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Narcotic Assistant© is a software program designed to track and manage controlled substances and maintain a perpetual inventory. The program is able to track each inventory item at the dispensing unit level and is able to generate reports detailing all controlled substance receipts and dispensations for auditing purposes. It will create an audit trail that will meet all legal requirements for controlled substance dispensation, inventory control, and receipt within a hospital setting. The requirements include those set forth by both the DPS and DEA agencies. For those hospitals that still use the older DOS based system, NarkTrac© for this function, Narcotic Assistant© is a Windows based program that performs all of the same functions in an updated environment. For health systems that still use a manual tracking process, Narcotic Assistant can ensure a reduction in math errors and provide a clean audit trail within seconds rather than a stressful search for the record that the auditor is asking you to produce. The efficiency of using a computer to track inventory frees resources for other tasks within the pharmacy.

The core application provides perpetual inventory capabilities, beginning on the date of receipt through consumption or waste. Both ad hoc and routine automated reports are included. User specific login security is needed for access to the system ensuring security audit compliance.

With cooperation from the vendor for Automated Dispensing Machines (ADM) interfacing is possible for sites that utilize these technologies. This record layout and data definition will need to be provided by ADM vendor to Apex Custom Software to identify correct interface parameters. A direct database access link (via ODBC) or a daily text file dump can be used to accomplish this interfacing. The sites that have ADM will benefit from this interfacing via more detailed auditing capabilities to prevent drug diversion.

Daily backups of the application data can be performed to ensure data recovery in the event of a disaster. Access to a network drive for this purpose is highly recommended to ensure safe backups. Support services are provided via remote connection through the internet. Pricing models can vary from a monthly subscription model to a one time license fee coupled with annual maintenance fees. Support includes customization of the program and/or reports and any future version enhancements. Apex Custom Software will help you find data during any controlled substance audit from either the state or federal authorities.


We are using Narcotic Assistant by Apex Custom Software within Mercy and it has greatly improved our audit trail and workflow process. Their solutions are designed for specific needs at resonable prices. 

Jeff Amstutz RPh
Pharmacy IS Coordinator
Mercy Health Partners


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