How to do your narcotic count, step by step
A simple routine for the physical count: when to do it, how to count quickly, and when to reconcile.
Follow these steps in order. Doing them in this order means the count and your records line up the first time.
1. Pick the right time
- Do the count at the end of the day, after all of the day’s billing is done.
- That way every prescription filled today is already in your dispensing records, so the count and the records stop at the same moment.
- Use today’s date as the count date.
2. Start the count
- Go to Counts and press Start New Count.
- The drugs from your last count are already listed at 0, ready for you to fill in.
- Check that the Counted by name is the person actually counting.
3. Count each drug
- Count every drug on the list and type the number in as you go.
- If a drug had no dispenses since the last count, you can count the bottles instead of every tablet.
- Have a drug that isn’t on the list? Add it by its DIN.
- If a number looks wrong, count that drug again before you move on.
4. Upload your records
- Upload your dispensing, purchase and destruction reports for the days since your last count.
- Each upload puts a tick on the count’s step bar, so you can see what is still missing.
5. Reconcile, today or tomorrow
- If it is quick, reconcile right away while the count is fresh.
- If it will take a while, do it the next day. Your count is saved.
- Every line that is off needs a short note saying why.
6. Sign off
- Press Finalize count. One person can finalize; a second person is optional.
- Print or save the report for your records.
7. Report a real loss
If a shortage turns out to be a real loss or theft, open the loss report from the count. It must reach Health Canada within 10 days of finding it.