Narcotic reconciliation across every store you own
What goes wrong today
A missed reconciliation surfaces at inspection
With counts on paper or in separate spreadsheets, head office often learns a store missed its reconciliation when an inspector does.
Each store keeps its records differently
One store has a binder, one has a spreadsheet, one has the previous manager's system. An owner asked for the count history of any store depends on who set it up.
Records leave with the person who kept them
When a manager moves on, the binder or the spreadsheet they kept can go with them, or stop making sense to whoever comes next.
Sign-off belongs in the store
A store's count is signed off by the people who did it. An owner who wants to follow a store's counts should be able to read them without being able to sign them.
What you get
One sign-in for people who work across stores
A person added to several stores switches between them from one sign-in, and each store keeps its own records.
Every store on one screen
Anyone added to two or more stores also gets an All stores screen, with the store that needs attention first at the top. Each store shows its last finalised count, when its next count is due, open shortages with Health Canada's 10-day deadline for reporting a loss or theft, loss reports still in draft and up to three next steps, and one button opens it. It is a screen, not a group report: printing and export are still done store by store.
Sign-off stays in each store
Each store's counts are signed off in the store: one person can finalise, a tick records a second person who also checked it, and a second person with their own login can sign off electronically, never from the login that counted. Head office can be invited to a store as a read-only viewer, which the database blocks from finalising or signing.
CSV import from any system, and a new Kroll agent
The controlled-substance report each store already produces imports as CSV, with export guides and free templates for the major systems. Where a store runs Kroll, an agent installed on its Kroll server can send purchases and dispenses on a schedule over HTTPS; it is new and not yet live at a customer store.
Read more →Export every count as CSV, any time
Every count's reconciliation, with its purchased, dispensed and destroyed totals, can be exported as CSV or printed as a report, without asking us.
Read more →Data stored in Canada, isolated per pharmacy
Records are stored in a Canadian database region with per-pharmacy isolation and role-based access, so each store's staff see only their own store.
Read more →The AIMS incident module for every store, free
Ontario's medication incident reporting in the same login for each store, at no charge, with what it does and does not do stated on its own page.
Read more →
See for yourself
- What the software does, and what it deliberately does not
- Security and data residency
- Export guides for Kroll, PharmaClik, Fillware, WinRx and the wholesalers
- Pricing, per store
Coming from another tool? What you keep and what changes when you switch →
Questions
How is group pricing set?
Your first pharmacy is the list price -- $69 a month, or $59 a month billed annually -- and every store after it is a flat $29 a month, or $25 a month on the annual plan. So two pharmacies is $98 a month, three is $127, four is $156 ($1,608 a year, which works out at $33.50 a pharmacy). No volume table and no minimum. Staff logins are free at every location, and AIMS incident reporting is free everywhere. Twenty or more stores, or a banner wanting head-office reporting: talk to us.
Can head office finalise a count for a store?
Not if head office is invited as a read-only viewer: the database then blocks that login from finalising or signing the store's count. Anyone given edit access to a store can finalise its counts, so give that access to the people who count.
Do all stores have to be on Kroll?
No. Any system's controlled-substance report imports as CSV, and the help centre has export steps for Kroll, PharmaClik, Fillware and WinRx. The Kroll agent is optional, set up per store, and new.
How does rollout work across several stores?
Store by store: a short kickoff per store, the drug list imported, opening balances taken from the last paper count, and we aim for the first finalised count in NarcCount within two weeks of kickoff. Stores can go live in any order.
Coming from another tool?
Each store's history imports as CSV so its first count in NarcCount reconciles against it. The comparison page sets NarcCount beside iApotheca using what each vendor publishes.
NarcCount assists with reconciliation; it does not replace your dispensing system, the Ontario Narcotics Monitoring System (NMS), or your professional and regulatory obligations. General information, not legal or professional advice.