Managing Controlled Substances

---
name: managing-controlled-substances
language: en
description: Tracks controlled substance prescribing with PDMP review, risk assessment, and compliance monitoring. Use when managing controlled substances, reviewing PDMP data, or monitoring opioid prescribing.
tags:
  - management
  - pharmacy
  - compliance
  - risk
metadata:
  author: casemark
  practice_areas:
    - Clinical Pharmacy
    - Pharmacy
  document_types:
    - Management Report
  skill_modes:
    - Management
    - Coordination
---

# Managing Controlled Substances

Tracks controlled substance prescribing with PDMP review, risk assessment, and compliance monitoring across all DEA schedules.

## Why This Skill Exists

The United States continues to face an opioid crisis that has killed over 600,000 people since 1999. The DEA Controlled Substances Act (CSA) classifies drugs into Schedules I-V based on abuse potential and accepted medical use. Federal and state regulations impose strict requirements on prescribing, dispensing, inventory management, and destruction of controlled substances. Non-compliance carries criminal penalties, DEA license revocation, and institutional liability.

State Prescription Drug Monitoring Programs (PDMPs) are now mandatory in 49 states, and most require pharmacist review before dispensing opioids and benzodiazepines. The CDC Clinical Practice Guideline for Prescribing Opioids (2022 revision) recommends non-opioid first-line therapy, lowest effective dose, and defined treatment durations. Pharmacists are legally responsible for corresponding responsibility—ensuring that every controlled substance prescription is issued for a legitimate medical purpose by a practitioner acting in the usual course of professional practice. Pharmacists must refuse to fill prescriptions that fail this standard, even if technically valid on paper.

---

## Checkpoint A: Pre-Draft Intake (Mandatory)

1. What controlled substance is being reviewed (specific drug, dose, quantity, days' supply)? (Default: specify)
2. What DEA schedule is the substance? (Default: verify against current CSA scheduling)
3. What is the clinical indication? (Default: request diagnosis from prescriber)
4. Has the PDMP been queried? (Default: mandatory before first dispense of Schedule II-III)
5. What is the patient's opioid risk assessment (ORT, SOAPP-R, or institutional tool)? (Default: administer if not on file)
6. Is there a controlled substance agreement/treatment plan on file? (Default: required for chronic opioid therapy)
7. What is the morphine milligram equivalent (MME) daily dose? (Default: calculate)
8. Are there concurrent high-risk prescriptions (benzodiazepines, gabapentinoids, muscle relaxants)? (Default: screen active profile)

### Documents to Request

- Current prescription with prescriber DEA number and state license
- PDMP report for the patient (current state + bordering states if applicable)
- Opioid risk assessment tool score
- Controlled substance agreement if chronic therapy
- Photo identification for dispensing (per state law requirements)
- Urine drug screen results (if chronic opioid management)
- Prior authorization documentation if required by payer
- Pain management treatment plan from prescriber

---

## Step 1: Prescription Validity Verification

Every controlled substance prescription must contain:

- Patient full name and address
- Prescriber name, address, DEA number, and state license number
- Drug name, strength, dosage form, quantity (written and numeric for Schedule II in some states)
- Directions for use
- Date written (Schedule II: cannot be filled >90 days after date written in most states)
- Number of refills (Schedule II: no refills permitted; Schedule III-IV: up to 5 refills in 6 months)
- Prescriber signature (wet ink for paper Schedule II; EPCS-compliant for electronic)

**Red flag indicators (corresponding responsibility):**
- Excessive quantities or early refill requests
- Multiple prescribers for same drug class (doctor shopping pattern on PDMP)
- Long-distance prescriber (patient traveling far from prescriber's office)
- Cash payment when patient has insurance (insurance avoidance)
- Prescriptions from multiple pharmacies for the same class
- Non-standard combinations (opioid + benzodiazepine + muscle relaxant "holy trinity")

---

## Step 2: PDMP Review and Risk Assessment

Query the state PDMP for every new controlled substance prescription (most states mandate this):

**PDMP review elements:**
- Number of controlled substance prescribers in last 12 months
- Number of pharmacies dispensing controlled substances in last 12 months
- Total MME/day across all opioid prescriptions
- Concurrent benzodiazepine prescriptions
- Early refill patterns (fill dates vs. days' supply)
- Naloxone dispensing history

**MME Calculation for Common Opioids:**

| Opioid | MME Conversion Factor |
|---|---|
| Codeine | 0.15 |
| Hydrocodone | 1.0 |
| Oxycodone | 1.5 |
| Morphine | 1.0 |
| Hydromorphone | 5.0 |
| Methadone (1-20 mg/day) | 4.0 |
| Methadone (21-40 mg/day) | 8.0 |
| Methadone (41-60 mg/day) | 10.0 |
| Fentanyl transdermal (mcg/h) | 2.4 (per mcg/h) |
| Tramadol | 0.2 |
| Tapentadol | 0.4 |

**CDC MME thresholds:**
- ≥50 MME/day: Increased overdose risk; reassess need and consider risk mitigation
- ≥90 MME/day: Substantial overdose risk; co-prescribe naloxone, intensify monitoring
- Concurrent opioid + benzodiazepine: Avoid whenever possible (FDA black box warning)

---

## Step 3: Dispensing Controls and Documentation

**Schedule II requirements:**
- New prescription required each fill (no refills)
- Partial fills allowed if remaining is dispensed within 72 hours (acute care) or 30 days (CARA Act for terminally ill/LTCF)
- Emergency dispensing: up to 72-hour supply with prescriber follow-up prescription within 7 days

**Inventory and accountability:**
- Perpetual inventory required for Schedule II (count matches record at all times)
- Physical inventory biennial minimum (DEA Form 222 or CSOS for Schedule II ordering)
- Discrepancy investigation within 24 hours of discovery
- DEA Form 106 for theft/loss reporting
- DEA Form 41 or reverse distributor for destruction

**Documentation in patient profile:**
- PDMP query date and findings
- Risk assessment score
- Clinical rationale for dispensing (especially if red flags addressed)
- Naloxone counseling offered (≥50 MME/day or concurrent benzodiazepine)
- Prescriber communication notes

---

## Step 4: Ongoing Monitoring and Compliance

For patients on chronic controlled substance therapy:

| Monitoring Element | Frequency | Action Threshold |
|---|---|---|
| PDMP review | Every fill or per state mandate | New prescribers, early refills, increasing MME |
| Urine drug screen | Baseline + at least annually | Absence of prescribed drug, presence of non-prescribed substances |
| Treatment agreement | Annually | Violation triggers prescriber communication |
| Naloxone availability | Every fill >50 MME/day | Dispense if patient does not have current supply |
| Functional assessment | Prescriber-directed | Failure to improve function questions continued therapy |
| Pill counts | Random, per policy | Significant discrepancy triggers review |

---

## Checkpoint B: Post-Draft Alignment (Mandatory)

1. Has PDMP been queried and documented for this prescription?
2. Is the MME/day calculated and within acceptable risk thresholds?
3. Are concurrent high-risk medications (benzodiazepines) identified and addressed?
4. Has corresponding responsibility been exercised (no red flags unresolved)?
5. Is naloxone co-prescribing offered per CDC guidelines?

---

## Quality Audit

- [ ] Prescription contains all legally required elements for its DEA schedule
- [ ] Prescriber DEA number verified as active and authorized for the schedule
- [ ] PDMP queried and results documented before dispensing
- [ ] MME/day calculated across all opioid prescriptions
- [ ] CDC MME thresholds applied (50 MME trigger, 90 MME escalation)
- [ ] Concurrent benzodiazepine use identified and prescriber notified
- [ ] Red flag indicators assessed and resolved or documented
- [ ] Corresponding responsibility exercised with clinical rationale
- [ ] Naloxone co-dispensing offered when indicated
- [ ] Controlled substance inventory reconciles with dispensing records
- [ ] Patient identification verified per state requirements
- [ ] Refill history is consistent with prescribed days' supply
- [ ] Urine drug screen results reviewed for chronic therapy patients
- [ ] All controlled substance communication with prescribers is documented

---

## Guidelines

- Corresponding responsibility is a legal obligation: pharmacists MUST refuse prescriptions that do not meet the standard, regardless of prescriber insistence
- Always calculate total MME/day across all opioid prescriptions—a single prescription may be safe but total exposure may not be
- Naloxone co-prescribing is standard of care at ≥50 MME/day, with concurrent benzodiazepines, or with history of overdose/substance use disorder
- PDMP review is not optional in most states; document the query even when findings are unremarkable
- Methadone MME conversion is non-linear and increases disproportionately at higher doses—use extreme caution
- Never store Schedule II controlled substances in unsecured locations; perpetual inventory and access controls are DEA requirements
- Early refill requests require clinical evaluation; "lost" or "stolen" medication claims require prescriber verification and documentation
- Report suspected diversion to the DEA, state board of pharmacy, and institutional compliance immediately