Veterinary Controlled Substance Inventory Audit Checklist [FREE PDF]

Veterinary practices registered with the DEA to handle Schedule II–V controlled substances are subject to strict inventory, storage, and record-keeping requirements under 21 CFR Parts 1301–1304. Failure to maintain accurate controlled substance logs, conduct biennial inventories, and report discrepancies can result in DEA registration suspension, significant fines, and criminal liability. This audit checklist supports veterinary practices in maintaining continuous DEA compliance and identifying

  • Industry: Veterinary Medicine
  • Frequency: Monthly
  • Estimated Time: 30-45 minutes
  • Role: Veterinarian
  • Total Items: 36
  • Compliance: DEA 21 CFR Part 1301 - Registration of Manufacturers, Distributors, and Dispensers, DEA 21 CFR Part 1304 - Records and Reports of Registrants, DEA 21 CFR Part 1305 - Order Forms for Schedule I and II Controlled Substances, AAHA Accreditation Standards - Pharmacy and Controlled Substance Management 2023, OSHA 29 CFR 1910.1200 - Hazard Communication Standard

DEA Registration & Authorization

Verify the facility's DEA registration is current, properly posted, and covers the schedules of controlled substances on hand.

  • Is the current DEA Certificate of Registration posted or readily accessible at the registered location?
  • Is the DEA registration current and not expired?
  • Do the drug schedules currently stocked match the schedules authorized on the DEA registration?
  • Has the DEA been notified of any changes to the registered address or ownership since last audit?
  • Is a current list of all personnel authorized to access controlled substances maintained on file?

Physical Security & Storage

Confirm controlled substances are stored in DEA-compliant security hardware with access restricted to authorized personnel.

  • Are all Schedule II controlled substances stored in a securely locked, substantially constructed safe or cabinet?
  • Are Schedule III–V controlled substances stored in a securely locked cabinet or dispersed throughout non-controlled stock to obstruct theft?
  • Is access to the controlled substance storage area restricted to authorized personnel only?
  • Are keys or access codes for the controlled substance safe restricted and tracked?
  • Is there no evidence of tampering, forced entry, or damage to the controlled substance storage unit?
  • Are controlled substances stored separately from non-controlled medications?

Inventory Records & Biennial Inventory

Review the accuracy, completeness, and retention of controlled substance inventory records including the most recent biennial inventory.

  • Has a biennial inventory been conducted within the past two years and documented?
  • Does the biennial inventory document include all required data (drug name, form, strength, quantity, date, and signature)?
  • Are inventory records maintained on-site and available for DEA inspection for a minimum of two years?
  • Do current physical quantities of each controlled substance match the running log balances?
  • Are Schedule II substances counted in exact quantities and Schedule III–V substances counted or estimated per DEA guidance?

Dispensing Logs & Usage Documentation

Verify that controlled substance dispensing logs are complete, contemporaneous, and properly authorized for each usage event.

  • Is a controlled substance usage log maintained for each drug with entries for every dispensing event?
  • Does each log entry include: date, patient name/ID, drug name, dose administered, and dispensing veterinarian signature?
  • Is the running balance updated immediately after each dispensing event?
  • Are waste events documented with the drug name, quantity wasted, reason, and signature of a witness?
  • Are all log entries legible, free from erasures, and corrected with a single line when errors occur?

Ordering, Receiving & DEA 222 Forms

Review compliance with DEA ordering procedures for Schedule II substances and verify all receipts are properly documented.

  • Are DEA Form 222 or CSOS electronic order records maintained for all Schedule II purchases?
  • Are all copies of DEA Form 222 properly completed, retained, and stored for minimum two years?
  • Is each received shipment of controlled substances reconciled against the purchase order and logged upon receipt?
  • Are Schedule III–V substances ordered only from DEA-registered suppliers?
  • Is there documentation of any refused or short shipments received from distributors?

Disposal, Expiration & Loss Reporting

Confirm expired or unwanted controlled substances are disposed of through authorized methods and all losses are reported to DEA.

  • Are expired controlled substances identified, segregated, and queued for authorized DEA disposal?
  • Has DEA Form 41 been completed and submitted for all controlled substance disposals performed on-site?
  • Have any controlled substance losses or thefts been reported to DEA using Form 106 within one business day of discovery?
  • Are controlled substances disposed of in compliance with EPA Veterinary Waste Guidelines and not flushed into wastewater?
  • Is a log of all disposal events (drug, quantity, method, date, witnesses) maintained on file?

Discrepancy Identification & Corrective Actions

Identify and document any quantity discrepancies found during this audit and record corrective actions taken.

  • Were any discrepancies identified between physical counts and log balances during this audit?
  • If discrepancies were found, have they been documented with drug name, quantity, and probable cause?
  • Has the practice's DEA-registered veterinarian been notified of all discrepancies found?
  • Please document all discrepancies, quantities, drugs affected, and corrective actions initiated:
  • Has this audit been reviewed and signed by the DEA-registered responsible veterinarian?

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Why Use This Veterinary Controlled Substance Inventory Audit Checklist [FREE PDF]?

This veterinary controlled substance inventory audit checklist [free pdf] helps veterinary medicine teams maintain compliance and operational excellence. Designed for veterinarian professionals, this checklist covers 36 critical inspection points across 7 sections. Recommended frequency: monthly.

Ensures compliance with DEA 21 CFR Part 1301 - Registration of Manufacturers, Distributors, and Dispensers, DEA 21 CFR Part 1304 - Records and Reports of Registrants, DEA 21 CFR Part 1305 - Order Forms for Schedule I and II Controlled Substances, AAHA Accreditation Standards - Pharmacy and Controlled Substance Management 2023, OSHA 29 CFR 1910.1200 - Hazard Communication Standard. Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the Veterinary Controlled Substance Inventory Audit Checklist [FREE PDF] cover?

This checklist covers 36 inspection items across 7 sections: DEA Registration & Authorization, Physical Security & Storage, Inventory Records & Biennial Inventory, Dispensing Logs & Usage Documentation, Ordering, Receiving & DEA 222 Forms, Disposal, Expiration & Loss Reporting, Discrepancy Identification & Corrective Actions. It is designed for veterinary medicine operations and compliance.

How often should this checklist be completed?

This checklist should be completed monthly. Each completion takes approximately 30-45 minutes.

Who should use this Veterinary Controlled Substance Inventory Audit Checklist [FREE PDF]?

This checklist is designed for Veterinarian professionals in the veterinary medicine industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.

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