Learn Holdra

Welcome to Holdra. This lesson sets up your clinic's book, from the first screen to the first close. You can stop anytime. On the clinic computer, start an empty book. Type the clinic name, your name, your initials, and a six-digit PIN. Your PIN is your signature on every line. Setup opens next. Type the DEA registration number for this address. It's one registration for each location that stores controlled drugs. Next, the people who sign. Every vet, technician, and practice manager gets their own name and their own six-digit PIN. Techs and staff never change the price. We'll add them after setup. Tick the drugs you stock. Then the bottles already in your cabinet, your opening inventory. Type the last page of your paper book, then each bottle: drug, strength, schedule two to five, unit, and how much is in it. Any controlled drug works. Keep stock in a spreadsheet? Paste the rows, in the template's columns. Preview them, and use the preview. Last, count one open bottle, so the book starts from a number you've checked yourself. Now your team. In More, open Staff and PINs, and add each person with their name, initials, role, and their own six-digit PIN. Then, in Settings, under Clinic, choose the DEA registrant, usually the owner named on the certificate. At the end of the first day, open End of day from Today. Count what it lists, if anything, and choose Close the day. Two things need your clinic's copy on the Holdra server. Staff can join by email. You paste their addresses, each person gets a one-time link that works for seven days, and at home they type their name, choose their own six-digit PIN, and join as staff. And each night, the registrant can get a message saying who closed. Until that copy is on, add people on this computer. The sample clinic shows how both work.

Every line in Holdra carries a name, and your PIN is how Holdra knows it's you. It's quicker than finding the pen. To sign in, tap the name at the bottom of the side bar, then Switch user. Tap your own name, and enter your six-digit PIN. There's no Enter button. On the sixth digit, the sheet closes by itself, and your name shows in the corner. For the next couple of minutes, your next dose needs just one tap: That's me. After that, Holdra asks for your PIN again. If the name on screen isn't you, tap Not you, and sign in as yourself. When you step away from a shared computer, open the same menu and tap Lock, so the next person signs as themselves. Never share your PIN, and never use someone else's, not even to save them a walk. Five wrong tries in a row locks that name for five minutes. After ten, the DEA registrant resets that PIN. Open More, then Staff and PINs, and tap the person's name. Holdra turns down easy PINs, like one two three four five six. When someone leaves, the owner taps their name on that same page, then Remove. Their access ends, and their signed lines stay in the book. Then Checks, in More, walks you through the access change: change the safe code, collect the keys, and blind count the stock they could reach. Then you sign it. On the Staff page, you'll also see a passkey preview, for signing in with a fingerprint or face. For now it's a preview, not a sign-in yet. Your PIN is still how you sign.

This is the one you'll use every day: logging a dose. Tap Log a dose on Today, or Log in the side bar. The quick form opens first. Tap the bottle that's actually in your hand, and check the label. Each bottle keeps its own record of what's left in it. Type what went into the patient, in the unit shown. Here, that's milliliters, and the usual amount is shown beside it. Then tap the patient. Who and when are filled in for you. Check them, and save. The receipt says exactly what went in the book, and what's left in the bottle now. If anything's wrong, Correct this line is right there. Need more on the line? Tap All fields. Next to the amount, you can add waste. That's the next lesson. Below the patient is one animal ID field. Choose microchip, brand, tattoo, ear tag, or registration, and type the number as it reads. Under Weight, reason, invoice, add the weight in pounds or kilograms. If there's no scale, tick Estimated. Then where it was given, the reason for the dose, what's wrong with the patient, and the invoice number. Logging after a busy surgery? Next to When, tap change, and set the time it actually happened. Holdra keeps both times, when it happened and when you typed it, and an inspector can see both.

Sometimes you draw up more than you give. That leftover is waste, and it gets its own line. In the Log drawer, tap All fields. Pick the bottle and the amount you gave. Then tap Add waste, and type how much you're throwing away. Now the witness. That's another staff member who actually watches you waste it. They put in their own PIN. It can't be yours. Holdra needs a different person, just like two signatures on paper. Save as usual. The receipt shows what was given, what was wasted, and who witnessed it. In the book, the waste is saved as its own line. There's no federal witness rule for leftover in a syringe, so in Settings the witness is off by default. Many clinics turn Require a witness on anyway. Then Holdra won't save waste without a second PIN. Destroying stock always needs one. If nobody's free right now, don't guess, and don't borrow a PIN. Wait until your witness is back.

Everybody types four instead of point four at some point. Here's how to fix it the right way. You can't erase a line in Holdra, and that's on purpose. On paper, you'd draw one line through it, initial it, and write why. Holdra does the same thing, digitally. In the Log drawer, tap All fields, then History. Find the line, and tap Correct this line. You can also start from the receipt, right after saving. The original is shown at the top, exactly as it was saved. Choose Change the amount, or Void the line if it should never have been there. Type the corrected amount. Then say why, in plain words another person can read later. Typed four instead of point four. That's perfect. Add the correction. The original line stays in the book, marked as amended, and the new line points back at it. What's left in the bottle is right again, and anyone can see what happened and who fixed it. Vets and practice managers can correct any line. A technician can correct their own line within twenty-four hours, with a different vet's PIN as a co-sign.

Counting is how you show the book matches the cabinet. It lives in Stock, on the Counts tab. Counts lists every bottle, with today's progress at the top. Tap Next bottle, and Holdra opens the next one to count. Schedule Two counts are blind by default: the book number stays hidden until you type what you see. Type the count, and tap Compare with the book. If it's different, Holdra shows the variance and asks why. Write what you actually found. From the close-out time, Today shows a Close out row while opened Schedule Two bottles still need today's count. Before that time, choose Close the day early under Log a dose. From the close-out time, when the row isn't there, that button reads Close the day. End of day lists the bottles to count. Type what you count for a Schedule Two bottle. For other bottles, type what you count or choose Matches when the bottle agrees with the book. Then choose Close the day. If a count is off, correct the line or write why. You can't close the day until every count that's off is corrected or has a reason. A Schedule Two dose logged after the close reopens the day for that bottle: it goes back on the list for a new count, and the other counts still stand. It's a clinic habit, not a federal daily rule. The close-out time is in Settings. The default is four p.m. Under the list, Still open in the book shows older lines nobody has sorted out yet, like an earlier count that was off. They don't stop the close. Resolve them when you can. Most mismatches are recording slips, not missing drugs. Open the variance, and Holdra checks the lines since the last good count, for a dose with no waste line, a duplicate, a decimal slip, the wrong bottle, or a late entry. While a shortage is still open, Holdra also offers a possible loss guide. Whether a loss is significant is your call. Holdra gathers the Form one-oh-six details. You file it.

When a controlled-drug order arrives, it goes in the book the day you receive it. Open Stock, then the Receive tab. The quickest start is the barcode. Click into Scanner input and scan the box with a USB scanner, or use the camera. Holdra reads the NDC, the lot, and the expiry date. A scan never saves a line by itself, so check what it found first. Then add the quantity, and the supplier's name, address, and DEA number. For Schedule Two, you also need the Form two-twenty-two or CSOS order number. Holdra prepares the worksheet. You still file the form. The optional fields are the invoice number, the unit cost, and a par level. Where does the bottle live? A truck, a kit, or a vet bag is a storage location under your clinic's own registration, not a second book with its own number. You'll find them in Settings, under Where stock is kept. The biennial inventory lists stock in all of them. Holdra records where stock is kept. Whether a vehicle or a bag is proper storage in your state is a question for your state board or counsel.

One day, someone from the DEA or the state will walk in and ask to see your records. Here's how to show them the book. Get ready before they come. In More, Checks keeps your DEA registration, state registration, vet licenses, and premises permit, with their expiry dates. Holdra reminds you as a date gets close. It doesn't file a renewal for you. Once a month, the owner opens Reports, then Monthly review. It lists the month's counts, differences, and corrections. Read it, sign it with your PIN, and print it for your files. When the inspector arrives, open Reports, then Inspector mode. Holdra asks what they're looking for. Say they just want Schedule Two. Tap that. Schedule Two records are kept separate, with a cover page showing the registrant and the date range. If they'd like to look through the book themselves, use Hand to inspector. The tabs and menus lock, and the audit trail opens, read-only. A manager PIN is what unlocks it. Once it's unlocked, Reports lists Records: Schedule Two, Schedule Three to Five, the audit trail, and DEA forms. Holdra prepares worksheets for Form forty-one, Form one-oh-six, and Form two-twenty-two. They're worksheets. Holdra doesn't submit anything. You file the forms yourself.

Let's be straight about where your records live. Right now, Holdra saves the book on this device, in this browser. The status chip at the top keeps you posted. It says Export due, or when you last exported. Tap it, and you'll see where the book is saved, with a button to save a PDF of the book. So exports matter. In Reports, tap Save full book PDF. That file is the copy that lives outside this computer. Keep it somewhere safe, away from this browser. Holdra keeps reminding you. After seven days without a full export, a banner stays on screen. After ten days, setup changes, adding people, and drug-list edits wait until you export. Doses, receipts, counts, and loss reports still save. For a complete copy you can restore, use Encrypted backup, in Settings. Choose a password of at least eight characters, and download the file. Without that password, the file can't be opened, so write it down somewhere safe. If this computer is replaced, restore the encrypted book file with its password. And remember, clearing the browser's data or losing the computer loses the book on it. Your exports and the encrypted book file are what protect you. That's the course. Log every dose under your own name, count often, export regularly, and the inspector can read it.