Continued Care: Managing Medication into Inventory

Inventory management helps facilities track and manage both facility-wide and patient-specific medication inventory. Maintaining a log of prescribed, administered, or destroyed medications ensures compliance with accrediting bodies such as the Joint Commission (TJC) and the commission on Accreditation of Rehabilitation Facilities (CARF).

Required Permissions: Nurse, Doctor, Super Admin, Records Admin, and users with Manage Medication Inventory feature added to the user profile. Click here to learn more about user permissions.

Types of Inventories in Kipu

• Patient Inventory: The most commonly used method for tracking medications. Accrediting bodies often require a log of medications per patient, as well as routine med counts performed by nurses for compliance.
• Facility Inventory: Used when a facility stocks bulk medications, such as OTC drugs, for multiple patients.

Common Transaction Types in Patient Inventory

These are the most common transaction types when using patient inventory. Click here to learn more about patient inventory transactions. 

• Received: Medication accepted into facility or patient inventory.
• Dispensed: Medication given to a patient.
• Spillage: Medication recorded as spilled.
• Med Count: Manual count adjustments to match physical inventory.
• Refill: Replenishment of a patient’s medication supply (Patient Inventory only).
• Add: Additional medication added to an existing bottle (Patient Inventory only).
• Return to Inventory: Medication returned to facility inventory.
• Set In Use: Medication bottle marked as active by a staff member.
• Set Not In Use: Medication bottle marked as inactive.
• Transferred In: Medication moved into an existing bottle.
• Transferred Out: Medication moved out of an existing bottle.
• Transfer to Another Location: Medication moved to another facility within the Master Instance.

Note: Medications and their quantities logged under Meds Brought In automatically generate an inventory entry. This section applies to medication inventory management for Non-OTP/Non-MAT Clients.

Best Practice Workflows

Let's review the best practice workflows in Kipu to manage medication inventory. 

Workflow 1: Adding a New Medication to Patient Inventory

Medications are typically delivered to the facility by a pharmacy and handed to a nurse. The nurse verifies the medication and logs the medication in Kipu. Once logged, medications are stored securely in a locked safe. Click here to learn more about adding new medications to the patient's inventory. 

Best Practice: Use the inventory feature in the Med Log tab to prefill medications details for a streamlined entry process.

1. Select the No Patient Inventory button next to the medication in the Doctor's Orders or Med Log tab.
2. Fill in all required fields in the medication window, add refills, and click Sign and Submit.
3. The system records a received medication transaction in the patient’s inventory log.
4. Navigate back to the Med Log tab to continue documenting medication dispensation.

Workflow 2: Adding New Medication to Facility Inventory

The facility inventory is shared among multiple patients and is not reserved for a specific patient. Click here to learn more about adding new medications to the facility inventory. 

1. Navigate to the Inventory tab, select the Facility tab, and click New +.
2. Complete all required fields marked with an asterisk (*) in the Add Medication to Facility Inventory window.
   
• Note: You can attach the order slip to the medical record for documentation based on facility policies.
3. Click Sign and Submit to activate the medication in the facility inventory.
4. A received transaction is automatically recorded in the facility’s inventory log.

Workflow 3: Adding Refills to Medication Inventory

Refills ensure that patients have consistent access to medications for long-term treatment. Refills are typically authorized for a set number of times within a specific period, reducing the need for frequent doctor visits while supporting adherence to treatment plans. Facilities may either pick up prescriptions from the pharmacy or receive direct deliveries.

Important: If the facility does not use eRx or Inventory, refills must be added manually under the refills field in the order. If all refills have been used, the user must create a new order in Kipu and resubmit it to the pharmacy.

Complete these steps before adding refills to the medication inventory:

1. Ensure that the order has been previously entered in the patient’s chart. The order must exactly match an existing inventory entry for the medication.
2. Process the refill according to facility procedures, ensuring compliance with documentation and tracking requirements. Click here to learn more about the importance of refills in the inventory. 

Workflow 3A: Adding Patient Inventory While Administering Medications in the Doctor's Orders or Med Log Tab

If a medication order has refills available in the Facility or Patient Inventory, you can replenish the medication. 

1. Click on the Replenish button in the Doctor's Orders or Med Log tab.
• Note: You can receive a refill notification based on your facility’s default for replenish alert settings.
2. Complete all required fields in the Add Transaction window, then click Sign and Submit.
3. The system automatically populates the refill quantity based on the original order, allowing adjustments as needed.
4. A refill transaction is recorded in the Inventory Log.
5. Return to the Med Log tab to continue documenting medication dispensation.

Workflow 3B: Managing Inventory Outside of the Doctor's Orders or Med Log Tab

If a medication order has refills available, a refill icon appears next to the medication in the Patients tab. The user can also receive a refill notification based on the facility’s defaults for replenish alert settings.

1. Navigate to the Inventory tab and click on the Patients tab.
2. Click the + icon next to the medication.
3. The system automatically sets the transaction type to refill. Verify the transaction type, complete all required fields in the Add Transaction window, and click Sign and Submit.
• Note: The system automatically populates the refill quantity based on the original order, allowing adjustments as needed.
4. A refill transaction is recorded in the Inventory Log.

Workflow 4: Transferring Facility Inventory to Patient Inventory

Facility Inventory can be transferred to Patient Inventory and back. This process allows for a specific amount of facility inventory to be assigned to a patient and later returned when the patient is discharged.

Best Practice: The order must be previously entered into the patient’s chart and match exactly with the Facility Inventory entry. Start from Med Log tab whenever possible for inventory management.

Workflow 4A: Automated Transfers from Facility to Patient Inventory

If automated transfers are enabled, the process is configured in Inventory Settings at the facility level.

1. Navigate to Med Log tab.
2. The medication automatically appears available for dispensing.

Workflow 4B: Manual Transfers from Facility to Patient Inventory

1. Navigate to the Med Log tab to dispense the medication.
2. Click No Patient Inventory next to the medication.
3. In the Add Medication window complete the required fields, confirm the patient medication, and select the Transfer from Facility Pharmacy checkbox.
4. Click Sign and Submit.
5. A transferred out transaction is created in the facility inventory.
6. A received transaction is also created in the patient inventory.

Workflow 5: Transferring Patient Inventory Back to Facility Inventory

If the Patient Inventory was originally transferred from the Facility Inventory, return any remaining medication when the patient discharges or the medication is discontinued.

1. Navigate to the Inventory tab and select the Patients tab.
2. Type the name of the patient in the field and select the patient from the drop-down.
3. Click on the medication to be transferred back.
4. Click Add Transaction+ and select Transferred Out from the transaction field.
5. Enter the amount of medication being transferred back in the Quantity field and then click Sign and Submit.
6. A Transferred Out transaction appears in patient inventory.
7. A Transferred In transaction appears in facility inventory.

Workflow 6: Destroying Medications in the Inventory

Facilities use a designated container for destroyed medications, which is collected by a medical waste disposal facility.

1. Identify medications requiring disposal, such as those that are expired, have a broken seal, show signs of tampering, or have been discontinued.
2. Retrieve the patient's medication from the locked cabinet.
3. Physically destroy the medication by placing it in the designated medication drop box.
4. Navigate to the Inventory tab and select the Patient or Facility tab and select the medication to be destroyed.
5. Click Add Transaction+ and document the destruction type including Spillage, Lost, or Disposed.
6. Enter required (*) fields and obtain a witness signature if desired.
• Note: Users must obtain a witness signature for disposed transactions. The system generates a witness notification for signature. Spillage or lost transactions do not require witness signatures.
7. The system records the transaction details.

Workflow 7: Medication Counts

Medication counts ensure patient safety, regulatory compliance, and inventory control. Facilities typically conduct med counts daily, weekly, or per shift based on their policies.

1. Navigate to the Inventory tab, select Facility or Patients tab, and then select the medication to be counted.
2. Click on Add Transaction+ and select Med Count in the transaction type field.
3. Physically count the medication, enter the required details, and add a witness if required by your facility. Then click on Sign and Submit.
4. Repeat steps for additional medications.

Best Practice: Review the Transactions tab in the inventory to track and resolve discrepancies.