Managing controlled substances requires more than inventory tracking. Organizations must maintain strict accountability, support regulatory compliance, and ensure complete visibility into the movement and use of regulated materials.
Within our EHSA program, our EHS Assessment Tool enables universities, research institutions, pharmaceutical and biotechnology companies, healthcare organizations, and government laboratories to manage controlled substances within a comprehensive environmental health and safety ecosystem.
Complete Lifecycle Management
Track controlled substances from acquisition through receipt, storage, use, transfer, reconciliation, and disposal. Maintain accurate records and a documented chain of custody throughout the lifecycle of each substance.
Strengthening Compliance and Audit Readiness
Support compliance programs with configurable workflows, electronic documentation, inventory reconciliation, witness verification, and audit trails. Generate reports that help organizations prepare for internal reviews, regulatory inspections, and accreditation requirements.
Improve Accountability and Oversight
Provide role-based access controls, transaction histories, and user accountability across departments and facilities. Automated notifications and alerts help ensure critical activities such as inventory reviews, reconciliations, and approvals are completed on schedule.
Reduce Administrative Burden
Replace spreadsheets, paper logs, and disconnected systems with a centralized platform that streamlines controlled substance management. Standardized workflows help reduce manual effort while improving data consistency and accuracy.
Integrated EHS Risk Management
Unlike standalone controlled substance solutions, our platform connects controlled substance management with broader EHS programs, including chemical safety, biological safety, radiation safety, inspections, training, incident management, and risk assessments.
Designed for Highly Regulated Organizations
Whether supporting academic research laboratories, pharmaceutical development programs, healthcare facilities, veterinary operations, or government research organizations, the platform provides the visibility and controls needed to manage regulated materials with confidence.
Key Capabilities
By integrating controlled substance management into a comprehensive EHS platform, organizations can improve compliance, enhance operational efficiency, and reduce the risks associated with managing regulated materials.
Controlled Substance Authorization Workflow
Submit Application → Reviewer Assignment → Reviewer Comments → Super Reviewer Consolidation → Applicant Response → Committee Review → Committee Approval → Permit Issued → Authorized Purchasing & Inventory Management
Our EHS Assessment module streamlines the review and approval process for controlled substance requests, ensuring compliance, accountability, and efficient communication between applicants, reviewers, and oversight committees.
Within our EHSA program, our EHS Assessment Tool enables universities, research institutions, pharmaceutical and biotechnology companies, healthcare organizations, and government laboratories to manage controlled substances within a comprehensive environmental health and safety ecosystem.
Complete Lifecycle Management
Track controlled substances from acquisition through receipt, storage, use, transfer, reconciliation, and disposal. Maintain accurate records and a documented chain of custody throughout the lifecycle of each substance.
Strengthening Compliance and Audit Readiness
Support compliance programs with configurable workflows, electronic documentation, inventory reconciliation, witness verification, and audit trails. Generate reports that help organizations prepare for internal reviews, regulatory inspections, and accreditation requirements.
Improve Accountability and Oversight
Provide role-based access controls, transaction histories, and user accountability across departments and facilities. Automated notifications and alerts help ensure critical activities such as inventory reviews, reconciliations, and approvals are completed on schedule.
Reduce Administrative Burden
Replace spreadsheets, paper logs, and disconnected systems with a centralized platform that streamlines controlled substance management. Standardized workflows help reduce manual effort while improving data consistency and accuracy.
Integrated EHS Risk Management
Unlike standalone controlled substance solutions, our platform connects controlled substance management with broader EHS programs, including chemical safety, biological safety, radiation safety, inspections, training, incident management, and risk assessments.
Designed for Highly Regulated Organizations
Whether supporting academic research laboratories, pharmaceutical development programs, healthcare facilities, veterinary operations, or government research organizations, the platform provides the visibility and controls needed to manage regulated materials with confidence.
Key Capabilities
- Controlled substance inventory management
- Chain-of-custody tracking
- Inventory reconciliation and verification
- Electronic witness signatures and approvals
- Audit trails and activity logging
- Automated alerts and notifications
- Configurable workflows and forms
- Regulatory and management reporting
- Integration with enterprise and EHS systems
- Multi-site and multi-department support
By integrating controlled substance management into a comprehensive EHS platform, organizations can improve compliance, enhance operational efficiency, and reduce the risks associated with managing regulated materials.
Controlled Substance Authorization Workflow
Submit Application → Reviewer Assignment → Reviewer Comments → Super Reviewer Consolidation → Applicant Response → Committee Review → Committee Approval → Permit Issued → Authorized Purchasing & Inventory Management
Our EHS Assessment module streamlines the review and approval process for controlled substance requests, ensuring compliance, accountability, and efficient communication between applicants, reviewers, and oversight committees.
Step 1: Form Submission
The Principal Investigator (PI) or authorized requester completes a controlled substance form within EHSA (example of the process below). The form captures all required information, including substance details, intended use, storage plans, security controls, personnel, and regulatory requirements.
The Principal Investigator (PI) or authorized requester completes a controlled substance form within EHSA (example of the process below). The form captures all required information, including substance details, intended use, storage plans, security controls, personnel, and regulatory requirements.
Step 2: Initial Review Assignment
Upon submission, the application is automatically routed to designated reviewers based on organizational workflows and approval requirements.
Upon submission, the application is automatically routed to designated reviewers based on organizational workflows and approval requirements.
Step 3: Reviewer Evaluation
Assigned reviewers evaluate the application and provide comments, questions, recommendations, or requests for clarification directly within the platform.
Assigned reviewers evaluate the application and provide comments, questions, recommendations, or requests for clarification directly within the platform.
Step 4: Consolidated Review
A designated Super Reviewer reviews all feedback and consolidates reviewer comments into a single set of questions and action items. This provides the applicant with a clear, streamlined response rather than multiple independent review requests.
A designated Super Reviewer reviews all feedback and consolidates reviewer comments into a single set of questions and action items. This provides the applicant with a clear, streamlined response rather than multiple independent review requests.
Step 5: Applicant Response and Additional Review
The applicant addresses reviewer questions and submits any requested documentation or revisions. Additional reviewers or subject matter experts may participate in subsequent review cycles as needed.
The applicant addresses reviewer questions and submits any requested documentation or revisions. Additional reviewers or subject matter experts may participate in subsequent review cycles as needed.
Step 6: Committee Review
Once all reviewer concerns have been addressed, the application is forwarded to the appropriate oversight committee for final evaluation. Committee members can review application materials, comments, responses, and supporting documentation within the system.
Once all reviewer concerns have been addressed, the application is forwarded to the appropriate oversight committee for final evaluation. Committee members can review application materials, comments, responses, and supporting documentation within the system.
Step 7: Committee Decision
The committee may:
The committee may:
- Approve the application
- Request additional information
- Require modifications before approval
- Deny the application if requirements are not met (rarity)
Step 8: Permit Generation
Upon approval, the system automatically generates the controlled substance permit and records all associated approvals, conditions, and authorization details.
Upon approval, the system automatically generates the controlled substance permit and records all associated approvals, conditions, and authorization details.
Step 9: Authorized Purchasing and Inventory Management
Approved personnel, including the Principal Investigator and designated authorized users, are granted authorization to purchase, receive, and manage controlled substances. Inventory tracking, chain-of-custody documentation, reconciliations, and ongoing compliance activities are maintained within the platform.
Approved personnel, including the Principal Investigator and designated authorized users, are granted authorization to purchase, receive, and manage controlled substances. Inventory tracking, chain-of-custody documentation, reconciliations, and ongoing compliance activities are maintained within the platform.
Benefits of the Workflow
- Centralized application and review process
- Automated routing and reviewer assignments
- Consolidated reviewer feedback through a Super Reviewer
- Complete audit trail of comments, decisions, and approvals
- Reduced administrative burden for applicants and reviewers
- Improved committee efficiency and transparency
- Seamless transition from approval to inventory management