Managing Controlled Substances with MedixSafe - User Training Guide
Effectively managing controlled substances is critical to maintaining security, accountability, and compliance across your organization.
Important: MedixSafe 2.2 Release
Some features and workflows demonstrated in this training video are part of the upcoming MedixSafe 2.2 release, scheduled for Fall 2026, and may not yet be available in your current MedixSafe environment. Feature availability may vary based on your system configuration and software version.
This video provides a comprehensive walkthrough of how MedixSafe can be used to securely store, access, track, and manage controlled substances—from receiving medications and managing daily inventory to documenting administration, disposal, and witnessed inventory counts.
What You'll Learn
Secure Access & Storage
Learn how MedixSafe helps protect controlled substances using secure storage and multi-factor authentication, including:
- Proximity card access
- PIN authentication
- Fingerprint authentication
- Secure storage for both station and vehicle environments
- Procedures for handling unexpected access events
These controls help ensure that only authorized personnel can access controlled substances while maintaining a complete record of activity.
Automatic Narcotics Inventory Management
MedixSafe simplifies narcotics management by automatically tracking inventory activity. When the safe is opened and closed, the system can identify inventory changes and update records without requiring users to manually perform routine inventory counts.
This provides greater visibility into how controlled substances move throughout your organization while helping reduce manual processes and potential errors.
Witnessed Inventory Reports
Learn how to complete witnessed inventory reports to maintain accurate records and support your organization's controlled substance policies and compliance requirements.
The video walks through the process of reviewing inventory, confirming quantities, and documenting witnessed counts within MedixSafe.
Controlled Substance Tracking & Reporting
See how MedixSafe provides a documented chain of accountability throughout the medication lifecycle, including:
- Receiving new medication
- Inventory tracking
- Medication administration
- Unadministered medication
- Medication disposal
- Reporting and audit history
Programming MedixSafe Smart Tags
The final portion of the video walks through how to prepare and program MedixSafe Smart Tags for narcotics tracking.
You'll learn how to:
- Receive new medication into the system
- Program Smart Tags
- Properly apply Smart Tag labels
- Follow tag-programming best practices
- Initiate the programming process
- Complete quality control and confirm tags are ready for use
Video Chapters
| Time | Chapter |
|---|---|
| 0:00 | Introduction to MedixSafe |
| 0:11 | Responsibilities of Handling Controlled Substances |
| 0:23 | Security Features of Narcotics Safes |
| 0:57 | Secure Storage in Stations and Vehicles |
| 1:49 | Accessing the Safe |
| 2:17 | Handling Unexpected Events |
| 3:59 | Automatic Inventory Management |
| 4:57 | Witnessed Inventory Reports |
| 5:53 | Tracking and Reporting Controlled Substances |
| 16:52 | Handling Unadministered Medication |
| 17:08 | Receiving New Medication into the System |
| 18:01 | Programming MedixSafe Smart Tags |
| 19:01 | Applying and Handling Smart Tag Labels |
| 19:58 | Best Practices for Programming Tags |
| 21:07 | Initiating the Programming Process |
| 22:04 | Quality Control and Confirmation of Tags |
Key Takeaways
By the end of this video, you should understand how to use MedixSafe to:
- Secure controlled substances and restrict access to authorized personnel
- Maintain greater accountability for narcotics inventory
- Automate inventory tracking and reduce manual processes
- Complete witnessed inventory procedures
- Track controlled substances throughout their lifecycle
- Receive and document new medications
- Program and apply MedixSafe Smart Tags
- Maintain accurate records for reporting and compliance
For additional product documentation, training resources, and support, visit MedixSafe Support.