Contents

Controlled Drug Stock

Practices who don't store controlled drugs will get a different version of this page.

Policy

All controlled drugs and controlled drug prescription pads are stored securely and managed in accordance with:

• Misuse of Drugs Act 1975
• Misuse of Drugs Regulations 1977
• Misuse of Drugs Amendment Act 2019.

Clinical staff in possession of controlled drugs have a professional duty of care to keep the drugs secure.

Where are controlled drugs stored at your practice?

Controlled drugs are locked in a safe in the storeroom.

A small amount of emergency drugs are also stored in the emergency trolley.

We document the details of all controlled drug transactions and keep a running balance of stock in the controlled drug register.

All controlled drugs administered to patients by our team, either at the practice or off site, are recorded in the controlled drug register and in the patient notes.

We store used controlled drug registers and prescription pads for at least 4 years after the last entry.

See also Controlled Drug Prescriptions.

Storing controlled drugs

The Royal New Zealand College of General practice recommends that controlled drugs being received, issued, dispensed, administered, or destroyed should be witnessed by a second person.

On arrival at the practice, controlled drugs are:

• checked and counted
• recorded in the controlled drug register
• locked securely into the safe.

Who checks and records controlled drugs when they are delivered?

Two nurses check the order and record the drugs in the controlled drug register.

Controlled drug prescription pads

See Controlled Drug Prescriptions for details of writing, recording, and auditing prescriptions.

This section describes how you manage controlled drug pads. Do you need any changes to the yellow highlighting?

We maintain a small stock of controlled drug pads for emergency use.

Our controlled drug prescription pads are recorded on a designated page of the controlled drug register and stored in the safe. The person entering the information records the prescription numbers, date of receipt, and their initials.

When a prescription is written using a controlled drug pad, record the patient's name, NHI number, and date on the back of the pad. Add the prescription number to the patient record.

Two nurses check the controlled drug pads every month to ensure they are all accounted for and recorded correctly.

If any controlled drug prescription forms or pads are missing, inform the practice manager. Follow the incident management procedure to investigate.

Controlled drug register

We record all controlled drug transactions in the controlled drug register, a bound book with consecutively numbered pages:

• Record each drug on a separate page.
• Include all required details.

  Details for each transaction in a controlled drug register.

  • Date and type of transaction, e.g. receipt, administration, stock take, or destruction of the medicine.
  • Name and strength of drug.
  • Either:
    • name and address of person drugs were received from
    • name of patient
    • name and address of person supplied
    • description of the transaction, e.g physical stocktake.
  • Either:
    • prescription number
    • order number
    • time of administration/destruction of medicine.
  • Number in.
  • Number out.
  • Remaining balance.
  • Name of authority/prescriber.
  • Received, issued, dispensed, or administered by.
  • Initials/signature of person/s making the entry or checking the balance.

  Source: RNZCGP

• Write clearly with an ink pen.
• Enter the details of each transaction no later than the following business day.
• Correct errors in a margin note or footnote with the date and the person's initials. Do not cross out or erase entries.

Where is your controlled drug register kept?

The controlled drug register is kept in the controlled drug safe.

Controlled drug stocktakes

This section describes how you check and reorder controlled drugs. Do you need any changes to the yellow highlighting?

Each week, two nurses check the stock balance against the controlled drug register, check expiry dates, and reorder as necessary.

As per the Misuse of Drugs Regulations 1977, controlled drug balances must be checked and recorded every 6 months at minimum – at the close of business on 30 June and 31 December every year.

If any controlled drugs are missing:

1. Count again to check the correct drug, form, and strength.
2. If the balance is still incorrect, inform the practice manager as soon as possible.
3. Follow the incident management procedure to investigate.

Missing controlled drugs may be reported to the police.

Controlled drugs in emergency/doctor's bag

Any controlled drugs kept in an emergency/doctor's bag for "as required" use are managed, checked, and recorded the same way as the main practice controlled drug stock.

The clinician in legal possession of the controlled drugs in the emergency/doctor's bag has a professional duty of care to keep the drugs in locked storage and and out of sight of the public.

Expired and unused stock

What is your process for disposing of expired and unused drugs?

Two staff members dispose of any expired controlled drugs by returning them to the pharmacy that supplied them. Record the disposal in the controlled drug register as "expired/disposed of" and adjust stock numbers.

If any patients return unused controlled drugs, add back into secure storage and update the controlled drug register, or dispose of as above.