Access Control & Staff Authorization

Controlling who can access controlled substances is just as important as how they’re stored.

Who Should Have Access?

• Only licensed veterinarians and designated, trained veterinary technicians with documented authorization.
• Minimize access to no more than 1–3 staff per shift, and rotate access privileges if possible to reduce insider risk.

Key and Code Management

• Physical Keys: Must be numbered, logged, and never duplicated without written permission.
• Keypad or Digital Locks: Should be reset quarterly and whenever a staff member leaves or is reassigned.
• Store access credentials in a locked administrative file.

Biometric and Keycard Access

• Many clinics now use biometric readers (fingerprint or retina) or keycard swipe systems to track who accesses drug safes or rooms.
• Benefits include:
  • Automated access logs
  • Time-based restrictions (e.g., no access after hours)
  • Instant deactivation if an employee is terminated

Background Check Practices

• Federal law prohibits access to controlled substances by anyone convicted of a drug-related felony.
• Best practice: Conduct pre-employment background checks and re-screening every 2–3 years.
• Document all checks in the employee personnel file and maintain secure, confidential records.