Medication Audit States

Where We Started

Up until 2021, ControlCheck had very black and white definitions for a medication identifier from a hospitals' source systems. Medication identifiers were either mapped or not; controlled (aka audited) or not. Medication identifiers that were mapped by a user from the Medication Mapper were tied into a ControlCheck Generic medication, with an equivalent med, a concentration, a form factor, and a package size. This also meant that once the medication identifier was mapped into the ControlCheck med, it was inherently "audited". Medications also could not be split out by module; if a med was audited, it had to be audited in both Patient Care and Pharmacy modules.

Ignored medication identifiers were those that were manually ignored by a user from the Medication Mapper pages. Once a med was ignored, it was considered mapped. This concept clouded the definition of mapped meds at a particular hospital. We do not know anything about an ignored mediation identifier except where it came from and the medication name pulled from the file.

The idea of a medication identifier being mapped in ControlCheck is extremely valuable. The mapping represents an exchange of information, either from a user or a service like Medispan, to ControlCheck to tell us what med that medication identifier belongs to. In order to support Bluesight's goal of Medication Intelligence, we need to be able to map as many of the medication identifiers from a hospital's formulary as possible so that we know what med that is in "ControlCheck language" and can interpret information about the event data from the source files. Fast forward to today...

Where We Are Today

We have redefined what it means to be mapped, audited, and ignored in ControlCheck. Medication identifiers are either mapped into a ControlCheck medication or one of the following: 1) ignored; inherently mapped into a new medication of "itself", or 2) unmapped; still awaiting action in the Medication Mapper queue. We will continue to store all mapped medications and ignored/unmapped medication identifiers in the medications DB table.

A medication can have 1 of 4 possible states:

1. Audited - Medications with this state are mapped to a ControlCheck generic medication and have at least one audit state set to true. Meds can be audited in Patient Care and/or Pharmacy modules.
2. Unaudited - Medications with this state are mapped to a ControlCheck generic medication and have all audit states set to false. Meds is mapped but not audited anywhere.
3. Ignored - Medications with this state are not mapped to a ControlCheck generic medication and are not audited. They have been manually ignored by a user from the Medication Mapper workflow.
4. Unmapped - Medications with this state are not mapped to a ControlCheck generic medication yet and are awaiting action in the Medication Mapper queue.

Mapped Medications

Mapped medications are ControlCheck medications for a given hospital that have your hospital's medication identifiers mapped into them. A single ControlCheck medication can have one or many medication identifiers mapped into it. A mapped medication can be audited or not; can be audited in one module and not another. These medications are viewable from the Manager Formulary page by viewing the Mapped Medications tab or by navigating to the Admin View Formulary page and showing Audited Meds and Unaudited Meds.

Audited Medications

Audited medications are mapped ControlCheck medications that have at least one audit state set to true. Audited medications are meds that get events and event summaries created for them. If a medication has one audited state set to true and one set to false, for the two respective modules, then it means that the system will only create events for that medication in the relevant module.

All customers want to track all DEA-controlled substances in their formulary. Some customers want to track some noncontrolled meds, for a variety of reasons. Maybe the drug is high-risk like propofol; or maybe it's high-cost and the potential exists for the drug to be diverted. Hospitals have a variety of different needs and wants when it comes to tracking medications in ControlCheck. Whatever the reason is, we want to give customers the flexibility to audit whatever drugs and medical supplies they want, as long as it has a medication identifier and has events created in a source system.

Audited meds show up under the Mapped Medications tab on the Formulary page. They have the value Patient Care and/or Pharmacy in the Audit State column.

Unaudited Medications

Audited medications are mapped ControlCheck medications that have all audit states set to false.

These meds are still mapped even though they are not audited. The value of having the medication identifiers mapped into ControlCheck meds proactively is that if a customer ever does choose to track it, all they have to do is edit the Audit State from the Formulary page.

Unaudited meds show up under the Mapped Medications tab on the Formulary page. They have the value Not Audited in the Audit State column.

Ignored Medications

Ignored medications are not mapped into ControlCheck medications and are medication identifiers that have been manually ignored by a Manager or Admin user through the Medication Mapper pages.

Ignored medication identifiers can be viewed from the Ignored Medications tab on the Formulary page.

Unmapped Medications

Unmapped medications are not yet mapped into ControlCheck medications and have not yet been ignored. They are essentially in a queue awaiting action by a Manager or Admin user. Unmapped medication identifiers can be manually mapped through the Medication Mapper workflow or by the automated med mapping workflow by uploading a hospital formulary file.

If you choose to not map a medication identifier, either because you do not know enough information about it or you do not want to track it, then you can ignore the med.

Unmapped medication identifiers can be viewed from the Unmapped Medications tab on the Formulary page.

Unmapped medication identifiers can be also be viewed and mapped from the Medication Mapper page.