Cubex Access

VTH Policy: Pharm667

Implementation Date: 12/20/2022

Date of Last Revision: 12/20/2022

Next Review Due: 12/19/2025


Reviewed by VTH Administrative Team: 12/20/2022

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.


Cubex access and restrictions will be determined based on the type of staff/student status and competencies that may need to be displayed and/or completed before receiving access or maintaining access.


Categories based on the type of staff/student will determine which access template and/or zone restriction will apply for Cubex access. A strike system will be used to monitor compliance with Cubex policies. This may result in a loss of Cubex access, as determined by the Pharmacy Service Head and the applicable Section Heads.

Procedure (if applicable)

Cubex actions include the following: issue, return, waste, cycle count, restock, witnessing and review/resolve discrepancies.

  • Pharmacy pharmacists will have Cubex full access with no exclusions. Pharmacy technicians will have full access, except for the capability to resolve discrepancies. New pharmacy staff will be sufficiently trained prior to Cubex usage with no supervision.

  • Pharmacy student workers will have access to issue, return, waste, and witness.

  • WMC will be restricted to only “WMC” specific drugs at VMSC. Access templates for students will be determined at the discretion of the WMC Director.  
      • WMC student workers will have access to issue, return, waste, and witness WMC drugs.
      • WMC Ambassadors and Team managers will additionally have access to the WMC Residence Key and the golf cart/shed key.
      • A WMC student may have full exclusions from drugs and only access to keys.
  • All doctors and veterinary technicians are required to complete Cubex competencies prior to having access to Cubex controlled substances. All technicians and doctors are eligible to complete the competency check for medium-level controlled substances after they have completed the service-specific training period. Only doctors and Vet Tech IIs and Vet Tech IIIs are eligible to complete the written competency for high-level controlled substances.
    Please reference policy Pharm649: Cubex Competencies for Controlled Substance Access

  • Rotating students on Imaging service – Names of upcoming students will be provided by Animal Imaging Coordinator to the Medication dispensary staff and will be set up in Cubex with the applicable restrictions. Students will be trained at the beginning of their rotation block, and access will be deactivated at the end of the block. Please refer to SOP Cubex Access for Imaging Students for additional details.

  • Vet Assistants & Others – Do not get Cubex access.

Definitions (if applicable)

ADC – Automated Dispensing Cabinet [Cubex]

Strikes - Strikes include the following when they occur with controlled substances - Medication removed under an incorrect patient - Transaction timeout - Wrong quantity of medication entered or obtained

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:Cubex, strike, actions, exclusion, permission, restriction, monitor, compliance, specific, keys, competency   Doc ID:127645
Owner:Jenny C.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-05-05 14:31 CDTUpdated:2023-05-05 14:38 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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