Retail Pharmacy Controlled Substance Count Verification

It covers the daily reconciliation of Schedule II-V stock against perpetual inventory, plus the storage, access, discrepancy, and sign-off checks that support controlled substance control in a retail pharmacy. The template is built for a shift-level walk-through, not a full inventory audit. It helps you record what was counted, what matched, what did not, and who was notified. If your pharmacy has additional corporate or state-specific steps, you can add them without changing the core flow.

Use it daily when your operation requires routine controlled substance count verification, especially at shift change or closeout. Some pharmacies also run it after a discrepancy, a keyholder change, a delivery of controlled stock, or any access event that raises concern. If your state board, DEA registration conditions, or internal policy requires a different cadence, follow the stricter requirement. The template is flexible enough to support daily, per-shift, or event-driven use.

A licensed pharmacist or other authorized verifier should complete or oversee the count, depending on your policy and state rules. The template includes fields for the inspector and verifying pharmacist, plus a second verifier when required. That makes it useful for stores that require dual verification for controlled substances or discrepancy resolution. It also creates a clear record of accountability if the count is later reviewed.

Yes, it is structured to support controlled substance inventory control, discrepancy documentation, and secure storage expectations commonly enforced by the DEA and state boards of pharmacy. It does not replace your legal obligations or local procedures, but it gives you a consistent record for compliance. If your state has stricter witness, reporting, or reconciliation rules, add those steps in the discrepancy section. The template is designed to help you prove that the count was performed and that issues were escalated.

It helps catch mismatched Schedule II-V counts, missing documentation for the discrepancy amount, and incomplete identification of the affected drug and strength. It also surfaces access-control issues such as unsecured storage, unauthorized access, or signs of tampering. Another common miss is failing to notify the pharmacist-in-charge or compliance lead promptly after a variance is found. The sign-off section helps prevent a count from being treated as complete when the witness or verifier is missing.

Yes, and you should. Many pharmacies add fields for prescription number, NDC, lot number, count location, shift handoff notes, or internal incident ticket numbers. You can also tailor the witness rules, escalation contacts, and reporting steps to match your state board guidance and corporate policy. The template is meant to be a starting point that fits your actual workflow, not a rigid form.

An ad hoc sheet often records the count but misses the operational details that matter during a review, such as who verified it, how the count was performed, and what happened after a discrepancy. This template keeps the reconciliation, security check, escalation, and sign-off in one place. That reduces back-and-forth when a pharmacist-in-charge, auditor, or regulator asks for the record. It also makes it easier to spot recurring variances across shifts.

Record the discrepancy amount, the affected drug and strength, and the count method used before anything is adjusted. Then notify the supervisor, pharmacist-in-charge, or compliance lead according to your escalation process. Review whether DEA or state board reporting is required, and document the decision in the form. If your policy requires a second count or witness review, complete that step before closing the record.