Diversion of controlled substances is quite rampant in veterinary clinics and hospitals. Get the right assistance for maintaining the drug log and complying with other requirements to ensure safety for everyone!
Many veterinary practices commonly use controlled substance drugs like anesthetics, analgesics, anabolic steroids and euthanasia solutions to ensure the best health, life and even death for the pets. It follows that they have to comply with the varied provisions of the Controlled Substance Act and Code of Federal Regulations related to ordering, storage, accounting, shortage, disposal and more. Any inadvertent non-compliance can also lead to penalties, heavy legal expenses and other damaging exposure.
Many of the regulatory requirements can get quite intimidating and maintaining regular compliance is quite an uphill task. Take the controlled drug log for recording the inventory of controlled drugs for instance. Every purchase, sale and in-facility dispensing has to be carefully documented in the register. The expected inventory reflected in the log is compared with the actual stock in the practice and any irregularities have to be investigated and reported in a timely manner.
The DEA mandates a full and complete inventory at the following intervals:
However, regular record keeping is crucial with the written inventory being maintained for two years. Therefore, every tablet, capsule and patch that is sold or administered has to be appropriately accounted in the books. The log should include:
The paper trail entries should always be in blue or black ink. Writing in pencil or making alterations is not acceptable. In case of error, the entry should be cancelled and signed before making a new one. Computerized logs are accepted and easier as well. However, the information entered should be unalterable.
The trick here is to reconcile the log and ‘balance the books’ on a regular basis – weekly or at least monthly to detect variances or other glitches as soon as possible. Any discrepancies should first be checked for mathematical or bookkeeping errors before looking at other sources. Correct the administrative mistake immediately. But if the shortage cannot be explained – could be theft or loss – it should be reported accordingly.
Maintaining the veterinary controlled drug log can look easy. However, issues can arise if the veterinarian does not understand the regulations or the practice does not have proper systems in place. The best option here to stay on the good side of the law is to draw on experts who are intimately familiar with navigating the DEA requirements. Like the Titan Group can assist by establishing the required procedures and protocols that will ensure complete security and compliance for the controlled substances!
Many of the regulatory requirements can get quite intimidating and maintaining regular compliance is quite an uphill task. Take the controlled drug log for recording the inventory of controlled drugs for instance. Every purchase, sale and in-facility dispensing has to be carefully documented in the register. The expected inventory reflected in the log is compared with the actual stock in the practice and any irregularities have to be investigated and reported in a timely manner.
What Goes into a Controlled Drug Log?
The DEA mandates a full and complete inventory at the following intervals:
- Initial inventory: On the day the practice first conducts any controlled substance activity
- Biennial inventory: Inventory procedure and documentation should be repeated every two years
- Closing inventory: When a practice is closed or sold
However, regular record keeping is crucial with the written inventory being maintained for two years. Therefore, every tablet, capsule and patch that is sold or administered has to be appropriately accounted in the books. The log should include:
- Date of activity
- Client name
- Client address or unique chart number
- Patient name
- Amount used or dispensed
- Balance after use
- The drug handler’s initials (not just the doctor who prescribed or ordered the drug)
The paper trail entries should always be in blue or black ink. Writing in pencil or making alterations is not acceptable. In case of error, the entry should be cancelled and signed before making a new one. Computerized logs are accepted and easier as well. However, the information entered should be unalterable.
The trick here is to reconcile the log and ‘balance the books’ on a regular basis – weekly or at least monthly to detect variances or other glitches as soon as possible. Any discrepancies should first be checked for mathematical or bookkeeping errors before looking at other sources. Correct the administrative mistake immediately. But if the shortage cannot be explained – could be theft or loss – it should be reported accordingly.
Maintaining the veterinary controlled drug log can look easy. However, issues can arise if the veterinarian does not understand the regulations or the practice does not have proper systems in place. The best option here to stay on the good side of the law is to draw on experts who are intimately familiar with navigating the DEA requirements. Like the Titan Group can assist by establishing the required procedures and protocols that will ensure complete security and compliance for the controlled substances!
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