Free physical count and reconciliation sheet
This is the sheet for the reconciliation itself: every controlled substance you hold, what the records say you should have, what you counted, and the difference.
The last column is the one an assessor reads. A variance with a written cause is a pharmacy that investigated; the same variance with a blank beside it is a pharmacy that noticed and stopped.
What is on it
- Drug, strength and DIN
- Expected on hand (from the perpetual log)
- Counted
- Variance
- Cause, and the corrective action taken
- Counted by / verified by, with the date
When you reach for it
- Your periodic reconciliation — at minimum every six months in Ontario, and more often in several provinces.
- After a suspected discrepancy, as the record of the recount.
- Whenever a new drug enters the cupboard and needs an opening balance.
How often a Canadian pharmacy has to count, how long a completed sheet must be kept, and the difference between a log and a count sheet are all answered on the count sheets hub. Every sheet prints the Ontario and federal retention rules in its own footer.
More sheets
- Periodic inventory form — At opening, at a fixed interval, at closing, or on a change of ownership.
- All five sheets in one PDF — When you are setting the whole narcotic book up at once.
- Editable log spreadsheet — When the arithmetic is the part that goes wrong.
The counting is the easy half
Working out what you should have — last count, plus purchased, minus dispensed, minus destroyed, per drug — is the part that takes the afternoon. NarcCount does that arithmetic from records you already keep. See it worked through on one drug or get the data out of your dispensing system.