Preparing for a narcotics inspection: a pharmacy checklist

A pharmacy inspection isn't about catching you out — it's about confirming you have a reliable process for controlled substances. Good reconciliation habits make it routine. Use this checklist to get ready.

Your counts are current

You've reconciled your narcotics and controlled substances within the required interval — at least every six months in Ontario, and every three months in some provinces. The date of your last full count is easy to find.

Variances are documented

Every discrepancy from your counts has a note that explains the likely cause and the corrective action you took. An unexplained variance is far harder to defend than a documented one with a clear resolution.

Your records are complete and retrievable

Purchases, dispensing, destructions, and counts are all on hand, legible, and retrievable for at least two years — not just the most recent count. You can produce the history behind any expected figure.

Losses and thefts were reported

Any confirmed loss or theft has a Health Canada report on file, submitted within the required timeline, with the supporting records kept alongside it.

Destructions are recorded

Stock that was destroyed is logged with the required details, so it's accounted for in your reconciliation rather than showing up as an unexplained shortage.

Access is controlled and traceable

Only authorized staff handle the records, and an audit trail shows who recorded or changed what, and when. That accountability is itself a sign of a well-run process.

You can find anything quickly

You can pull a single drug's full history by DIN in seconds. The faster you can answer a question, the smoother the inspection goes.