Controlled Substance Inventory Count
A daily controlled-substance count — narcotic counts, log reconcile, expiry, and storage temp. Signature and photo required for compliance.
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Built for: Healthcare · Hospitals · Pharmacy · Long Term Care
Overview
Controlled Substance Inventory Count is a daily compliance checklist for verifying that controlled medications are physically present, properly logged, within expiration, and stored under the right conditions. Use it when your team needs a repeatable handoff or end-of-shift control for narcotics, scheduled drugs, or other restricted inventory.
The template is built for a simple, auditable workflow: count the stock, reconcile it against the log, inspect expiration dates, confirm storage temperature, and capture a signature. Each checklist item should be independently verifiable so the result is unambiguous and easy to review later. That makes it useful for pharmacies, clinics, hospitals, dental offices, and veterinary practices that need a daily record of accountability.
Do not use this template as a substitute for a broader controlled-substance management program. It is not the right fit for one-time receiving, disposal, destruction, or investigation workflows, and it should not be used when the inventory area has no controlled substances. If your site has multiple storage locations, create a separate checklist for each location so discrepancies do not get buried in a single mixed count. If a mismatch, missing signature, expired item, or temperature excursion is found, treat it as a blocking issue and route it to the appropriate escalation path immediately.
Standards & compliance context
- This template supports controlled-substance accountability by documenting daily inventory verification and sign-off.
- The checklist pattern aligns with audit-ready recordkeeping practices commonly expected in regulated medication handling environments.
- Storage-temperature verification helps document environmental control checks that may be required by facility policy or product labeling.
- Any discrepancy, missing signature, or expired item should be escalated according to your local controlled-substance policy and incident process.
- This template should be customized to match the specific legal, licensing, and chain-of-custody requirements that apply to your site.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- 1. Set up the checklist for the exact storage location, inventory type, and shift cadence so the count matches the real handoff point.
- 2. Assign a DRI and, if required by policy, a second verifier who will confirm the count and sign the record.
- 3. Run each checklist item in order by counting the stock, reconciling the log, checking expiration dates, and verifying storage temperature.
- 4. Mark any discrepancy, missing record, or temperature excursion as blocking and create the follow-up task or incident immediately.
- 5. Capture the required signature after all verification steps are complete and attach any supporting notes or photos your policy requires.
- 6. Review repeated findings during the next shift handoff or compliance review and update the checklist if a step is missing or unclear.
Best practices
- Count each controlled substance separately so a mismatch can be traced to one item instead of a mixed total.
- Use independent checklist items for the physical count, log reconciliation, expiration check, and temperature check so each result is yes, no, or N/A.
- Treat any count variance as blocking until the inventory is reconciled and the discrepancy is documented.
- Record the exact storage location in the task title or notes when the same drug class is kept in multiple cabinets or carts.
- Verify expiration dates during the count, not after the shift, so expired stock is caught before it can be used.
- Require a signature only after the verification steps are complete, not before the count begins.
- Keep the checklist short enough for daily use and split out separate workflows for receiving, destruction, or incident investigation.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
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