Written by The VetSnap Team: Smarter Logging. Simpler DEA Compliance.
Compliance with controlled substances isn’t something you can set and forget. Regulations evolve, teams change, and even small slips in recordkeeping can cause big headaches. The reality? Many clinics don’t realize their compliance routines are falling short until the DEA is already at the door.
Here are five red flags that your controlled drug routine isn’t working the way it should, and why you can’t afford to ignore them.
1. You’re not logging in real time.
If logging gets postponed, it often doesn’t get done. DEA rules require records to be complete and up to date, which means logging doses or waste at the moment they occur. Waiting until the end of the day—or worse, the end of the week, leads to forgotten entries, guesswork, and risk during an audit.
2. Reconciliation only happens in a panic.
If your team only reconciles right before an inspection, you’re inviting trouble. Regular reconciliation, ideally weekly, if not daily, catches errors early. When logs don’t match invoices or PIMS records, it signals something is off. Smooth, audit-ready practices reconcile proactively, not reactively.
3. One person knows the system, and no one else does.
When only a single tech or manager knows how logging “really works,” your practice is at risk. Staff turnover, illness, or vacation can derail the entire process. Consistent training, documented SOPs, and clear responsibilities ensure everyone can confidently follow the same playbook.
4. Storage is treated as “good enough.”
If your controlled substances live in a cabinet that anyone can open, or if you can’t say who last accessed the safe, your security is already compromised. DEA enforcement cases have shown that inadequate storage protocols can result in six-figure fines or even loss of licensure. True compliance means role-based access, tamper-evident safeguards, and secure logging, not sticky notes with safe codes.
5. You wouldn’t feel ready if the DEA showed up tomorrow.
Here’s the gut check: if the DEA arrived unannounced, would your team feel confident or scramble to find missing logs? Practices have been fined over $100,000 for gaps in their records. Passing an audit shouldn’t come down to luck. It should be a reflection of daily readiness.
The Solution to DEA Compliance
If any of these red flags sound familiar, you’re not alone, and you don’t have to tackle them by yourself. Now with VetSnap, compliance becomes simpler, security is stronger, and your team stays audit-ready without the extra stress.
VetSnap’s new integration with Vetspire brings you the power of automated DEA-compliant logging. Logbook seamlessly pulls key patient and client information directly from Vetspire, eliminating double entry, reducing errors, and streamlining compliance.
The result? Less time on paperwork and more time where it matters most: caring for patients. Book a demo with VetSnap today and see how simple compliance can be.
Not sure what the best approach to DEA compliance is for your practice? Join one of VetSnap’s free CE webinars to gain practical insights and actionable tips.