Drugs

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Drugs

To add, edit and delete drug information, visit the Drug maintenance screen located in the Maintenance menu.

 

This screen is for managing drug information, not for adding or adjusting a drug's inventory. Information specific to a drug can be entered here, but when adding inventory to your system you will need to do so from the Receive Inventory screen.

 

 

Topics

How Do I Add a Drug from Medi-Span?

How Do I Create a Custom Drug?

Tracking Inventory

How Do I Add a NDC (Package Drug) to a Drug Type?

oWhat is the Full NDC?

oWhat are Discard Days?

oWhat is the Purchase Quantity?

oWhat is the Replacement Cost?

oWhat is the Average Wholesale Price?

oWhat is the Wholesale Acquisition Cost?

oWhat is a Generic Cost?

oWhat is the UPC?

oWhat are the Reorder Point and Stocking Level?

oWhat is the Unit?

oWhat is a TEE Code?

oWhat is the Imprint?

oWhat is the Dispense Quantity?

oWhat is the Point of Sale Dispense Quantity?

Can I Adjust a Drug's Pricing?

How Can I Check My Pharmacy's On Hand Amounts?

oFIFO Costing

How Do I Add a Lot Number to an NDC?

How Do I Add a Drug to a Robot?

How Do I Add a Drug Note?

How Do I View User Logs?

Searching for an Existing Drug

 

 

How Do I Add a Drug from Medi-Span?

To add a drug to your records from the Medi-Span database, follow the instructions below.

 

1.Click on the Maintenance menu item.

2.Select Drugs. The Drug maintenance screen will open.

3.Click on the Create New Drug option.

4.A window will appear with the option to create a Medi-Span or Custom Drug. In the Medi-Span Drug field, start typing to search for the correct drug in Medi-Span's database.

5.Select a drug from the search list.

6.Click on the Add Medi-Span Drug button. The Drug maintenance screen will show the Record Info fields, pre-filled with the drug's information.

 

The Record Info tab displays information about a Drug Type. Drug Types are given a specific GPI number and may contain multiple drugs. By adding a drug within the NDCs (Package Drugs) tab, you can attach specific drugs with unique NDC numbers to a Drug Type.

 

7.If you want to enter default directions to be used for this Drug Type, enter the directions in the Default SIG field. The text that you enter here will be used by default whenever this Drug Type is used in the Script Filling screen. (Users will still be able to manually change the SIG in the filling screen if necessary.)

8.If you want to use a specific Default Day Supply for this Drug Type, you can enter it in this field. If an amount is entered here, ProPharm will ignore the usual calculations for determining the script's Day Supply when using this Drug Type. The amount chosen here will be entered automatically as the Day Supply. (This amount can still be changed manually by the user in the Script Filling screen if necessary.)

9.The Reorder Point is the level at which you want to reorder the drug. When your inventory falls to this point, it will be time to order more of this medication. (This must be used in conjunction with the Stocking Level field.)

10.The Stocking Level represents the amount of this drug that you want to keep in your inventory. When you reorder this medication, you will order enough to reach this amount. (This must be used in conjunction with the Reorder Point field.)

 

Both the Reorder Point and Stocking Level fields work in conjunction with Purchase Orders. You can generate a Purchase Order to order any drugs that fall below your set Reorder Points.

 

11.The Brand Name field allows you to enter a brand drug name to be displayed on labels. This may be necessary if your state requires you to include this information on labels when a generic drug is dispensed as a substitute for a brand drug.

12.If this is a generic drug, make sure the Generic checkbox is marked.

13.To allow this drug to be used when filling scripts, make sure the Active checkbox is marked.

14.The Is Screened checkbox will typically be marked by default. If you do NOT want this drug to be screened through Medi-Span, you can uncheck this option.

15.If patients must be over a certain age to pick up this medication, enter a Minimum Pickup Age.

16.You can adjust any other fields as necessary. When you have entered all of the needed drug information, click Save.

17.To add specific drugs with unique NDC numbers to your new Drug Type, open the NDCs (Package Drugs) tab.

 

To use a drug when filling scripts, you will need to create an NDC under the NDCs (Package Drugs) tab rather than only entering a Drug Type (GPI).

 

18.Click Add New.

19.The "Adding New Drug" window will open. You can then do one of the following:

a.If you are adding an NDC from Medi-Span, you can select one of the options from the list. (You can also type the correct NDC into the search field to search for it in the Medi-Span list.) When you have chosen the Medi-Span drug, you can click on the Add NDC button.

b.You also have the option to create a Custom NDC (not from Medi-Span). To do this, click on the Create Custom NDC option. You will then need to enter the drug's information manually.

 

20. If you are adding a Medi-Span NDC, many of the drug fields will be filled automatically. (If you are entering a custom NDC, you will need to manually enter each detail for the drug.)

21.Enter any needed information (Purchase Quantity, Pseudoephedrine Amount, etc. ). If you need more information on these  particular fields, see the sections below.

 

If this drug contains PSE, you can enter a number of grams in the Pseudoephedrine Amount field. This will help you track the amount of PSE that is being sold whenever a customer receives this drug.

 

22.If this drug will be Sold In Point of Sale or is a Formulary drug, mark the appropriate checkboxes.

 

Drugs that are "Sold In Point of Sale" can be added as Miscellaneous Items in the Checkout screen.

 

23.The Track Inventory option should be checked by default. In most cases, this box should remain checked. For more information, see the Tracking Inventory section below. To unmark this checkbox, you will first need to click on the padlock symbol to the right of the field.

24.If this is a chronic medication, mark the Maintenance Medication checkbox.

25.If you want to allow the med guide to be printed for this drug, mark the Print Medication Guide checkbox.

 

Med Guides can be printed through Workflow. Typically, it is a good idea to print med guides at the same time as labels. If you create a "Print Label" stage, you can also add a task for printing medication guides at the same time. If you are not currently using Med Guide services, you can talk with our support staff about setting this up.

 

26.If this medication is only a Single Ingredient, mark the appropriate box.

27.Mark the appropriate checkbox if this is a Medical Device.

28.If you need to submit an HCPC value for this drug, you can select the specific HCPC Type (HCPCS Code, UPC Code, etc.) and then enter the HCPC Number.

29.Click on the drop-down arrow in the FMT Code field to select the drug's Federal Medication Terminologies code (e.g., Tablet). This code is required to send and receive orders for this drug through Surescripts.

30.When you have entered the needed drug information, click Save.

 

 

How Do I Create a Custom Drug?

You can create a drug that is not included in your Medi-Span database by entering the needed drug information manually.

 

1.Click on the Maintenance menu item.

2.Select Drugs. The Drug maintenance screen will open.

3.Click on the Create New Drug option.

4.A window will appear with the option to create a Medi-Span or Custom Drug. Click on the Create Custom Drug option.

5.Enter the drug's Name, Strength, and Dosage (e.g., Benadryl, 25MG, Capsules).

 

The value in the Dosage field should match a Dosage Code that has been set up in the SIG Dosages screen.

 

6.Enter the drug's GPI (Generic Product Identifier) number.

 

The GPI number is required when screening the drug through Medi-Span.

 

7.Select the appropriate DEA schedule.

8.Select a Route of Administration (ROA).

9.If you want to enter default directions to be used for this Drug Type, enter the directions in the Default SIG field. The text that you enter here will be used by default whenever this Drug Type is used in the Script Filling screen. (Users will still be able to manually change the SIG in the filling screen if necessary.)

10.If you want to use a specific Default Day Supply for this Drug Type, you can enter it in this field. If an amount is entered here, ProPharm will ignore the usual calculations for determining the script's Day Supply when using this Drug Type. The amount chosen here will be entered automatically as the Day Supply. (This amount can still be changed manually by the user in the Script Filling screen if necessary.)

11.The Reorder Point is the level at which you want to reorder the drug. When your inventory falls to this point, it will be time to order more of this medication. (This must be used in conjunction with the Stocking Level field.)

12.The Stocking Level represents the amount of this drug that you want to keep in your inventory. When you reorder this medication, you will order enough to reach this amount. (This must be used in conjunction with the Reorder Point field.)

 

Both the Reorder Point and Stocking Level fields work in conjunction with Purchase Orders. You can generate a Purchase Order to order any drugs that fall below your set Reorder Points.

 

13.The Brand Name field allows you to enter a brand drug name to be displayed on labels. This may be necessary if your state requires you to include this information on labels when a generic drug is dispensed as a substitute for a brand drug.

14.If this is a generic drug, mark the Generic checkbox.

15.To allow this drug to be used when filling scripts, make sure the Active checkbox is marked.

16.The Is Screened checkbox should be marked by default. If you do NOT want this drug to be screened through Medi-Span, you can uncheck this option.

17.If patients must be over a certain age to pick up this medication, enter a Minimum Pickup Age.

18.Click Save.

19.To add specific drugs with unique NDC numbers to your new Drug Type, open the NDCs (Package Drugs) tab.

 

To use a drug when filling scripts, you will need to create a NDC under the NDCs (Package Drugs) tab rather than only entering a Drug Type (GPI).

 

20.Click on the Add New option.

21.The "Adding New Drug" window will open. Click on the Create Custom NDC option.

22.Enter any needed information (NDC, Purchase Quantity, Pseudoephedrine Amount, etc. ). If you need more information on these  particular fields, see the sections below.

 

If this drug contains PSE, you can enter a number of grams in the Pseudoephedrine Amount field. This will help you track the amount of PSE that is being sold whenever a customer receives this drug.

 

23.To allow this drug to be used in your system, make sure the Active checkbox is marked.

24.If this drug will be Sold In Point of Sale or is a Formulary drug, mark the appropriate checkboxes.

 

Drugs that are "Sold In Point of Sale" can be added as Miscellaneous Items in the Checkout screen.

 

25.The Track Inventory option should be checked by default. In most cases, this box should remain checked. For more information, see the Tracking Inventory section below.

26.If this is a chronic medication, mark the Maintenance Medication checkbox.

27.If you want to allow the med guide to be printed for this drug, mark the Print Medication Guide checkbox.

 

Med Guides can be printed through Workflow. Typically, it is a good idea to print med guides at the same time as labels. If you create a "Print Label" stage, you can also add a task for printing medication guides at the same time. If you are not currently using Med Guide services, you can talk with our support staff about setting this up.

 

28.If this medication is only a Single Ingredient, mark the appropriate box.

29.Mark the appropriate checkbox if this is a Medical Device.

30.If you need to submit an HCPC value for this drug, you can select the specific HCPC Type (HCPCS Code, UPC Code, etc.) and then enter the HCPC Number.

31.Click on the drop-down arrow in the FMT Code field to select the drug's Federal Medication Terminologies code (e.g., Tablet).

 

The FMT Code is used when sending and receiving electronic orders via Surescripts.

 

32.When you have entered the needed drug information, click Save.

 

 

Tracking Inventory

The Track Inventory option should be selected by default when you create a new drug. In most cases, this box should remain checked. Any drugs using the Track Inventory function will be monitored by ProPharm to keep track of their onhand quantities. Whenever you use the Receive Inventory process to add more of this drug, ProPharm will add to the onhand amount. Likewise, when the drug is dispensed, ProPharm will subtract from the current quantity onhand.

 

If you choose NOT to track inventory for a drug, you will need to click on the padlock symbol and then unmark the Track Inventory checkbox (under the "NDCs" tab).

 

If you unmark the Track Inventory checkbox, the next time a change is made to this drug's onhand amount, all of its inventory will be zeroed out. Do NOT stop tracking inventory on a drug if you think you will need to maintain records of its onhand amounts.

 

If you stop tracking inventory on a drug but then make inventory changes (through Receive Inventory or Drug Adjustment), ProPharm will automatically re-check the Track Inventory option for the drug. However, the new inventory will be added to zero, since previous tracking was turned off.

 

 

How Do I Add a NDC (Package Drug) to a Drug Type?

Once you have created a new Drug Type, open the NDCs (Package Drugs) tab to enter specific drugs with particular NDC numbers. These NDCs will be attached to the main drug record.

 

Click on the Add New option. The "Adding New Drug" window will open.

a.You can select one of Medi-Span's NDC options and click Add NDC or

b.You can click on the Create Custom NDC option and enter the drug's information manually.

 

When you have chosen one of these options, you will be returned to the NDCs (Package Drugs) tab. From here, you can enter the drug's information into the various fields. (See the descriptions below. If you chose the Medispan NDC option, most of these fields should be filled automatically.) Once you have entered all of the needed information, click Save. The new drug will be added to the main drug record.

 

By default, the Active checkbox should be marked for this NDC. If the Active checkbox for the overall Drug Type is also checked, you will be able to use this NDC when filling scripts. If, at some point, you choose NOT to use this particular NDC, uncheck the Active checkbox in the NDC section.

 

 

What is the Full NDC?

The "Full NDC" is the full, 11-digit NDC number. This field is used by Medi-Span and must be accurate.

 

When adding a NDC record from Medi-Span, there may be situations where ProPharm populates the NDC fields with "99999999999." This occurs when you are adding an item from Medi-Span that uses a UPC code rather than a NDC number. In this case, the "99999-9999-99" code acts as a placeholder.

 

 

What are Discard Days?

Discard Days refer to the number of days that a particular container of medication should still be used. This date should be displayed on pill bottles. When a patient has had the bottle of medication for longer than the number of Discard Days, the patient should no longer use the medication.

 

 

What is the Purchase Quantity?

The Purchase Quantity is the amount included in one bottle of the chosen medication.

 

 

What is the Replacement Cost?

The Replacement Cost represents the current cost of replacing the chosen medication. (This same concept is labeled "Acquisition Cost" in the Receive Inventory screen.)

 

 

What is the Average Wholesale Price?

The Average Wholesale Price (AWP) represents the suggested manufacturer resale price.

 

 

What is the Wholesale Acquisition Cost?

The Wholesale Acquisition Cost (WAC) represents the acquisition cost of the drug to a wholesaler.

 

 

What is a Generic Cost?

The Generic Cost options are open fields that can be used to enter any amount that you choose. These may be useful for Over-the-Counter items. Rather than setting up a price table to calculate the cost of an item, you can enter the desired amount to be used for the item into one of the Generic Cost fields.

 

 

What is the UPC?

You can enter the drug's barcode in this field. You will then be able to scan the barcode to select this NDC.

 

 

What are the Reorder Point and Stocking Level?

The Reorder Point is the level at which you want to reorder the drug. When your inventory falls to this point, it will be time to order more of this medication. The Stocking Level represents the amount of this drug that you want to keep in your inventory. When you reorder this medication, you will order enough to reach this amount. (Both of these fields must be set in order for reordering to work properly for this drug.)

 

Both of these fields work in conjunction with Purchase Orders. You can generate a Purchase Order to order any drugs that fall below your set Reorder Points.

 

If you have a Reorder Point and Stocking Level already set up for the Drug Type (GPI), those levels can be used for the NDC. However, if you enter a Reorder Point/Stocking Level for the specific NDC, the NDC will be counted separately from the GPI for reordering. When creating a Purchase Order, this NDC's ordering levels will be calculated apart from the rest of the Drug Type.

 

 

What is the Unit?

This field allows you to select the type of unit that is used for this drug (Liters, Grams, etc.).

 

 

What is a TEE Code?

In the TEE Code field, you can enter the drug's Therapeutic Equivalence Rating. These codes are published in the FDA's Orange Book.

 

 

What is the Imprint?

The Imprint field is used to describe the physical drug (e.g., "This medication is a blue capsule with N 940 on one side and 200 on the other side"). This information can be printed on script labels. When you add a drug through Medi-Span, this field may be populated automatically. If you are creating a custom drug, you can enter a description in this field manually.

 

If you want the Imprint to be updated when a GPI Update is run, make sure the Allow Update of Imprint checkbox is marked. If you do NOT want the updates to affect the Imprint, you can uncheck this box.

 

 

What is the Dispense Quantity?

The Dispense Quantity is the amount that is dispensed at one time. (This is shown in the Script Filling screen as the "Package Size.") For example, birth control would have a Dispense Quantity of "28."

 

 

What is the Point of Sale Dispense Quantity?

The Point of Sale Dispense Quantity is the amount that is dispensed at one time from the Checkout screen. This setting can be used for Over-the-Counter items. The amount that you enter here will be displayed as the "Package" amount in the Checkout screen when you add an over-the-counter item. For example, if the drug has a Point of Sale Dispense Quantity of "10," when you are adding the item in the Checkout screen, "Package of 10" will appear next to the Quantity field. This will let you know that by selling a quantity of "1" you are selling one package of ten individual items.

 

 

Can I Adjust a Drug's Pricing?

You can set individual drugs to override the settings of a  pricing system. Whenever the selected drug is used to fill scripts, its specific pricing table (from the override) will be used rather than the one chosen by the pricing system.

 

To set pricing overrides for a drug:

 

1.Select a Drug Type and click on the Pricing tab.

2.A list of NDCs that are assigned to this Drug Type will appear. If a drug has a specific override selected, the pricing table used in the override (and the pricing system being overridden) will be displayed next to the drug.

3.To add a new override, choose the correct drug and then click on the Add New Override option.

4.In the Pricing System column, click on the drop-down arrow and select the correct system. (This is the pricing system that will be overridden.)

5.In the Pricing Table column, start typing in the search field to find the correct Pricing Table.

6.Click Save New Override.

 

 

How Can I Check My Pharmacy's On Hand Amounts?

By clicking on the Inventory tab, you can view inventory information for each drug that you have on hand.

 

Stock listed under the Inventory tab only applies to your current Pharmacy.

 

Select a Drug Type and then click on the Inventory tab. You can select each NDC that you have on hand for that Drug Type. The selected drug's information will be displayed. You can view the list of adjustments that have been made to this drug's inventory.

 

Inventory is adjusted when:

oScripts are filled (or returned to stock)

oChanges are made in the Drug Adjustment screen

oInventory is added through the Receive Inventory screen

 

For every time the inventory was adjusted, a record will be shown in the grid. If you click on one of the adjustment records, you can view the True Cost information for those specific drugs. (True Cost is the amount that a specific batch of medication cost your pharmacy. This amount will be used to calculate pricing for this batch of drugs.)

 

To add new inventory, go to the Receive Inventory screen and enter a new batch of medication. From that screen you can create inventory records and give the incoming inventory specific pricing and cost information.

 

 

FIFO Costing

Inventory transactions are based on FIFO costing (First In, First Out). When a drug is dispensed, the cost of the pills (or capsules, etc.) that have been in the system the longest are used first.

 

ProPharm prices the medication based on the cost of the drugs that were received. So, in your Inventory grid, you may see separate transactions that add up to the total dispensed in one fill. Some of the pills may be taken from one batch while others are taken from a later batch. The total will add up to the amount being dispensed, but the individual transactions from each batch will be priced based on the cost of the drugs in that batch.

 

If the On Hand quantity of a drug falls below zero and a script is filled for that drug, ProPharm will use the drug's Replacement Cost to determine the price.

 

 

How Do I Add a Lot Number to an NDC?

You can assign a Lot Number to a specific NDC from the Lot Numbers tab. To do this, follow the instructions below.

 

1.In the Drug maintenance screen, choose the correct Drug Type. (All of the specific NDCs for this Drug Type will be listed under the NDCs tab. You can add NDCs from there if necessary.)

2.Click on the Lot Numbers tab.

3.Within this tab, the list of NDCs that have been attached to this Drug Type will be displayed. Click on the correct NDC from the list.

4.After you have chosen an NDC, click on the Add Lot button. The "Adding New Drug Lot" window will open.

5.Enter the correct Lot Number.

6.In the Lot Date field, select the correct date. (You can click on the calendar icon to choose a date from the calendar.)

7.After you have entered this information, you can click on the Create Drug Lot button.

8.The lot will be displayed on the screen. You can Edit or Delete this lot record if necessary.

 

 

How Do I Add a Drug to a Robot?

If you have set up a robot (automatic pill dispensing machine), you can mark the drugs that have been added to that machine. You can do this from the Robots tab.

 

For more information on setting up robots, please review the Robot Maintenance chapter.

 

 

How Do I Add a Drug Note?

You can attach notes to a drug record. These notes will display on the right side of the filling screen when you are using the drug to enter a script.

 

1.Select the correct Drug Type in the Drug maintenance screen.

2.Then click on the Notes tab.

3.Click Add New.

4.Enter a Title for the note, then enter the note's Text.

5.You can choose a color for the note if you want to categorize certain types of notes with certain colors. Click on the Color drop-down arrow to select an option.

6.Click on the Behavior drop-down and choose one of the options. (These behaviors do not affect Drug notes as they do Patient notes. Drug notes will not interrupt the user with a pop-up window.)

7.Click Save.

 

 

How Do I View User Logs?

To view user log records, click on the Logs tab. The log shows changes that have been made to this drug record.

 

 

Searching for an Existing Drug

When you first open the Drug maintenance screen, the Search Drug panel will appear on the right side of the screen. (If this panel is closed, it can be reopened by clicking on the magnifying glass icon.)

 

In the search field, you can type in different types of information to search for the correct Drug Type.

 

Drug Type (GPI-Level): By entering a GPI number (or partial GPI number), you can search for any drugs with that GPI. This may result in multiple drug names and NDCs appearing in your search list. You can also enter the name of the Drug Type to run a search.

 

Please note that searching by the full GPI number will produce results with the same strength. Using a partial GPI number will allow the results to include multiple strengths of the drug.

 

Drug (NDC-Level): You can also search using a specific NDC number. If you search for an NDC, the associated Drug Type (GPI) will be selected, but you can then view the NDCs (Package Drugs) tab to locate the specific NDC number you are searching for. You can search for an NDC number either by typing it into the search field or by using a barcode scanner.

 

 

See Also

Insurances

Patients

Receive Inventory

Drug Adjustment