ControlCheck Workflows

ControlCheck is an extremely robust and powerful product. Use ControlCheck to track drug diversion patterns within your hospital and help manage your controlled substances for the safety of providers and patients.

Because ControlCheck is so extensive, there are several ways to implement workflows to fit the needs of a hospital. Continue reading for an overview of four ControlCheck workflows:

• Pharmacy-driven
• Pharmacy-driven with Indirect Nursing
• Pharmacy-driven with Direct Nursing
• Multidisciplinary Diversion Prevention Committee

Pharmacy-driven Workflow

This is a rarer use case for implementing ControlCheck. In a Pharmacy-driven workflow, the use of ControlCheck is siloed and contained for pharmacy-only use. As you can see from the highlights of this method below, the primary goal is to keep all active use of ControlCheck within the Pharmacy. Other care area representatives will only interact with ControlCheck data/results at the discretion of the Pharmacy, and will rarely if ever be granted access to ControlCheck as a user.

• Pharmacy has sole access to the ControlCheck system
• Designated Pharmacy representative performs daily audit reviews of all care areas
• Pharmacy personnel are the only users in the system
• Pharmacy rarely, and only in extreme circumstances, would email events to a nursing/OR coordinator for feedback, but the nursing/OR coordinator in not a ControlCheck user and does not add comments to event summaries
• Monthly (or hospital-defined) cadence of hospital-level investigations initiated by the Pharmacy
• Pharmacy will only send those under investigation if asked specifically with a PDF of investigation portfolio or analytics/IRIS score
• Results of investigations are recommended to key stakeholders, as needed (HR, Nursing Leadership, etc.) 
• Pharmacy handles all "one-up" reporting
• Nursing education involvement is limited or not present

Pharmacy-driven with Indirect Nursing

This is one of the most common use cases for implementing ControlCheck. In a Pharmacy-driven with Indirect Nursing workflow, the use of ControlCheck is maintained mostly by Pharmacy users, but does have a collaboration element with Nursing staff. As you can see from the highlights of this method below, the primary user is still the Pharmacy, but Nursing does have access to the ControlCheck product to be included on necessary investigations.

• Pharmacy has primary access to the system
• Designated Pharmacy representative performs daily audit review of all care areas
• Pharmacy can email event summaries to providers outside of the Pharmacy for assistance
• Providers outside of the Pharmacy respond to emails
• Monthly (or hospital-defined) cadence of hospital-level investigations initiated by the Pharmacy
• Pharmacy owns launching investigations on providers of increased risk and only includes collaborators in the ControlCheck application as needed
• Results of investigations are recommended to key stakeholders, as needed (HR, Nursing Leadership, etc.)
• Pharmacy handles all “one-up” reporting
• Nursing education should be alerted / given the opportunity to participate but might not be taking an active role

Pharmacy-driven with Direct Nursing

This is also one of the most common use cases for implementing ControlCheck. In a Pharmacy-driven with Direct Nursing workflow, the use of ControlCheck is shared equally between Pharmacy and Nursing users. While there are still some tasks that one unit might own individually, overall each area is managed by itself; Nursing auditing nursing departments and Pharmacy auditing other areas as needed. 

• Pharmacy and Nursing have access to the system
• Nursing audits most of own departments; pharmacy might continue to own some daily auditing
• Uses escalation workflows
• Monthly (or hospital-defined) cadence of hospital-level investigations initiated by the Pharmacy
• Pharmacy includes collaborator if needed - Collaborator participates in Investigation portfolio and had full access to ControlCheck to add notes and details to an investigation
• Committee exists but Pharmacy-driven; Pharmacy brings to forefront audit results and enlists other stakeholders for investigations, as needed
• Committee is called together at a regular intervals or as needed when a decision needs to be made on how to proceed on an investigation
• Pharmacy leads coordination of investigatory next steps and assigns tasks to other stakeholders involved with the committee within the application, as needed 
• Pharmacy handles all “one-up” reporting
• Nursing can assist with nursing education

Multidisciplinary Diversion Prevention Committee

The Multidisciplinary Diversion Prevention Committee workflow can be the next level above Pharmacy-driven workflows with direct or indirect Nursing involvement. It hinges on a committee or individual who are designated as leads for diversion prevention. Workflows for Pharmacy and Nursing continue as defined above, keeping in mind if there is direct or indirect involvement from Nursing. Then you add additional tier of involvement from the Diversion Coordinator/committee to drive the process of investigations and impartial audits to all care areas. 

• Pharmacy-driven with Direct or Indirect Nursing with a named leadership committee or designated Diversion Coordinator
• Formal Diversion committee, led by team or individual coordinator that runs all diversion prevention activities
• Coordinator is not involved in day-to-day auditing
• Nursing/care area stakeholders perform daily audit review of their area
• Pharmacy owns daily audit of pharmacy and/or other defined care areas
• Escalation workflow performed within the application to Diversion Coordinator/Pharmacy 
• Monthly (or hospital-defined) cadence of hospital-level investigations initiated by Diversion Coordinator/diversion committee
• Workgroups within each care area are established to perform investigations per members' assigned roles
• There are clearly defined roles for those within each workgroup when investigations are started
• Monthly (or hospital-defined) cadence for unit-level investigations initiated by nursing leaders and pharmacy leaders for their areas of responsibility
• Committee chair/Diversion Coordinator handles all “one-up” reporting with assistance of stakeholders, as needed
• Nursing education coordinator to work with nursing for cohesive roll-out and education; should be involved in process