Cubex Inventory Management

VTH Policy # Pharm610

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 provide the process for maintaining the Cubex inventory. This policy covers all medications stocked in the 6 Cubex machines located throughout the VTH and VMSC.
All medications in the Cubex will have established PAR and reorder levels. A report will be generated twice daily showing all medications that need to be restocked. The restock will be documented by the pharmacy technician completing the restock. For C-IIs needed in the VMSC Cubex, a 222 form will be completed to document the transfer between addresses. For C-III to C-V substances needed in the VMSC Cubex, the restock report will serve as the invoice for transfer and will be maintained as such.


  • All medications in Cubex will be restocked based on pre-established PAR and reorder levels. 
  • Restocks will be completed by dispensary staff.

Procedure (if applicable)

  1. When a Cubex restock report is generated, dispensary staff will pull the needed medications from the dispensary stock. They will document on the restock report what they are restocking and their initials. The pharmacist will check the accuracy of the medications selected and sign and date the restock report.

  2. The pharmacy technician will restock the Cubex with the necessary medications. While doing the restock, the pharmacy technician will cycle count all medications accessed in the previous 24 hours.

  3. For the VMSC Cubex, a 222 form will be obtained for any CIIs needed. The 222 forms will be maintained for 7 years. The restock reports will be maintained for 7 years to document all controlled substances transferred to VMSC.

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, cubex, inventory, management, machine, stock, controlled, substance, drug, product, transfer, 222, document   Doc ID:124598
Owner:Jenny C.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-03-06 17:00 CDTUpdated:2023-03-06 17:10 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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