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A controlled drugs register for vet clinics has to record, for every dose dispensed or administered, the date, the client's name and address, the drug's name, strength and quantity, and how much is left in inventory afterwards. In Ontario, that's section 28 of Regulation 1093 under the Veterinarians Act, and the College of Veterinarians of Ontario (CVO) also expects monthly audits by two designated staff.
Federal rules sit on top. The Narcotic Control Regulations require practitioners to keep their required records for at least two years, produce them to an inspector, and report any loss or theft to Health Canada within 10 days. Below: what to record, who can make entries and handle the drugs, how to audit, and what to do about discrepancies and disposal. Outside Ontario, your own regulator's standard applies, so check it as well.
What must a controlled drugs register for vet clinics record?
A controlled drugs register for vet clinics in Ontario has to show four things in each entry, under Regulation 1093, s. 28 (1). The CVO's guide to its controlled drugs standard recommends two more.
| Field | Status | Source |
|---|---|---|
| Date the drug was dispensed or administered | Required | Reg. 1093, s. 28 (1) |
| Client's name and address | Required | Reg. 1093, s. 28 (1) |
| Drug name, strength and quantity dispensed or administered | Required | Reg. 1093, s. 28 (1) |
| Quantity remaining in inventory afterwards | Required | Reg. 1093, s. 28 (1) |
| The patient the drug was used for | Recommended | CVO guide |
| Signature or initials of the person making the entry | Recommended | CVO guide |
The CVO guide adds that the log should track inventory of any compounded products containing controlled drugs, and the College publishes a sample log built on these requirements. Purchases go on record as well. Section 25 (2) requires a record of every drug bought, and for a controlled substance it has to carry the signatures of the member who made the purchase and the person who received it.
Every entry needs a running balance. If the log cannot tell you how much should be on the shelf right now, it does not meet Ontario's rule.
Who may make entries and handle controlled drugs?
Only members, and auxiliaries acting on a member's specific direction, may dispense, administer or have access to the controlled substances a member holds, under Regulation 1093. The drugs have to sit in a locked storage area that stays locked except when something's going in or coming out.
The CVO guide gets practical about it. Keys and codes go only to veterinarians and authorized staff who've been trained on your controlled drug policy. Storage stays out of client areas. The cabinet should be metal rather than wood or plastic, with at least one lock, hinges that can't be removed from outside, and fully enclosed sides. And when controlled drugs travel, they go in a locked container and never get left unattended, not even for a quick coffee.
The same thinking applies in software to who can record or approve entries. PetGrid's team and roles keep prescribing to vets and give each role only the screens it needs, and its change log shows who changed what.
Audits: monthly, by two people
An audit checks the register against what's physically on the shelf. The CVO guide says audits are required monthly, done every 21 to 31 days, by two staff a veterinarian has specifically named to manage controlled drugs, with auditors alternating where possible.
- Write an audit protocol for staff to follow.
- Count each controlled drug and compare it with the running balance in the log.
- Record the date, the auditors' signatures and any explanatory notes.
- Add extra audits after a tampered shipment, a break-in, fire or other loss, or when compounding causes process losses.
- Audit whether the log is paper or electronic; the guide says electronic systems do not remove the requirement.
The guide also passes on Health Canada's advice to inspect shipping containers and bottles when they arrive, and to document anything odd, like a missing seal or a short count.
Discrepancies, losses and theft
Not every gap is a reportable loss, but every unexplained one is. The CVO guide says small operational losses when drawing up a dose are expected, and that allowing for losses of up to 0.2 ml when withdrawing liquid controlled drugs is common practice.
A shortage you can't reconcile gets reported to local police immediately, and to Health Canada on the required form within 10 days of discovery. Regulation 1093 and the Narcotic Control Regulations both set that 10 day federal deadline. Any theft is reported whatever the amount. So is any unexplained loss or suspected diversion, expired stock and client returns included.
If you can explain the discrepancy, you don't report it. You write the explanation in the log. Either way, the CVO expects the log to record the investigation and the corrective actions, including any reports made, and reporting is the veterinarian's responsibility.
Retention and disposal
Keep controlled drug records for at least two years under the Narcotic Control Regulations, and any that are also dispensing or medical records for Ontario's five year minimum. Our guide to veterinary record retention in Ontario lays out each period.
On disposal, the CVO guide says you no longer need Health Canada's pre-authorization for local destruction of unserviceable stock. Denature the drug so it can't be recovered, have another health professional witness it, record the date and what was destroyed (stock and client returns listed separately), and have both people sign. Bleach isn't recommended. Off-site, your options are a licensed collection service, the Ontario Medications Returns Program for client returns, or the dealer who supplied it.
PetGrid's inventory and prescriptions features keep stock and dispensing in the same system as the patient chart.
Preguntas frecuentes
What must be recorded in a veterinary controlled drug log in Ontario?
The date, the client's name and address, the drug's name, strength and quantity, and the quantity left in inventory, under Regulation 1093, s. 28. The CVO also recommends recording the patient and the initials of whoever makes the entry.
How often should a vet clinic audit controlled drugs?
Monthly, every 21 to 31 days, according to the CVO's guide, by two designated staff. You'll need extra audits after tampering, break-ins or other losses.
How long must controlled drug records be kept?
At least two years under the federal Narcotic Control Regulations. In Ontario, records that are also dispensing or medical records have to be kept for at least five years.
When do we report a controlled drug loss to Health Canada?
Within 10 days of discovering a loss or theft that can't be reconciled, using Health Canada's form. Report unreconciled shortages to police immediately as well.
Can a vet tech access the controlled drug cabinet?
Yes, if they're acting on a veterinarian's specific direction. Regulation 1093 limits access to members and auxiliaries working under a member's direction.
En resumen
A controlled drugs register for vet clinics is a running, signed account of every dose: date, client, drug, strength, quantity and balance. Two people audit it every month, and it's kept for at least two years. When something goes missing, it gets investigated and written up, and if nobody can explain it, police and Health Canada hear about it.
PetGrid keeps inventory, prescribing and the patient record in one place, with roles that match who should do what. See it in a short demo, or read about our security.
Vea PetGrid en su propia clínica: la consola, los borradores de IA y la app que reciben sus clientes, con sus propios datos.
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