MyTrackRR

The situation

Hormone pellet clinics handle Schedule III controlled substances, and the DEA expects every pellet to be accounted for. Ordering happened by phone and email with the pharmacy, and shipments were logged by hand. Patient doses were written in one place and stock counts kept in another. Lot numbers and expiration dates were typed in more than once, and one transposed digit could break the record. Biennial inventories, waste records and reconciliations relied on someone remembering to do them, and on spreadsheets that rarely agreed with the shelf.

What was measured

The work was mapped from start to finish: placing an order, receiving the shipment, logging each procedure, disposing of waste, and counting stock. Two costs stood out.

• Audit preparation: pulling records together from logs, spreadsheets and invoices took the most time.
• Software: the tracking tools available were built for every kind of medication. They charged a $700 startup fee, $150 a month and $1.50 for every dispense, and took weeks of staff training.

The baseline the build was judged against: produce a complete controlled-substance report in under 30 minutes, at a flat price, with no training required.

What was built

MyTrackRR gives the clinic one place for the whole pellet lifecycle:

• Orders go straight to the partner compounding pharmacy.
• Shipments arrive in the system with lot numbers and expiration dates filled in from the pharmacy’s daily report.
• Each procedure records the exact lot used for each patient.
• Waste, expired stock, reconciliations and formal DEA inventories are guided step by step, and every change is written to a permanent audit trail.
• Stock alerts and usage analytics show clinics what they have, what is expiring and what to reorder.

The design kept the clinic’s steps to the minimum: data is entered once, the system fills in what it already knows, and pricing is a flat monthly subscription with no per-dispense fees.

How it holds up

Clinics are set up in about 10 minutes, and audit preparation runs about 80% faster. The app is maintained alongside the clinics that use it:

• Pharmacy imports are checked daily, and any mismatch is flagged for review instead of failing silently.
• Weekly health reports catch problems early.
• Fixes and features ship as clinics ask for them, such as a two-step ordering activation for new accounts.
• Every data correction is recorded with who made it and why, so the record stays trustworthy as the product grows.