Cubex Access for Imaging Students

Purpose/ Applicability: To define the process for veterinary students to obtain drugs from LAC Cubex while rotating on the Imaging service. Scope: Applies to the Imaging service, the Medication Dispensary, and students on the Imaging service rotation


  • ADC – Automated Dispensing Cabinet [Cubex]
  • Sedation – Administration of one or more medications to produce a state of calm or rest.
  • Sedative – Medications indicated for sedation. This includes drugs such as dexmedetomidine, xylazine, acepromazine, butorphanol, buprenorphine, fentanyl, methadone, morphine, hydromorphone, etc.
  • 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.


  • LAC Cubex


  1. The Animal Imaging Coordinator will coordinate with Medication Dispensary on which drugs are commonly prescribed for imaging patients and applicable to have in LAC Cubex.
  • Butorphanol, midazolam, dexmedetomidine, and atipamezole are available in LAC Cubex
  • Methadone is not stored in LAC Cubex; this will have to be obtained from alternative Cubex machines and brought down with the patient
  • Alfaxalone is not stored in LAC Cubex; someone from ordering service (either a staff member or faculty) must accompany the patient to imaging or come to imaging before the Alfaxalone will be administered.

  1. Imaging students will be set up in Cubex with access restricted to butorphanol, midazolam, dexmedetomidine, and alfaxalone in the LAC Cubex.
    1. Students should be set to have Med Profile Override for All Items and apply the ‘Imaging Student’ template. Zone restrictions should be set at restricted for all zones in all cabinets except LAC.
    2. Set the ‘Expiration Date for Employee Access’ to the Saturday immediately following the last rotation day.
    3. Once setup, mark the student as active in the Imaging Student Cubex Access spreadsheet on the Pharmacy shared drive. Ensure all previous rotation students (not currently on rotation) are marked as inactive on the spreadsheet.

  2. The Animal Imaging Coordinator will send a list of students for the coming block the Monday beforehand to the email list. Each block contains an average of 6 students (but may be as many as 10 students)
    • If there are charges noted the morning of, the Animal Imaging Coordinator will email those changes ASAP to the dispensary email.
    • Once the list is provided, the student information will be added to the Imaging Student Cubex Access spreadsheet on the Pharmacy shared drive.
    • Prior to the start of the new block, a Medication Dispensary staff member will add the new imaging students as Cubex users.

  1. Dispensary staff will train Imaging students at 11 am on the first day of their Imaging rotation. Training will include the following:
    • Setup of fingerprint and password
    • How to remove drugs
    • How to waste drugs for controlled substances
    • How non-controlled drugs should be logged and wasted
  1. Dispensary will deactivate the students from the previous block at 5pm on the last Friday of the block or on Monday morning of the new block rotation.

  2. Drugs will be monitored the same way as all other Cubex drugs.

Policy References:

  • Pharm648: Sedation Administration and Patient Monitoring
  • Pharm649: Cubex Competencies for Controlled Substance Access
  • Pharm667: Cubex Access

Date: 11/23/2022

KeywordsCubex, Imaging, Animal Imaging Coordinator   Doc ID128835
OwnerJenny C.GroupUofI College of Veterinary Medicine Teaching Hospital
Created2023-06-06 13:02 CDTUpdated2023-06-06 13:04 CDT
SitesUniversity of Illinois College of Veterinary Medicine Teaching Hospital
Feedback  0   0