Controlled Substance Ordering

VTH Policy # Pharm603

Implementation Date: 10/2021

Date of Last Revision: 3/6/2023

Next Review Due: 5/2023


Reviewed by VTH Administrative Team: 10/2021

Reviewed by VTH Board: N/A


Reviewed by Legal Counsel: N/A

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.


To describe the process for ordering controlled substances for VTH use, this policy covers all controlled substance ordering done by the VTH dispensary staff.
When controlled substances fall below the predefined PAR levels in the Cubex machine, a pharmacy technician will initiate the order through the appropriate company. If the medications are CIIs, then the pharmacist will sign the CSOS order. When the medications come in, a pharmacist will verify the quantity received compared to the invoice, sign the invoice and file (CII invoices in 1 file and CIII-CV invoices in another). These will be maintained for 7 years.


Controlled substances must be verified by a pharmacist when received, and invoice record-keeping must be maintained for 7 years. 

Procedure (if applicable)

  1. All C-II controlled substance orders will be done using CSOS which will require a pharmacist with POA to sign the order. 
  2. All received controlled substances will be verified by a pharmacist and the invoices maintained for 7 years.
  3. If the controlled substance is ordered through McKesson, the received order should be verified on the website when it is received

Definitions (if applicable)

Veterinary Teaching Hospital (VTH): The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.


Keywords:pharmacy, dispensary, drugs, controlled substance, C2, C3, CII, CIII, record, invoice, pharmacist, inventory, CSOS, POA, quantity   Doc ID:124590
Owner:Jenny C.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-03-06 15:59 CDTUpdated:2023-03-06 16:36 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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