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Weight Based Controlled Audit

Injectable controlled substances are used in the Veterinary practice, and must be monitored to ensure no unexplainable volume loss as these medications are highly addictive. Traditionally, practices will measure these medications by drawing the medications in a plastic needle/syringe and comparing that volume to the last recorded volume. I have transitioned to a weight based method that completely discontinues the use of drawing up these medications, and instead utilizes their weights as a method of measurement. This will greatly decrease the amount of plastic used in practice. You can also click the 'How To' link below for more information. Happy Auditing!

How to Transition to a Weight Based Method:

  • Download the medication record log HERE

  • Download the audit log HERE

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You will need to purchase a gram scale (I prefer one that has a precision of +/- 0.01g). Follow the procedure below (or watch the video HERE for a visual step-by-step):

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Medication Record Log Procedure: This form will be wrapped around and kept with the medication bottle.

  1. Fill out patient info and place the injectable medication on the scale. Record this weight in the 'Start Weight (g)' column of your medication record form.

  2. Draw up the appropriate volume of medication needed and record this in the appropriate columns (account for hub loss if applicable).

  3. Place the injectable medication bottle on the scale again and record this weight in the 'End Weight (g)' column of the medication record form.

  4. The next patient's 'Start Weight (g)' should be the same as the previous 'End Weight (g)' column with small allowed discrepancy i.e. 0.01g-0.02g (see the highlighted weights below). If there is a large weight discrepancy, this will need to be investigated.

  5. When you fill out the entire sheet you can start a new sheet and place the last 'End Weight (g)' and 'Volume Remaining (mL) at the top of the new sheet for easy reference.

NOTE: Have a designated area where you will weigh your medications. Leaning on the counter, moving the gram scale to another location, etc. may effect your weights. Consistency is key!

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Audit log Procedure: This form will only be used when completing audits and will be kept in your audit binder.

  1. Fill out the info in the first two columns of the audit form Eg: 'Drug Name and Strength': Butorphanol [10mg/ml], 'Dispensed Bottle #/Name': Bottle #1 

  2. When an audit is to be preformed, record the last 'End Weight (g)' from the Medication Record Log in the 'Last Weight on Sheet (g)' column.

  3. Weigh the medication bottle and record this weight in the 'Audit Weight (g)' column. Your 'Last Weight on Sheet (g)' and 'Audit Weight (g)' values should be the same. 

  4. If your practice keeps stock amounts, please record the stock bottle name/number and total volume in the appropriate columns of the audit log:                                                                                                                 Eg: 'Stock Bottle #/Name': Bottle #2, Bottle #3, Bottle #4                                                                                  'Stock Volume (mL)': 10ml, 10ml, 10ml= 30ml

  5. The two staff members completing the audit must initial off on the form

  6. Have your designated registrant sign off on the form and note (if any) discrepancies. 

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