Receiving MAT Inventory

This article reviews the process for receiving pump and non-pump medications into your MAT inventory. Medications received as MAT Inventory has special characteristics that differentiate them from non-MAT medications:

• MAT Medication can only be dispensed via a MAT Order.   
• MAT Medication received in Inventory records all transactions in the MAT Reconciliation report, including administration through the Med Log.   
• When a MAT Medication is in use, the In Use column of the Facility inventory will display the initials of the user who opened the medication.   

  Required Permissions: Super Admins and users with Manage Medications Inventory added to their user profile can receive MAT inventory items.  

  To access the Facility inventory, go to Inventory > Facility.

  

  Each row represents one pack or bottle of a specific medication with its unique serial number. Each row is color-coded: 

  • Green: The medication is active and in use. 
  • Red: The medication has expired.
  • White: The medication is not in use or empty.

  Additionally, each row has a related icon:

  • In Use: the green checkmark means the medication is In Use and can be dispensed to the patients.
    
  • Not in Use: The empty checkbox means the medication is Not In Use (empty or stored for later), and cannot be dispensed to the patients.
    
  • Expired: An exclamation point means the medication has expired. 
    
  • Replenish: The plus icon means the replenishment level has been reached. Click on the + to add a new bottle.
    
  • No icon indicates an inventory of 0.

Receive MAT Inventory

Before you can receive MAT Medications, the medication must be created within the Location Settings, click here for instructions. 

1. To receive a new MAT Medication in Inventory, click on the Inventory tab. 
2. Next, click on the New MAT button. 
3. In the Add MAT Medication to Facility Inventory window, enter the following details. The items indicated by an asterisk (*) are required.
4. Click on the MAT Medications drop-down to select the desired medication. Please Note: Only medications previously configured in MAT Location Settings are available for selection. 
5. Enter the NDC Number (10 –11 digits) with no dashes in the NDC No. field.
6. Type the medication lot number in the Lot Number field. 
7. Enter the bottle Serial Number in the Serial Number field. The Serial Number is usually the bottle number assigned to the medication by the facility.  
8. Check the Multiple box when multiple bottles of the same Lot No are received. The bottles can be entered simultaneously by entering the number of bottles received in the Total Quantity field. Serial numbers will automatically increase by 1 for each bottle, starting with the number recorded in the Starting Serial No field. Only numeric characters can be entered in this field. 
9. If needed, you can enter the name of the medication manufacturer in the Manufacturer field.
10. If desired, enter the order’s reference number in the Order Reference No. field.  
11. Enter notes in the Notes field, if necessary. 
12. Enter the total quantity of the medication in each bottle in the Quantity field.
13. Select the medication’s Units. Note: This field displays the units configured when the medication was added to the Location Settings.   
14. Click on the Received Date and Time field to open the calendar pop-up. Click on the desired date and use the sliders to set the time that the medication was received.
15. The system will automatically supply the name of the staff member who entered the medication in the Received By field.
16. Enter the Expiration Date field in month-year format or select the month and year from the drop-downs.
    
17. If you need to attach a picture or document, click on the Add Attachment text and choose the necessary file.
18. If you need to add a witness that was present at the moment the medication was received, enter their name in the Witness field. Start typing the name of the witness, from the auto-complete list you can select any user who has access to Medication Inventory. Witnesses added will need to sign off on any transaction they are added as a witness to.
19. Click on the Sign and Submit button and sign your signature in the box to complete the entry.  
20. The MAT Medication is now saved in the Facility Inventory.
21. Use the search bar to look for the medication recently entered.  
    1. Note: The system saves the entered medication in the inventory because another bottle is already marked as In Use. If you enter a new medication that is not currently available in the inventory, the system will automatically mark it as In Use.