11.1.3. Confirming AM Bottle Balances

Why Do You Have to Confirm Bottle Balances Every Morning?

Every state requires veterinary clinics to maintain accurate drug logs for controlled substances. At a minimum, you must verify the starting totals each morning. Here’s why:

1. Preventing theft: By confirming that the morning bottle balances match those recorded the previous evening, you guard against the unlikely—but possible—risk that someone tampered with bottles overnight.
2. Starting out right: Morning confirmation establishes the official daily starting values for controlled substances, as required by law. It also ensures accurate math throughout the day. As drugs are drawn, the system deducts amounts from these starting values. If you begin correctly, the calculations will remain correct through to the end of the day.

What Are You Looking At in the Pop-Up?

• You are viewing all open controlled substance bottles in your safe.
• Pull each one out and check that the system’s recorded amount is close to what’s actually in the bottle.

How to Confirm Bottle Amounts

You do not need to measure the exact contents (which could contaminate the bottle). Instead, confirm that the amount in HQ is approximately correct. You can:

• Eyeball it: Experienced veterinarians or technicians can easily verify approximate volumes (e.g., “Yes, there’s about 3 mLs in here”).
• Use a drug bottle ruler: For greater accuracy, compare the measured volume with the HQ record.

What If the Amount Doesn’t Match HQ?

The morning value is copied from the previous day’s finalized log. If the bottle doesn’t match, there are only two explanations:

1. Theft: Someone removed drug volume overnight.
2. Error: The PM staff finalized the drug log without properly confirming balances. This is unacceptable—bottle amounts must be verified against HQ before finalizing.