What to do after a narcotic discrepancy: a step-by-step

You finished a count and a narcotic or controlled substance doesn't match the quantity your records expect. Before assuming the worst, work through it methodically — most variances turn out to be record gaps, not losses.

1. Re-verify the physical count

Recount the drug first. Check for stock in the wrong place, opened or partial packages, and quantities committed to compliance/blister packaging that may sit on the shelf in a different form than the records expect.

2. Check the records behind the expected number

Expected on-hand is last count + purchased − dispensed − destroyed over the window since your last count. Drill into each of those totals and look for the usual culprits: a destruction that was never logged, a dispense recorded under a different DIN, interchangeable brand switching, or a transaction dated just outside the count window.

3. Correct genuine record errors, then re-reconcile

If you find a missing or mis-entered transaction, record the correction. Because the expected figure is computed from your ledger, the reconciliation updates as soon as the records are right — often resolving the variance entirely.

4. If it's a confirmed loss or theft, report it

If the drug still doesn't reconcile after investigating, and you have a confirmed loss or theft of a controlled substance, notify Health Canada's Office of Controlled Substances — generally within 10 days of discovery — and follow your provincial college's requirements. Document what you found and the steps you took.

5. Keep the documentation

Keep your notes, the corrective action, and the count itself retrievable for at least two years. An inspector may want to see how a past variance was resolved, not just the final numbers.