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). 

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, location, start and end time, date created, staff member, witness, overage, and shortage variance information. 

4. To update any information, click on the Edit icon next to the report.

   Note: 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 the Medication that you want to reconcile. 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.   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.
6. Click the Submit button. 
7. The MAT Reconciliation report provides a detailed summary of all bottle activities, presented in two sections: Total Inventory Summary and Open Bottle Details.

Reviewing the MAT Reconciliation Report

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 TransferOut 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 Reconciliation

To complete the MAT Reconciliation report, sign at the bottom of the page. You can also assign a witness depending on your facility’s protocols. If the report is not signed, it will remain in the Pending status. While the report status is Pending, it can still be updated or deleted.

Important: This reconciliation process must be repeated for each medication at every facility location.

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.