Put Your Controlled Substances Tracking Software to the Test
Because even one gap in your process can cost more than medication.
Every Ambulatory Surgery Center (ASC) knows that controlled substance diversion is a real risk—but what often gets overlooked is how preventable it truly is.
Strong protocols protect not only your medication inventory but also your staff, patients, and reputation.
To help you evaluate where you stand, MedServe has created a Controlled Substances Security Checklist that breaks down the essentials of storage, access, tracking, and response.
Use it as a quick scorecard to see if your systems are airtight—or if there are gaps that need immediate attention.
1. Storage Security: The First Line of Defense
Are your controlled substances stored in a lockable medication box or tamper-evident cabinet?
Do you require unique user logins and monitor access records regularly?
Facilities that cut corners here are leaving the door open for diversion.
Why it matters: Secure storage is your first barrier against misuse.
If you cannot identify exactly who accessed which medication and when, your protocols are vulnerable.
2. Access Control: Accountability Starts Here
Controlled substances should only be handled by authorized personnel.
That means promptly revoking access when roles change and maintaining a clear chain of custody for every transaction.
Why it matters: Weak access control is like leaving the cabinet open.
Modern controlled substances tracking software assigns every action to a verified individual—ensuring total accountability.
3. Inventory Management: Go Beyond Paper Logs
Still using paper logs or spreadsheets?
A controlled substances tracking software with real-time reporting is no longer optional.
It records every transaction, updates your medication inventory automatically, and flags discrepancies instantly.
Why it matters: Manual counts create blind spots.
Automated, real-time tracking closes them—protecting your ASC from costly compliance violations.
4. Staff Training and Awareness: Build a Vigilant Team
Your staff is your first line of defense against diversion.
Conduct annual training, run scenario-based drills, and establish clear SOPs so your team knows exactly what to do.
Why it matters: Technology is only effective when supported by people who understand it.
Empowered employees spot and report irregularities before they become incidents.
5. Disposal Procedures: Don’t Leave Compliance to Chance
Secure, documented disposal—with a witness present—is essential.
Without a reliable log, you’re risking regulatory action.
Why it matters: Regulators closely monitor disposal records.
Your audit and compliance software should track every step of the disposal process to ensure nothing is overlooked.
6. Incident Response: Be Ready Before It Happens
Even the best systems get tested.
When something goes wrong, do you have a defined plan for reporting, investigating, and updating policies?
Why it matters: A fast, documented response shows regulators that your ASC takes diversion seriously—and helps prevent repeat issues.
The Bottom Line: Secure, Comply, and Protect
If your ASC can’t confidently check all these boxes, it’s time to act.
Diversion costs more than medication—it costs trust, compliance, and patient safety.
MedServe delivers an all-in-one solution:
Lockable medication storage
Automated controlled substances tracking software
Real-time reporting
Integrated audit and compliance tools
👉 Turn your gaps into strengths.
Contact MedServe to learn how your ASC can stay secure, compliant, and ready for anything.
