Watching Vets’ Backs: Staff as Compliance Protectors

Every veterinarian (at the least the smart ones) relies on teamwork to be successful. The vets also know that when it comes to DEA requirements for recordkeeping and security, the responsibility ultimately falls on the doctor. But it’s actually the veterinary technicians and support staff who are the clinic’s first - and best - line of defense, ensuring the practice stays compliant, efficient, and secure. Hey staff, do you have your vet’s back?

Recordkeeping: Complete, Accurate, and Available

Titan Group’s teams see it play out almost everywhere they go to conduct surprise, mock DEA inspections, and demanding required records from the vet. It’s the staff - not the vets - who know where every record is kept, how they’re handled, and how to generate necessary data from the practices’ computer systems. 

Staff is also the linchpin for ensuring that all controlled substance records covering every dose received, dispensed, administered, or wasted comply with DEA requirements for completeness and accuracy. STAFF:  do you follow these recordkeeping best practices? 

• Entering all data immediately after transactions
• Ensuring all entries are legible, accurate (did you check the math?), and covering all required information
• Reconciling counts at shift changes
• Flagging discrepancies for investigation and resolution

Security: Lock, Track, Protect

Having controlled substances on site means taking smart steps to protect them from diversion. STAFF:  are you “security aware”? 

• Enforcing access rules so only designated staff handle the drugs (that includes limiting access to storage safe combinations and keys)
• Locking cabinets and safes promptly after use
• Ensuring delivered drugs are placed into secure storage immediately
• Pestering the vet to fix security problems (like that surveillance camera everyone knows has been broken for years, or that window lock that never seems to close all the way)

Training and Oversight: Everyone on the Same Page

Technicians and other staff play vital roles in on-the-job training for new employees and modeling best practices by reinforcing DEA regulatory compliance during daily routines. TECHS:  what’s your “knowledge plan”? 

• Encourage the vet to conduct mock audits (Titan Group can help with this) and team reviews to spot problems before they become costly violations.
• Request to take classes, attend veterinary conferences, or participate in other types of continuing professional education (Titan can help with this, too). 
• Ask questions and be curious.

Techs and Supporting Team: A Compliance Superpower

Every staff member is essential to all aspects of DEA and other regulatory compliance. A protective mindset - watching the vets’ backs - with recordkeeping, security, and training makes successful compliance more likely. They may not wear capes, but vet techs and the rest of the staff can use their “compliance superpowers” to protect the practice. 

Titan Group also has a few “practice success superpowers”. Take our FREE risk assessment to spot the practice’s problems, weaknesses, and areas of concern. You can also give TITAN a call at (347) 723-8019. Just like a vet’s support team, Titan Group can be there to watch everyone’s backs.