Controlled Drugs Protocols 

Balance Checks and Co-ordination 

This section covers the reasons for conducting regular stock/balance checks and ensuring safe storage of Schedule 2 and 3 Controlled Drugs (CDs) within the dispensary. 

Importance of regular CD register balance checks 

Regular stock/balance checks for Schedule 2 CDs are essential to maintain accurate inventory records and detect any discrepancies promptly. These checks not only ensure compliance with regulatory requirements but also mitigate the risk of diversion, misuse, and errors in stock management.  

Frequency of checks 

Stock/balance checks for Schedule 2 CDs should be conducted at least monthly, as per regulatory guidelines. These regular checks allow for timely detection of discrepancies and ensures that stock records remain up-to-date and accurate.  

CD Balance Checks 

Entries should be made in either the paper or electronic CD register. You should only be using one of these for your records. 

• In the paper register, mark the entry with the date and “balance check,” using a ruler to line through any unused columns.  

• In the electronic register, select the “balance check” option to automatically timestamp the entry upon submitting the balance information. 

Relevant Legislation 

The requirement for regular stock/balance checks and safe storage of CDs is governed by a robust legislative framework, including the Misuse of Drugs Act 1971 and subsequent amendments. Additionally, the Controlled Drugs (Supervision of Management and Use) Regulations 2013 outline the specific requirements for the safe handling, storage and disposal of CDs within all healthcare settings that handle controlled drugs. By adhering to these legislative provisions, dispensary staff can ensure compliance with legal requirements and maintain the highest standards of patient care. 

Why a balance could be wrong in the CD register? 

• Data entry errors: Mistakes made during data entry, such as typing or numerical errors can lead to discrepancies in the recorded balances. 

• Dispensing errors: Incorrect dispensing of medications, such as providing the wrong quantity to a patient or failing to record a transaction, can result in discrepancies between the recorded balance and the actual stock level. 

• Incomplete documentation: Failure to accurately document all transactions involving controlled drugs, including dispensing, returns, and destruction, can lead to inaccuracies in the CD register. 

• Misplaced or lost medications: Controlled drugs that are misplaced or lost within the dispensary can result in discrepancies if they are not properly accounted for in the CD register. 

• Theft or diversion: Unauthorised access to controlled drug stock, whether through theft or diversion for illicit purposes, can lead to discrepancies between the recorded balance and the actual stock level. 

• Expired medications: Failure to destroy expired medications can result in discrepancies if they are not properly accounted for in the CD register. 

• Equipment malfunction: Malfunctioning electronic CD register can lead to inaccuracies in recorded balances if not detected and addressed promptly. 

• Supply chain issues: Problems within the supply chain, such as discrepancies between received and ordered quantities, can result in discrepancies in the CD register. 

• Human error during audits or balance checks: Mistakes made during routine audits or balance checks of the CD register, such as overlooking entries or misinterpreting documentation, can lead to discrepancies if not identified and corrected. 

By recognising these potential reasons for discrepancies, dispensary staff can implement measures to minimise errors, maintain accurate stock records, and ensure compliance with regulatory requirements. 

Investigation of Discrepancies 

Discovering a discrepancy during a balance check necessitates immediate investigation. Any discrepancies should be thoroughly examined and reported following the practice policy on reporting significant events/errors. This proactive approach ensures timely resolution and maintains the integrity of stock management practices. 

Safe Storage Guidance 

Upon entry into the CD register, Schedule 2 and 3 Controlled Drugs requiring safe storage must be promptly transferred to the CD cabinet. This step ensures adherence to safe storage protocols and minimises the risk of unauthorised access or loss. Compliance with safe storage guidelines is paramount to maintaining regulatory compliance and safeguarding patient safety. 

Regular CD balance checks and adherence to safe storage guidelines are essential components of effective CD management within the dispensary. 

Conclusion 

Regular CD balance checks and adherence to safe storage protocols are essential components of effective CD management within the dispensary.  

By conducting regular checks, promptly investigating discrepancies, and ensuring safe storage practices, dispensary staff can uphold regulatory compliance, maintain accurate stock records, and prioritise patient safety.  

Compliance with relevant legislation and adherence to best practices in CD management are critical for ensuring the safe and responsible use of controlled drugs and maintaining public trust in your dispensing practice.