Definition & Meaning
A Biennial Controlled Substance Inventory Log Form is a crucial document mandated for DEA registrants, including pharmacists, veterinarians, and healthcare facilities. This form serves to document a comprehensive physical count of all controlled substances in possession. According to the Code of Federal Regulations (21 CFR 1304.11), registrants must complete this inventory at least every two years to comply with Drug Enforcement Administration (DEA) regulations. The form ensures accountability and helps prevent misuse or diversion of controlled substances.
How to Use the Biennial Controlled Substance Inventory Log
Using the Biennial Controlled Substance Inventory Log involves several key steps to ensure compliance and accuracy. Registrants should start by gathering all controlled substances in their possession. It is vital to conduct a thorough physical count of each substance, noting the quantity and form (e.g., tablets, liquids) on the log. The log should include:
- The name of the controlled substance
- The quantity on hand
- The date of the inventory
- The signature of the person conducting the inventory
Once completed, the log must be securely stored and made available for inspection by the DEA upon request. Regularly reviewing the log can help identify discrepancies and ensure compliance with federal regulations.
How to Fill Out Biennial Controlled Substance Inventory Log
Filling out the Biennial Controlled Substance Inventory Log requires attention to detail. Begin by entering the date of the inventory at the top of the form. Next, list each controlled substance systematically. For each entry, include:
- The drug name and formulation
- The National Drug Code (NDC) if applicable
- The total quantity on hand
- The unit of measure (e.g., milliliters, tablets)
After documenting all substances, the individual conducting the inventory should sign and date the log. This signature confirms the accuracy of the information provided. It is advisable to double-check entries for errors before finalizing the log.
Steps to Complete the Biennial Controlled Substance Inventory Log
Completing the Biennial Controlled Substance Inventory Log involves a structured approach:
- Gather all controlled substances for a complete count.
- Prepare the log form, ensuring all necessary fields are included.
- Conduct a physical count of each substance, recording the quantity accurately.
- Verify the information for accuracy, checking against previous logs if available.
- Sign and date the log to validate the inventory count.
- Store the log securely, ensuring it is accessible for DEA inspections.
Following these steps helps maintain compliance and accountability in handling controlled substances.
Who Typically Uses the Biennial Controlled Substance Inventory Log
The Biennial Controlled Substance Inventory Log is primarily used by various professionals and entities involved in the handling of controlled substances. Typical users include:
- Pharmacies and pharmacists
- Veterinarians and veterinary clinics
- Research institutions handling controlled drugs
- Healthcare facilities, including hospitals and clinics
Each of these users must adhere to DEA regulations, ensuring that their inventory practices are compliant and documented correctly.
Legal Use of the Biennial Controlled Substance Inventory Log
The legal use of the Biennial Controlled Substance Inventory Log is governed by federal regulations, specifically the DEA guidelines. Registrants must maintain accurate records of their controlled substances to comply with the law. Failure to complete the inventory as required can result in severe penalties, including fines and loss of licensure. The log serves as a legal document that can be reviewed during DEA inspections, making it essential for maintaining compliance.
Key Elements of the Biennial Controlled Substance Inventory Log
Several key elements are essential for the Biennial Controlled Substance Inventory Log to fulfill its purpose effectively. These include:
- Substance Identification: Clear identification of each controlled substance, including its name and formulation.
- Quantity Count: An accurate count of the total quantity on hand.
- Date of Inventory: The specific date when the inventory was conducted.
- Signature: The signature of the individual responsible for conducting the inventory.
These elements ensure that the log is comprehensive and meets regulatory requirements.
Examples of Using the Biennial Controlled Substance Inventory Log
Practical examples illustrate how the Biennial Controlled Substance Inventory Log is used in real-world scenarios. For instance, a pharmacy may conduct its inventory on January 1, documenting all controlled substances in stock. If the pharmacy has 500 tablets of a specific medication, it would record that quantity next to the drug name on the log. Similarly, a veterinary clinic might document its controlled substances, ensuring that all medications used for animal treatment are accounted for. These examples highlight the importance of thorough record-keeping in maintaining compliance and preventing misuse.
