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Controlled Substance Log
A per-drug record for controlled substances: every quantity received, administered or dispensed, and wasted, with a witness for waste and a running balance on every line. Use one sheet per drug, strength and form.
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Controlled Substance Log
MedSpaBinder
Drug, strength and form
DEA schedule (II-V)
Storage location
DEA registrant
One sheet per drug and strength. Every line updates the balance. DEA: keep records at least 2 years; your state may require longer.
Count verified: balance ______ = count ______ By: __________________ Witness: __________________ Date: ________
What DEA requires
DEA registrants must keep complete and accurate records of controlled substances they receive, administer, dispense and dispose of, and keep every record and inventory for at least 2 years, available for inspection. Schedule II records must be kept separate from all other records; Schedule III to V records must be kept separately or be readily retrievable from your ordinary records.
DEA also requires a full inventory of all controlled substances on hand at least every two years (the biennial inventory). Many states add their own rules, such as perpetual inventories, count frequencies or longer retention.
Where this comes up in a med spa
Most aesthetic injectables aren't controlled. Med spas usually need this log for weight-loss medications such as phentermine (Schedule IV), testosterone (Schedule III), or ketamine (Schedule III), and only when those are stocked on site under a DEA registration.
How to use this log
- Start each sheet by carrying forward the balance from the last one, and have a second person verify it.
- Record every transaction the same day, with a running balance on every line.
- Have a second licensed person witness and sign any waste.
- Count at the interval your state or medical director sets, and record the count at the bottom. Report significant losses or thefts to DEA as the regulations require.
Questions
How long do I keep controlled substance records?
At least 2 years under federal rules (21 CFR 1304.04). Many states require longer, so check with your state board of pharmacy or medical board.
Can one log cover several drugs?
Use one sheet per drug, strength and form. A running balance only works when every line counts the same thing.
Sources
General guidance, not legal or medical advice. Requirements vary by state; follow your medical director and product labels.