# Controlled-substance counts

> For DSPs and admins: run a witnessed controlled-substance count at shift change, log received or wasted supply, and handle a discrepancy on the Counts screen.

Canonical: https://enmantle.com/help/medication-counts · Section: Medications (eMAR) · Updated: 2026-09-22

A **count** is a witnessed tally of a controlled medication — you count what's physically on hand and Enmantle checks it against the number it expected. It's the electronic version of the shift-change narcotic count: two people, a running balance, and a record that's kept for audit. This is where a controlled med's on-hand supply gets reconciled.

Counts are open to `SUPER_ADMIN`, `ADMIN`, `DIRECTOR`, `MANAGER`, and `DSP` roles — the same people who pass meds. Unlike Med Pass, a count doesn't check your medication-passing certification, so staff whose certification has lapsed can still count. Every count also needs a **witness**: a second staff member who confirms the count with their password.

Only meds marked `Controlled substance` show up here. That's the flag you (or an admin) set when [adding or editing the medication](/help/manage-client-medications) — turning it on is what puts the med on the count sheet.

## Open the Counts screen

From [Med Pass](/help/passing-meds-med-pass), tap the `Counts` chip in the header (next to the Settings gear), or go to `/dashboard/medications/counts`. You can work it from a computer or from your phone's browser.

## When to do a count

- **At shift change** — the most common one. The oncoming and outgoing staff count together so the running balance is confirmed before responsibility passes hands.
- **When new supply arrives** — log it as `Received` so the expected number goes up.
- **When medication is destroyed or disposed of** — log it as `Wasted` so the expected number goes down.

## Pick your location

Counts are scoped to one **location** at a time. Use the location selector at the top right. The sheet then lists the active controlled meds for active clients at that location, grouped by client. If you see "No controlled medications for this location," there's nothing to count there.

## Run a count

1. On the `Count sheet`, find the medication. Each row shows `Expected:` — the number Enmantle calculated from the last count, minus every dose given since, plus anything received, minus anything wasted.
2. Physically count what's on hand and type the number in the `Count` box.
3. Watch the row:
   - A green check means your count **matches** the expected number.
   - A red warning triangle means it **doesn't match** — a discrepancy (see below).
   - If the row shows `Expected: —`, there's no prior count to compare against. This is a **baseline** count — you're setting the starting number, so nothing is flagged.
4. You don't have to count every med at once. Leave a row blank to skip it; only rows with a number entered are recorded.

## Log received or wasted supply

Under `Received / Wasted`, tap `Add entry` for each one:

1. Choose `Received` or `Wasted`.
2. Pick the medication.
3. Enter the quantity — the number of units received or wasted (not the new total).
4. Add a note. A note is **required** for `Wasted` — the note is the explanation of what was destroyed and why.

## Confirm with a witness

Every count session is co-signed. Under `Witness`:

1. Choose the `Witness *` — a second staff member who counted with you. It can't be you.
2. Have them enter their `Witness password *` — their own Enmantle login password. This is how they attest to the count; you don't type it for them.
3. Tap `Record counts`.

You'll get a confirmation that the counts were recorded. Everything in the session is saved together, or nothing is — if one entry is missing a required note, the whole session is rejected and you fix it and resubmit.

> The witness is a real second signature. Enter their password only with them present and doing the counting with you — never stand in for someone who isn't there.

## Handling a discrepancy

If your count doesn't match the expected number, Enmantle flags the row and asks for a note before you can submit:

1. Recount to be sure — the physical count is what you record, even when it doesn't match.
2. In the `Note required — count does not match expected *` box, write what you found and any explanation.
3. Enter it as the counted number and record the session as usual.

When you submit a discrepancy, Enmantle notifies the location's managers and your agency's admins automatically, by in-app alert and email. The confirmation will tell you how many discrepancies were flagged. Don't try to "make the numbers work" — record the true count and let the flag do its job.

## Review the history

The `History` table at the bottom lists past entries for the location: date and time, client, medication, `Kind` (`COUNT`, `RECEIVED`, or `WASTED`), the expected and counted numbers, any discrepancy (shown in red), the note, who counted, and who witnessed. Use `Load more` to see older entries. Every entry is permanent and audited.