Checklist template

Controlled drug log and security for veterinary hospitals

A ready-to-use checklist with 110 items in 6 sections, covering Storage, Logs, Counts, Waste, Access, Discrepancies. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 110 Items
  • 89 Yes / No checks
  • 6 Scored ratings
  • 119 Points

Use this template How audits work

1. Storage 19 items

  1. Controlled drugs are kept in a locked safe or steel cabinet bolted to the wall or floor Yes / No 1 pt
  2. The safe or cabinet is in a room that clients cannot enter Yes / No 1 pt
  3. The safe was found locked on arrival for this inspection Yes / No 1 pt
  4. Working stock and reserve stock are kept in separate locked compartments Yes / No 1 pt
  5. Reserve stock stays in sealed manufacturer containers until moved to working stock Yes / No 1 pt
  6. Only controlled drugs and their logs are kept in the safe Yes / No 1 pt
  7. Each open bottle or vial is numbered to match its log page Yes / No 1 pt
  8. Only one bottle or vial of each drug and strength is open at a time Yes / No 1 pt
  9. The date opened is written on each multi-dose vial Yes / No 1 pt
  10. Controlled drugs that need refrigeration are in a locked box fixed inside the refrigerator Yes / No 1 pt
  11. Expired controlled drugs are separated in a marked container inside the safe Yes / No 1 pt
  12. Pre-drawn syringes are labeled with drug, strength, date and initials Yes / No 1 pt
  13. Pre-drawn syringes are locked up when not in a staff member's hands Yes / No 1 pt
  14. No controlled drugs are in anesthesia machine drawers, crash carts or exam rooms Yes / No 1 pt
  15. Ambulatory or house-call kits holding controlled drugs are locked and returned to the safe at the end of the day Yes / No 1 pt
  16. Euthanasia solution is stored in the safe and not in the comfort room Yes / No 1 pt
  17. The current controlled substance registration is on file for this address Yes / No 1 pt
  18. Expiry date of the controlled substance registration Date
  19. Physical security of controlled drug storage Rating
    • Locked, fixed and separated 5 pts
    • Locked with minor gaps 3 pts
    • Unlocked or unsecured stock found 1 pt

2. Logs 21 items

  1. A bound log with numbered pages or an approved electronic log is in use Yes / No 1 pt
  2. Each drug, strength and bottle has its own log page Yes / No 1 pt
  3. Each entry shows the date Yes / No 1 pt
  4. Each entry shows the client and patient name Yes / No 1 pt
  5. Each entry shows the amount drawn in mL or the number of tablets Yes / No 1 pt
  6. Each entry shows the running balance after the dose Yes / No 1 pt
  7. Each entry shows the initials of the person who drew the drug Yes / No 1 pt
  8. Each entry names the veterinarian who ordered the drug Yes / No 1 pt
  9. Entries are made at the time the drug is drawn, not at the end of the shift Yes / No 1 pt
  10. Errors are struck through with a single line and initialed Yes / No 1 pt
  11. The log has no blank lines between entries Yes / No 1 pt
  12. Drugs dispensed to go home are logged with the prescription number Yes / No 1 pt
  13. 5 log entries sampled matched the dose in the patient's medical record Yes / No 1 pt
  14. Log entries out of 5 that matched the medical record Number
  15. 5 anesthesia records sampled each have a matching log entry Yes / No 1 pt
  16. Receipts are entered in the log on the day of delivery with the invoice number Yes / No 1 pt
  17. Transfers from reserve to working stock are logged with two sets of initials Yes / No 1 pt
  18. Supplier invoices for controlled drugs are filed separately from other invoices Yes / No 1 pt
  19. Order forms for the most restricted schedule are completed and filed as required by local regulation Yes / No 1 pt
  20. Logs and invoices are kept for the period required by local regulation Yes / No 1 pt
  21. Quality of controlled drug log entries Rating
    • Complete and legible 5 pts
    • Occasional missing fields 3 pts
    • Frequent gaps or illegible 1 pt

3. Counts 18 items

  1. Working stock is counted at least once a week Yes / No 1 pt
  2. Counts are done by two employees together Yes / No 1 pt
  3. Both counters sign the count Yes / No 1 pt
  4. The person who orders controlled drugs is not the only person who counts them Yes / No 1 pt
  5. Liquid volumes are read at eye level against the vial or bottle graduations Yes / No 1 pt
  6. Tablets in open bottles are counted, not estimated Yes / No 1 pt
  7. Sealed reserve containers are checked for intact seals Yes / No 1 pt
  8. A count is done at each change of the person holding the keys Yes / No 1 pt
  9. The full inventory required by local regulation was taken within the required interval Yes / No 1 pt
  10. Date of the last full controlled drug inventory Date
  11. Date of the last recorded working stock count Date
  12. The count done during this inspection matched the log for every drug Yes / No 1 pt
  13. Drugs counted during this inspection Number
  14. Drugs whose count did not match the log Number
  15. Overfill found in a vial is entered in the log as an overage rather than left unrecorded Yes / No 1 pt
  16. Count sheets for the last 12 months are on file Yes / No 1 pt
  17. Purchases of each controlled drug over the last 3 months were compared with the quantities logged as used Yes / No 1 pt
  18. Count discipline Rating
    • Weekly two-person counts on file 5 pts
    • Counts done but irregular or single-person 3 pts
    • Counts not done 1 pt

4. Waste 17 items

  1. Drug drawn but not given is recorded as waste with the amount Yes / No 1 pt
  2. Each waste entry has a witness's initials Yes / No 1 pt
  3. Waste is rendered unusable in a drug disposal container or as company policy directs Yes / No 1 pt
  4. Unused drug is never returned to the vial Yes / No 1 pt
  5. Broken or spilled containers are logged with the amount lost and a witness Yes / No 1 pt
  6. Hub loss and the remainder at the bottom of an empty vial are recorded according to company policy Yes / No 1 pt
  7. Empty vials are reconciled to a zero balance before disposal Yes / No 1 pt
  8. Expired controlled drugs are sent to a licensed reverse distributor Yes / No 1 pt
  9. Receipts from the reverse distributor are filed with the log Yes / No 1 pt
  10. Date of the last reverse distributor pick-up or shipment Date
  11. Expired controlled drugs awaiting disposal are still included in the counts Yes / No 1 pt
  12. Controlled drugs returned by clients are not accepted back into stock Yes / No 1 pt
  13. Fentanyl patches removed from patients are folded and disposed of per company policy Yes / No 1 pt
  14. No single employee accounts for most of the waste entries of the last 30 days Yes / No 1 pt
  15. Waste entries in the last 30 days Number
  16. Waste entries in the last 30 days without a witness Number
  17. Handling and recording of waste Rating
    • Every waste witnessed and logged 5 pts
    • Logged but some not witnessed 3 pts
    • Waste not recorded 1 pt

5. Access 18 items

  1. A written list names each person authorized to access the safe Yes / No 1 pt
  2. The list is signed by the veterinarian who holds the registration Yes / No 1 pt
  3. Safe keys are carried by an authorized person during the shift Yes / No 1 pt
  4. No safe key is left in the lock, in a drawer or on a hook near the safe Yes / No 1 pt
  5. The safe combination or keypad codes were changed after the last departure of an authorized employee Yes / No 1 pt
  6. Each user has a personal code where the safe is electronic Yes / No 1 pt
  7. Spare keys are held off site or in a sealed, signed envelope Yes / No 1 pt
  8. Keys are locked up or taken by the key holder at closing Yes / No 1 pt
  9. Background screening was completed for each authorized person where local regulation allows Yes / No 1 pt
  10. Relief veterinarians and temporary staff access drugs only through an authorized employee Yes / No 1 pt
  11. Students and kennel staff have no access to the safe Yes / No 1 pt
  12. A camera covers the safe where company policy requires one Yes / No 1 pt
  13. Camera footage is kept for the period set by company policy Yes / No 1 pt
  14. Prescription pads and blank order forms are locked up Yes / No 1 pt
  15. Practice software permissions limit who can adjust controlled drug quantities Yes / No 1 pt
  16. People on the authorized access list Number
  17. Name of the registrant veterinarian Short text
  18. Control of access to the safe Rating
    • Limited to the list and keys controlled 5 pts
    • Minor lapses in key control 3 pts
    • Shared or uncontrolled access 1 pt

6. Discrepancies 17 items

  1. A written procedure states what to do when a count does not match Yes / No 1 pt
  2. Each discrepancy is reported to the registrant veterinarian on the day it is found Yes / No 1 pt
  3. Each discrepancy in the last 12 months has a written investigation Yes / No 1 pt
  4. Corrections to the balance are made by a dated entry signed by two people Yes / No 1 pt
  5. Repeated shortages of the same drug are reviewed against the names on the entries Yes / No 1 pt
  6. Losses or thefts are reported to the authorities within the time required by local regulation Yes / No 1 pt
  7. Copies of loss reports are on file Yes / No 1 pt
  8. Employees asked knew to whom to report a suspected diversion Yes / No 1 pt
  9. Signs of diversion (tampered seals, diluted vials, altered entries) are covered in staff training Yes / No 1 pt
  10. Vial stoppers and seals examined during this inspection show no tampering Yes / No 1 pt
  11. The head office or regional manager is informed of each unresolved discrepancy Yes / No 1 pt
  12. Discrepancies recorded in the last 12 months Number
  13. Discrepancies still unresolved Number
  14. Corrective actions from the previous controlled drug inspection have been completed Yes / No 1 pt
  15. Name of the person who performed the count with the inspector Short text
  16. Overall control of controlled drugs Rating
    • Secure storage, complete logs, counts matched 5 pts
    • Gaps in logs or counts but no unexplained loss 3 pts
    • Unexplained shortage or unsecured stock 1 pt
  17. Discrepancies found and corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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