MAT Reconciliation Report

The MAT Reconciliations report summarizes all transactions related to a specific medication and dose strength for the selected time range. Many facilities use this report to review daily inventory at the start and end of the day. In addition, it can be used to review inventory at a specific time, such as when requested by compliance agencies like the United States Drug Enforcement Administration (DEA).

The MAT Reconciliation Report supports running the report for multiple medications in a single action. The multi-medication report includes each medication’s details on its own page and uses a single signature for the entire report. Printing and PDF export include all medication pages.

Required Permissions: Super Admin, Records Admin, and users with the Manage Medication Inventory feature can create this report.

Accessing MAT Reconciliation Reports 

1. To begin, choose a specific location before creating a report. Then, click Inventory in the header.
2. Select the MAT Reconciliation tab. 
3. This section contains all previous MAT reconciliation reports. These reports include the medication name(s), location, start and end time, date created, staff member, witness, overage, and shortage variance information. 
4. Reports generated with multiple medications display the medication names separated by commas. Hovering over a medication name reveals a tooltip showing the full list of medications included in the report.
5. To update any information, click on the Edit icon next to the report. Reports can only be edited or run again before a signature is applied. Once signed, the report cannot be modified.

Create a Reconciliation Report

1. To create a new report, click on the New Reconciliation button.

2. From the Custom Reconciliation Report window, select one or more Medications that you want to reconcile. The Medication field is now a multi-select dropdown that allows selecting multiple medications at once. A Select All option is included.

   Note: If you do not see the medication, Super Admins can configure the available medications following these instructions.

3. Next, click on the Type field and select the type of report you need to run.   If you need a different report type, super admins can configure report types following these instructions.
4. Click on the Start and End Date/Time fields to select the desired timeframe, keeping in mind that the range should reflect the staff member’s working hours and must only include dates that have already passed to ensure accuracy.
5. Enter a Note if required by your facility and click the Submit button. 
6. The MAT Reconciliation report provides a detailed summary of all bottle activities, presented in three sections: Multi-Medication Report, Total Inventory Summary, and Open Bottle Details.

Reviewing the MAT Reconciliation Report

Multi-Medication Report Behavior

The Report includes a pagination control at the top of the report details, with each page displaying one medication included in the report. Medication details follow the same behavior as single-medication reports. 

• Select a page number in the pagination control to view the report for an individual medication. In this example, page 1 of 3 displays Buprenorphine Hcl tablet sublingual 4 mg.

• Select the remaining page numbers to review the other medications included in the report. In this example, page 3 of 3 displays Methadone concentrate oral 10 mg/ml.

Total Inventory Summary Section

This section provides detailed information on all activities, including facility information, reports, inventory, metrics like overage and shortage, and bottle actions and variances.  

Let's break down each section.

	The first section displays Medication information, Facility Location, Report Type, report period Start and End Date/Time selected, and previous closing inventory. It’s important that the Previous Closing Inventory amount equals the Opening Inventory amount, or the variance calculations will be impacted. If these amounts do not match, please follow the instructions below in the Open Bottles Details section on how to review and reconcile transactions from the Medication Inventory page. Note: When using MAT Reconciliation, the Previous Closing Inventory will look at the entry from the most recent report of the same type.
	The second section contains the following fields:  Overage: When a bottle has more medication than expected upon Check In, Check Out, or Med Count Shortage: When a bottle has less medication than expected upon Check In, Check Out, or Med Count Overage + Shortage: Overall variance calculated by combining both data points Dispensed: The amount of medication given to patients Unit Dispensed: The total amount of medication in milligrams dispensed using Kipu's Unit Dispensed feature. Spilled Dispense: The amount of medication recorded as spilled by the re-dispense functionality Wasted Dispense: The amount of medication recorded as wasted by the re-dispense functionality Wastage: The amount of medication recorded as wasted in the inventory screen Spillage: The amount of medication recorded as spilled in the inventory screen Transfer in: The amount of medication transferred into a bottle Transfer out: The amount of medication transferred out of a bottle. Note: Transfer In and Transfer Out should always net zero Transfer to Another Location: The amount of medication transferred to another location within the Master Instance Return to Inventory: The amount of medication returned to the facility inventory Return to Manufacturer: The amount of medication is returned to the manufacturer. Return to Reverse Distributor: The amount of medication sent to a third party for disposal or processing. Total activity: All transactions added together
	The final section provides detailed information on the bottles received, opened, and closed, plus variances during the time frame selected in the report. The system will display overage variance, shortage variance, and total variance based on the opening Inventory, Total Activity, and Closing Inventory at the date and time selected on the report.

The system will display overage variance, shortage variance, and total variance based on the opening inventory, total activity, and closing inventory at the date and time selected on the report. 

• The total activity should equal the total of all activity recorded.
• Closing inventory should equal opening inventory minus total activity, plus any quantity received.
• The Notes section will display any notes entered at the time the report was created.

Open Bottle Details Section

The Open Bottle Details section provides individual information on all bottles that have been opened in the location for the selected time range. This section details all the transactions completed for each bottle, allowing you to review any overage or shortage variance found in a particular bottle.

Each row displays the transactions that occurred on a specific bottle. To locate a variance discrepancy in a bottle, click on the individual bottle link.

The Medication Inventory page for this bottle opens, allowing you to review the bottle detail transactions and evaluate where the variance is coming from during the specified period selected in the report.

1. The top section includes medication name, serial number, quantity remaining, route, dosage, strength, NDC number, lot number, expiration date, location, and the staff member who opened the bottle.
2. The action buttons allow staff members to add transactions, reconcile, transfer, and manually dispense medication.
3. The Bottle Transaction Details section allows users to review each transaction completed in a bottle by clicking on the transaction link.
4. From the individual transaction, you can review the transaction details including the quantity dispensed and related dates.

Complete the Reconciliation Report

To complete the MAT Reconciliation report, sign at the bottom of the page. The report uses a single signature and witness field for the entire multi-medication report, rather than requiring separate signatures for each page. The signature applies to all medications included in the report. If the report is not signed, it remains in a Pending status. While the report is Pending, it can still be updated or deleted. 

Exporting MAT Reconciliations

Existing MAT Reconciliations can be viewed by Medication, Type, Variance Amount, and From/To Date. The list can be exported to a CSV file and used to track trending variance over time.

Print and PDF Functionality

When you print or export the report, all medication reports are combined into one file, with each new medication report starting on its own page. If a medication report has been signed, the signature appears at the end of that specific report.