Controlled Substance Perpetual Inventory and Monthly Reconciliation

Inspection template for verifying a perpetual inventory of Schedule II controlled substances and documenting periodic reconciliation against on-hand stock, discrepancy review, and corrective action.

Inspection Scope and Inventory Period

• Inspection period is defined and covers the required reconciliation interval
  Record the inventory period start and end dates being reviewed.
• Schedule II controlled substances included in scope are identified
  Select all Schedule II items included in this reconciliation.
• Perpetual inventory log is available for review
  The current perpetual inventory record is present and accessible for inspection.
• Inspector verified the reconciliation date and responsible reviewer
  Enter the name or role of the person who performed the reconciliation and the date completed.
• Source records available for comparison
  Confirm the records used to support the reconciliation.

Perpetual Inventory Record Accuracy

• Beginning balance matches prior reconciled ending balance
  Record the beginning balance and confirm it matches the prior period ending balance.
• All receipts were entered into the perpetual inventory on the date received
  Verify that incoming Schedule II receipts were recorded without delay or omission.
• All dispensing or administration events were recorded accurately
  Verify that each decrement in inventory is supported by a corresponding record.
• Adjustments, returns, and wastage are documented with reason codes
  Confirm that any inventory adjustment includes a documented explanation and authorization where required.
• No unexplained gaps or duplicate entries were found in the log
  Review the perpetual inventory for missing transactions, duplicate postings, or sequence breaks.

Physical Count Reconciliation

• Physical count completed for each Schedule II item in scope
  A direct physical count was performed for each controlled substance included in the reconciliation.
• Counted quantity matches perpetual inventory balance
  Confirm the physical count agrees with the perpetual inventory record.
• Variance amount recorded when counts do not match
  Enter the quantity variance for the item being reviewed.
• Variance explanation documented and reviewed
  Describe the reason for any discrepancy and the review performed.
• Second-person verification completed for the count
  Confirm a witness or second verifier independently confirmed the count where required by policy.

Storage Security and Access Control

• Controlled substances stored in a secure, access-restricted location
  Storage is locked or otherwise secured against unauthorized access.
• Access list is current and limited to authorized personnel
  Verify that only authorized staff have access to the storage area and inventory records.
• Storage area is orderly and inventory is clearly segregated
  Controlled substances are organized to support accurate counting and reduce mix-ups.
• Any access exceptions or security deficiencies documented
  Record any unauthorized access event, missing key control, or other security deficiency.

Discrepancy Review and Corrective Action

• Discrepancy escalated according to policy
  Confirm the variance was escalated to the appropriate supervisor, pharmacist-in-charge, or compliance lead.
• Corrective action plan documented
  Describe the corrective action, owner, and target completion date.
• Follow-up review scheduled or completed
  Enter the follow-up date/time for recheck or closure review.

Closeout, Sign-Off, and Record Retention

• Inspection findings reviewed with responsible manager
  Confirm the results were communicated to the responsible manager or compliance owner.
• Records retained according to policy and regulatory requirements
  Confirm the reconciliation, count sheets, and supporting records will be retained per policy.
• Inspector signature
  Inspector signs to confirm the inspection was completed accurately.