Inventory count of narcotics should be preformed every 3 months minimal. Counts will be intiated after close of business day. Count to be preformed by 2 assiatants and 1 pharmacist.
1. Assistans to count all narcotics and controlled drugs in the safe. All benzodiazepines are also to be counted
2. Count one item using the count sheet and note the inventory level. Ensure all pack sizes are counted. Give the sheet to the pharmacist on duty for reconciliation.
3. Pharmacist to log inventory level on excel spreadsheet located in /Dropbox/Akron/Narc Count/Count. Create new copy of count worksheet. Name the worksheet as date. Copy previous count inventory to new worksheet as the On Hand.
4. Locate the correct DIN (use Ctrl-F) in the DIN’s tab. Enter count under Count column.
5. To obtain the Purchased quantity, go to the Pharmaclik website and click on the Finance tab. Select Statistics and find the items. Note, if there are more than one pack size, Purchased quantities for all pack sizes should be summed and entered into purchased quantities.
6. Dispensed Quantity is obtained by printing a report from the Nexxsys software. In Nexxsys, click More and Reports. Select Inventory and Inventory Summery. Enter the Start Date as the date of last reconciliation and End Date as today’s date. Total the quantity dispensed and enter in to worksheet.
7. Any discrepancy will be calculated and appear in the Discrepancy column.
8. Investigate any overages/shortages. Possible sources of errors include
- Balance Owings
- Prescriptions Returned to Stock but not reversed in Nexxsys
- Differnt DIN was dispensed. This may occur when there is a balance owing and backorder.
- Preform a DIN report to check there is an actual dispensing by ensuring there is a scan/physical copy of the prescription.
9. Report all shortages/overages to the Designated Manager.
10. Any shortages unaccounted for must be reported to the Office of Controlled Substances.
- Reporting of Loss and Theft of Controlled Substances and Precursor Chemicals
Telephone: 613-954-1541
E-mail: national_compliance_section@hc-sc.gc.ca
Alternate Telephone: 613-952-2177
11. Review narcotic sales since the previous count by printing the report Narcotic Report (Prescriptions/Narcotic Report). Investigate any prescriptions that appears questionable for validity.
12. After completing count of Narcotic and Controlled drug inventory, assistants are to check expiry dates of compounding supplies including all API’s. Mark all items expiring within 6 months with expiry stickers and remove all expired APIs.