Contents

Controlled Drug Stock

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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.

Q04

Controlled drugs are stored in a locked safe in the locked Dispensary/Drug cupboard. Access to the Drug room is restricted to trusted clinicians and entry is gained using a digital lock (code is changed annually).

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.

Q05

Two nurses (on a roster) verify the order and update the current stock count in the controlled drug register.

Controlled drug prescription pads

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

Q06

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

Our controlled drug prescription pads are recorded on the CD log sheet and stored in the locked cupboard in the nurse manager's office. 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 nurse manager and/or 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.
• Record PRIME drugs 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.

Q07

The controlled drug register is kept securely in the locked dispensary cupboard.

Controlled drug stocktakes

Q08

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 nurse manager and/or 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 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.

Expired and unused stock

Q09

Any expired controlled drugs are returned to Amberley Pharmacy for disposal. Record the disposal in the controlled drug register as "expired/disposed of" and adjust stock numbers.