. Running this report monthly allows the practice to evaluate whether the top items change over time and to analyze whether this is due to changes made to the inventory and/or changes in the practice., Owner Suggested Report Run Frequency: Monthly Report Name/#: Inventory, Current Needs by Item / C56 Summary Description: The report displays items by cabinet and bin showing the max/min levels set, amount on-hand, amount needed and amount on order (if any) followed by the net needed and order quantity. The current supplier s name is also included. Purpose/Uses: To assist with ordering items needed Suggested User(s): System Administrator Suggested Report Run Frequency: Weekly or as determined by the practice volume Report Name/#: Inventory, External Item Cycle Count Sheet / C36 and C36e (C36) and Excel (C36e) Summary Description: Since external items are remote from the cabinet (e.g. on external shelves) but cycle counts are entered at the cabinet, this report is a print-out of external items and their current quantity that can be used as a worksheet to count the items at their remote location. The reviewer can then return to the cabinet to do the count entries. Purpose/Uses: To assist with performing cycle counts on remote items Suggested User(s): System Administrator Suggested Report Run Frequency: Monthly or as determined by the practice volume Cubex Report Guide rev (LB) 16

17 Report Name/#: Potentially Expiring Inventory / C45 Summary Description: This report summarizes inventory that will expire in the next month relative to the second date entered in the date range for the report. The report Identifies the item, location, units, supplier, expiration date, and cost for the loss Purpose/Uses: This report identifies expiring inventory in order to remove from stock, reorder, and account for loss, and Accounting Dept. Suggested Report Run Frequency: Monthly Report Name/#: Potentially Expiring Inventory Re-Order / C45R Summary Description: This report summarizes inventory that will expire in the next month relative to the second date entered in the date range for the report. The report identifies a re-order quantity that will need to be ordered once the product has been removed. Purpose/Uses: This report identifies expiring inventory in order to remove from stock, reorder, and account for loss, and Accounting Dept. Suggested Report Run Frequency: Monthly Cubex Report Guide rev (LB) 17

18 Category: Purchasing Report Name/#: Market % Share, by Supplier, by Category / C29 Summary Description: This report displays the major categories of items issued/ordered via the Cubex system (e.g. narcotics, non-narcotic meds, supplies, etc). For each category, the Suppliers are shown with their respective % share of the total spend for the category. Purpose/Uses: To demonstrate the volume/% of items being provided by each Supplier Suggested Report Run Frequency: Monthly-Quarterly Report Name/#: Market % Share, by Supplier / C28 Summary Description: This report shows each Supplier s % share of the total spend for all products purchased via Cubex for the selected dates range. Purpose/Uses: To demonstrate the % of total purchases from each Supplier Suggested Report Run Frequency: Quarterly or as needed Report Name/#: Monthly % Market Share, by Supplier / C27 Summary Description: This report shows each Supplier s % share of the total spend for all products purchased via Cubex in a monthly format for the selected dates range. The monthly % figures by supplier are also shown in a run graph providing a visual display of the increase/decrease for each supplier over time. Purpose/Uses: To demonstrate the changes in the % of total purchases from each Supplier over time. Suggested Report Run Frequency: Quarterly or as needed Report Name/#: Open PO Detail by Item / C22 Summary Description: This report provides detailed Open PO information for the selected date range. For each item, the POs are listed by PO# along with the following information: Supplier, PO date, cabinet and bin, fill quantity and units, order quantity, Supplier price and extended price. Purpose/Uses: The report provides the practice with detailed information about POs at the individual item level. This can be used in conjunction with the report Open Purchase Orders by Item and to also assist with evaluating min/max levels of items and order frequency. Suggested User(s): System Administrator, Office Manager, Person involved in PO process Suggested Report Run Frequency: Weekly Monthly, depending on practice volume; or, as needed Report Name/#: Price Trends Report / C42 Summary Description: This report allows the user to review price changes over the selected date range. Each item is displayed by Supplier with the price change(including % change) for the item over the period and the consumption dollar change for units of issue. Maximum and minimum prices and order quantity units are also shown. Purpose/Uses: The report helps the user to discuss pricing with the supplier or to look for better pricing. Suggested User(s): System Administrator, Office Manager Suggested Report Run Frequency: Monthly or quarterly, depending on practice volume Report Name/#: Purchase Order Dis, by Cabinet, then Sup / C73 Summary Description: This report gives users the ability to view outstanding purchase order items categorized by supplier and purchase order #. The report will give information regarding which cabinet the Purchase Order is for as well as the supplier from whom the items have been ordered. Each item has information regarding the bin assignment, description, the fill quantity needed to reach maximum levels, the quantity ordered, and the Supplier ID for the item. Purpose/Uses: This report can be used to find out which purchase orders still have items outstanding so that older purchase orders can be cleaned up and cleared out of the system. Suggested User(s): System Administrator, Office Manager, Person involved in PO process Suggested Report Run Frequency: Weekly or as needed Cubex Report Guide rev (LB) 18