Retail Pharmacy Annual Inventory Reconciliation

Annual inspection template for retail pharmacies to reconcile controlled and non-controlled drug inventory against perpetual records, document physical count variances, and confirm DEA biennial inventory and storage controls.

Inspection Scope and Inventory Snapshot

• Inspection date, store location, and responsible pharmacist documented
• Inventory scope includes controlled substances and non-controlled prescription stock
• Perpetual inventory report or system snapshot captured at cut-off time
• Cut-off time and count freeze documented before reconciliation begins
• Inventory locations included in the count are listed and complete

Physical Count Method and Count Controls

• Physical count performed by two authorized staff members or verified witness process used
• Count method documented for sealed packages, partials, and opened containers
• Controlled substance count verified against the most recent perpetual record
• Non-controlled stock count sampled or fully counted per site procedure
• Expired, damaged, or quarantined items segregated before final reconciliation

Variance Analysis and Adjustment Review

• All quantity variances documented with item name, strength, NDC or internal SKU, and variance amount
• Variance threshold exceeded items escalated for investigation
• Root cause identified for each material discrepancy
• Inventory adjustments approved by authorized personnel and traceable in the system
• Variance log completed with date, count sheet reference, and final disposition

Controlled Substance Storage and Security

• Controlled substances stored in a locked, access-controlled cabinet or safe
• Access list limited to authorized personnel and reviewed for current accuracy
• Physical condition of storage area shows no signs of tampering, damage, or unauthorized access
• Temperature-sensitive inventory stored within required refrigerated range

DEA Biennial Inventory and Record Retention

• DEA biennial inventory record available for review and dated within required cycle
• Inventory record includes date, time, drug name, strength, dosage form, and quantity on hand
• Supporting count sheets, variance logs, and approvals retained per record retention policy
• Inspection findings communicated to pharmacy leadership and compliance owner

Corrective Actions and Sign-Off

• Corrective actions assigned with owner and due date for each deficiency
• Inspection completed and results reviewed with responsible pharmacist