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Monthly Drug Inventory Form Template

Streamline Your Medication Tracking with This Simple Template

Keeping track of your medication inventory can be challenging, especially when managing multiple supplies. This Monthly Drug Inventory Form Template is designed for healthcare providers who need a reliable way to monitor their drug supplies and streamline inventory management. By using this template, you can quickly identify stock levels, reduce the risk of running out of essential medications, and ensure compliance with regulations. With user-friendly features and configurable fields, tracking your medication inventory becomes a breeze. Start using the live template to see how it can simplify your workflow.

Use this Template (FREE) Live Preview
Organization or facility name
Location or department
Inventory period start date
Inventory period end date
Physical count date
Responsible person full name
Role or title
Contact email
Which medication categories are included this month?
Controlled substances (Schedule II)
Controlled substances (Schedule III-V)
Non-controlled prescription drugs
Over-the-counter medications
Samples
Vaccines/biologics
Compounded preparations
Investigational products
Which storage locations are included?
Main pharmacy
Satellite or clinic stock
Automated dispensing cabinet
Refrigerator (2C to 8C)
Freezer
Secure safe or vault
Vehicle or field kit
Quarantine or returns area
Other
Please Specify:
Primary counting method used
Visual item-by-item count
Reconciliation of perpetual inventory
System count with targeted spot checks
Weight or volume-based estimation
Automated dispensing system report
Other
Please Specify:
Were all items physically verified during this count?
Yes
No
Were any discrepancies found between physical and recorded counts?
Yes
No
Describe any variances and corrective actions
Were expired or short-dated items identified?
Yes
No
Total number of expired items quarantined or removed
Were any wastage or destruction events recorded this period?
Yes
No
Provide details for any incidents (theft, loss, diversion, or significant variance)
Any suspected theft, loss, or diversion this period?
Yes
No
Itemized inventory lines (one per line: Drug name | Strength | Form | Pack size | Beginning balance | Received | Dispensed | Wasted | Ending on hand | Unit)
Lot numbers and expiration dates for items expiring within 6 months
Do you hold a DEA registration?
Yes
No
DEA registration number (if applicable)
Controlled substance schedules handled this period
Schedule II
Schedule III
Schedule IV
Schedule V
None
Required reconciliations completed for controlled substances
Yes
No
Witness present for any destruction events
Yes
No
Storage security check completed (locks, access restrictions)
Yes
No
Controlled substance counts match logs at the time of inventory
Strongly disagree
Disagree
Neither
Agree
Strongly agree
Signature (type full name)
Signature date
I confirm the information provided is complete and accurate to the best of my knowledge
Strongly disagree
Disagree
Neither
Agree
Strongly agree
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Paper art illustration depicting a Monthly Drug Inventory Form Template for FormCreatorAI article

When to use this form

Use this form when you need a reliable monthly count of medications across a pharmacy, clinic, or care unit. It is ideal before placing orders, after stock transfers, or during audits of controlled substances. You compare beginning stock, receipts, dispenses, waste, and ending balance to spot shrinkage and prevent stockouts. If numbers do not match patient administration records, reconcile usage against the MAR Form. After admissions or discharges, trace variances using the Medication reconciliation form. The result is a clean paper trail, faster restocking, fewer expired items, and clear accountability for each storage area.

Must Ask Monthly Drug Inventory Questions

  1. What facility, unit, storage location, and bin are you counting today?

    This ties each entry to a precise place, so you can isolate issues and assign ownership. It also speeds audits by showing exactly where the balance lives.

  2. What is the drug name, strength, dosage form, and NDC?

    Complete product details prevent mix-ups between similar items and support recalls. Using the NDC creates a unique match for purchase and usage records.

  3. What are the lot number and expiration date for each line item?

    This helps you rotate stock (FEFO) and pull soon-to-expire lots first. It also lets you action manufacturer recalls without scanning every shelf.

  4. What are the beginning balance, quantities received, quantities dispensed or wasted, and the calculated ending balance?

    These fields create a clear audit trail and force the math that uncovers shrinkage. The breakdown shows whether issues come from ordering, storage, or administration.

  5. What is the par level and reorder plan if stock is below par?

    Capturing a trigger and next step turns the count into action, so you do not run out. If patient therapy requires new scripts, route details through the Prescription request form.

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