The direct purchase and shipment of narcotics and other controlled substances by registrants is a privilege.  It is essential all registrants are aware of their duties as registrants of the CVBC, and thus practitioners under the federal Controlled Drug and Substances Act (CDSA) to ensure these products are managed safely. 

The CDSA has two sub-acts that are relevant to veterinary practitioners.   

The Narcotic Regulations Act (link) and The Benzodiazepines and other Controlled Substances Act. 

The Practice Facility Accreditation Committee (PFAC) emphasizes the importance of proper logging and auditing of controlled drugs as outlined in: 

• The Professional Practice Standard Management and Disposal of Controlled Drug 

• Guide to the Professional Practice Standard Management and Disposal of Controlled Drugs 

There is no one perfect way to manage controlled drugs that will be appropriate for every practice.  The goal is to develop a program that works for the practice team which allows consistent tracking of the products coming into the practice facility and when they are dispensed.  This will then allow for routine audits, that is, a drug count that ensures what is expected to be present based on logs matches what is present based on the count.  Unexplained losses must be investigated and reported. 

This Resource on creating a Controlled Drug Management Program can be used and tailored to the practice’s needs. 

• This document with tips and tricks on controlled drug logging and auditing may also be helpful. The gradation method and the weight method for measuring the volume of drug in a vial are outlined below: 

• Controlled drug – Gradation method for performing audits #2 

• Controlled drug – Weigh Method For Audits #2  

The CVBC office is often asked for “approved” templates, The following templates are samples only to provide a guide that can modified to each practice’s own unique approach. A practice or facility can generate their own forms and logs that meet the accreditation standards (See Schedule D). 

• Controlled Drug Inventory Form 

• Controlled Drug Log Audit Form 

• Controlled Drug Log Dispensing 

The College of Veterinarians of Ontario have had the opportunity to develop resources on their website that they are graciously willing to share with all practitioners: link 

Lost and/or Stolen Controlled Drugs 

Under the CDSA the “practitioner” (ie. registrant) is required to report a significant loss to Health Canada.  Depending on the nature and amount, it is also required to report the loss to local law enforcement. It is the designated registrant’s responsibility to report any significant loss to the CVBC.  Note: all registrants hold responsibility for the controlled drugs they use for their patients and should work with the designated registrant and practice staff to ensure safety and security of these drugs. 

Here is the link to the Website that explains how to make that report: Reporting loss or theft of controlled substances or precursors.  

This page discusses when a report must be made: Guidance on reporting loss or theft of controlled substances or precursors.  

For an unexplained controlled drug loss, a report to Health Canada must be made within 10 days, and to the police based “on best practices”.    

For the CVBC, Bylaw 3.6(9) requires the Designated Registrant to report the loss to the CVBC. A written report will be beneficial when we convey this loss to the PFAC) as per Bylaw 3.6(9).  Failure to comply with the PPS on Management and Disposal of Controlled Drugs could result in a referral to the Investigation Committee, but even more importantly, poor management of controlled drugs can be a real and significant risk to your staff and the public.   

As a summary, these are things you will need to do: 

• Report to the police if required  

• Report to Health Canada and notify the office once the report has been made. 

•  Inform the office of what occurred and confirming the required reports were made, which include: 

• • A short report of the actions you took (ie. performing audits, cross checking with Controlled Drugs logs) 

• • Submit the related audit/Controlled Drugs logs, with a summary to present to PFAC of what and how much were lost 

• • A written summary of an action plan to secure the drugs moving forward to prevent this from happening again.  

• • The PFAC may direct an inspection if there are ongoing concerns about the security and/or management of the controlled drugs at this practice. 

Stolen and/or Lost Prescription Pads  

For any missing, stolen or lost prescription pads, the registrant must contact Pharmanet. 

Please review the College of Pharmacists of British Columbia’s Controlled Prescription Program for more information on lost or stolen prescription pads. 

Regarding replacement prescription pads, please contact us at reception@cvbc.ca