Draft: Controlled Drug Stock
This is a draft page which will replace the existing version on your site in August 2025. See Upcoming Changes. |
Policy edited, restructured, and updated for improved clarity. Please let us know if you don't hold controlled drug stock and we will give you a different version of this page.
Policy
All controlled drugs and controlled drug prescription pads are stored securely and managed in accordance with:
Clinical staff in possession of controlled drugs have a professional duty of care to keep the drugs secure.
Controlled drugs are locked in a safe in the nurses' station.
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 Practitioners 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.
Two nurses or a nurse and a doctor check the order and record the drugs in the controlled drug register.
Controlled drugs in emergency/doctor's bag
Any controlled drugs kept in an emergency/doctor's bag for "as required" use are administered, managed, and recorded in the same way as the main practice controlled drug stock. Another team member witnesses the process of stocking of the bag, recording the entry in the controlled drug register, and the disposal of expired stock.
The clinician in legal possession of any controlled drugs in an 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 when not in use.
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. - 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.
The controlled drug register is kept in a secure place.
Controlled drug stocktakes
Each week, two nurses check the stock balance, including any stock in emergency/doctor's bag, against the controlled drug register, check expiry dates, and reorder as necessary.
As well as when obtaining new stock, 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, as per the Misuse of Drugs Regulations 1977.
If any controlled drugs are missing:
- Count again to check the correct drug, form, and strength.
- If the balance is still incorrect, inform the practice manager as soon as possible.
- Follow the incident management procedure to investigate.
Missing controlled drugs may be reported to the police.
Expired and unused stock
We do not supply controlled drugs for patients unless they are being administered on-site.
Patients trying to return controlled drugs will be diverted to North Avon Pharmacy for disposal.
Resources