Controlled Drug Offsite Transport

VTH Policy # Pharm604

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 transporting ward stock controlled drugs offsite for providing care to VTH patients. This applies to services that have a need to take ward stock controlled substances offsite for treating patient of the VTH and a patient-specific prescription is not an appropriate option. This does not apply to shelter medicine or ambulatory trucks.

If a service needs to take controlled substances off site to provide treatment to a VTH patient, the veterinarian coordinating the treatment should discuss with pharmacy whether a patient-specific prescription would be possible, or if ward stock is necessary. If ward stock is necessary, it needs to be maintained based on the procedure below.


All items will be charged to the service at the time they are ordered and will not be returnable once they have left the VTH. Any unused items may be maintained as ward stock for that service.

Procedure (if applicable)

  1. After discussing with pharmacy to determine this is the best option, a ward stock order (under the service) is placed via a ward stock order form that can be turned in via email or hard copy. If discussed with the pharmacy, this may also be done through VetStar. The medications will be provided through pharmacy with yellow log sheets. The medications and log sheets will be placed into a locked bag.
  2. The veterinarian providing care should obtain the locked bag from pharmacy as close to their departure time as possible considering pharmacy operating hours.
  3. All doses of medication must be logged on the yellow sheet with patient information. If medication is drawn up and not used, the volume should be added to the log sheet and the labeled syringe should be returned to pharmacy with the kit.
  4. The kit should be returned to pharmacy upon return to the hospital or as soon as the pharmacy reopens if closed at time of return. 
  5. A pharmacist will inventory the remaining drugs, waste any medication in syringes and make sure the log sheet aligns with the amount of medication remaining. 
  6. The kit with any unused medication will be stored in a double-locked manner inside the pharmacy and can be obtained by that same service the next time it’s needed.
  7. It is the responsibility of the service to enter medication charges under each patient that receives a dose of the medication.

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.



Keywordspharmacy, dispensary, controlled, substance, drug, transport , offsite, ambulatory, ward stock, service, locked, bag, yellow sheet, yellow log,   Doc ID124591
OwnerJenny C.GroupUofI College of Veterinary Medicine Teaching Hospital
Created2023-03-06 16:16 CDTUpdated2023-03-06 16:40 CDT
SitesUniversity of Illinois College of Veterinary Medicine Teaching Hospital
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