(a) All persons approved pursuant to article 32 of the Mental Hygiene Law to operate a chemical dependence program, other than authorized physicians and pharmacists as defined in section 80.84 of this Part who are registered with the department to prescribe, administer or dispense approved controlled substances for the treatment of narcotic addiction, and who possess a Federal registration by the Drug Enforcement Administration, United States Department of Justice to purchase, possess and use controlled substances shall keep the following records:

1. (1) records of controlled substances received by approved persons including date of receipt, name and address of distributor, type and quantity of such drugs received and the signature of the individual receiving the controlled substance. A duplicate invoice or separate itemized list furnished by the distributor will be sufficient to satisfy this record requirement provided it includes all required information and is maintained in a separate file. In addition, duplicate copies of Federal order forms for schedule II controlled substances must be retained; and
2. (2) records of controlled substances administered or dispensed including date of administration or dispensing, name of patient, signature of person administering or dispensing, type and quantity of drug and such other information as may be required by this Part.

(b) By the 10th day of each month, a person other than an authorized physician as defined in section 80.84(b) of this Part, approved to conduct a maintenance program pursuant to article 32 of the Mental Hygiene Law, shall file with the department a report summarizing its controlled substances activity in the preceding month. Such a report shall be on forms provided by the department and shall include:

1. (1) an inventory of the quantity of controlled substances on hand at the commencement and at the conclusion of such month's activity;
2. (2) the date of the inventory;
3. (3) the signature of the persons performing the inventory;
4. (4) the total quantity of controlled substances received, the distributor from whom each order was received, and the form and dosage unit in which such substance was received;
5. (5) a separate listing of the total quantity of controlled substances prescribed, dispensed and administered during such month;
6. (6) total quantity of methadone surrendered to the department for destruction;
7. (7) total number of patients treated during the month; and
8. (8) each incident or alleged incident involving the theft, loss or possible diversion of controlled substances.