Add a New Drug Record

There are two ways to add a new Drug Record. It is recommended to always search for a drug before adding it to the system to verify that it is not already entered. One way to search is from New on the menu bar; the other way is from the Search icon on Rx Processing Tasks.

1. Access PrimeCare.

2. Click Search, Drug.

3. Type or scan the drug NDC number or type the drug description to search. Click Find or press ENTER.

4. The Drug Scan displays. If the drug is not in the scan, click or press CTRL+N to add the drug.

5. The New Drug window displays:

6. Type or scan the NDC number or type the drug description. Click OK. If using the drug description as the search criteria, a Drug Record Scan From CD displays. Double-click the drug to add.

7. If you subscribe to Clinical Updates, the Drug Record/General Information screen displays with the drug selected:

8. If you do not subscribe to Clinical Updates, a new blank Drug Record displays:

 

9. After saving the fields on the General Drug Information screen, the icons on the vertical icon bar become active and additional drug information can be entered on each screen.

10. Use the following definitions to add or edit information in each Drug Record/General Information field as needed.

The fields marked in Red are updated via QS/1 Price Updates. The fields marked in Purple are updated via your wholesaler if Loading Wholesaler Acquisition Price Updates. Otherwise, they are updated by QS/1 Price Updates.

DRUG RECORD/GENERAL INFORMATION  
Field Name Field Definition
Primary Type the drug name, strength and unit.
Generic If the drug is routinely substituted, click the double arrows and select the generic from the scan.
Strength Type the drug strength if the third party billing form has a separate block for the drug strength.
Unit Select the dosage form of the drug from the drop-down list.
Alt Unit Select the alternate dosage from the drop-down list to print on multiple ingredient labels for Customized Label Routine 356. Use Routine 329 to print the Alt Unit from the Drug Record.
State Class Select the state-drug class from the drop-down list.
Federal Class Select the federal-drug class from the drop-down list.
Route Select the route of administration for the drug from the drop-down list.
Group Type the user-defined code used to group like drugs (generic, birth control, insulin, etc.).
Automatic Pricing  
Primary Price Plan If Automatic Rx Pricing is checked in Store Control/Store Level Options/Pricing, the following rules apply:  

  • If the Patient Record contains a Price Plan, the system does not look at the Drug Record unless the Price Plan is a Medicaid or Third Party Price Plan. In this event, the Auto Price Plan is added to the Rx Record to meet U&C requirements.

  • If the Patient Record does not contain a Price Plan, the system uses the Price Plan in the Primary Price Plan field of the Drug Record.

If Update Rx with New Price Plan is checked in Store Level Options/Pricing, the following rule applies:

  • The system automatically updates the Rx Record with the Primary Price Plan associated with the Drug Record unless filling for a Third Party or Medicaid Price Plan.
High Quantity Price Plan Type the Price Plan to apply when a  high quantity of the drug is dispensed. Type the high quantity amount in the next field.  
Quantity Break Type the amount to begin applying the High Quantity Price Plan.
Percent of Brand Optional entry for pricing a generic drug. Type the percentage of the brand name drug cost to calculate the cost of the generic. Select the Brand Drug in the next field.
Brand Drug Click the double arrows and select the brand drug from the scan. This drug is used to calculate the Percent of Brand entered in the field above.
Package  
Size Type the size of the item in dispensing units.
Medication Factor Optional four-digit entry used to insert a factor that converts metric quantities to apothecary.
Cost (AWP) The wholesale price of the drug.
Date System-generated entry. Displays the date of the last price increase.
Default Type the number of packages for items, such as injectable medications or Z-paks, with decimal sizes to decrease the need for manual calculations.  
Cost/Percent/Qualifier The Percent fields match the percentages entered in Store Control/Store Level Options/Pricing. These fields may be changed manually on individual Drug Records.
 
Type 999.99 in the percent field to prevent an automatic update to the field.
AWP The Average Wholesale Price of the drug (or the cost used in pricing private prescriptions).
Medicaid The Medicaid cost is the EAC or MAC cost on drugs covered under Medicaid. All other Medicaid costs are based on the AWP.
Acquisition If loading updates from your wholesaler, the Acquisition Percent field is populated with 999.98 to indicate the drug was updated.
Misc 1 If loading updates from your wholesaler, the Misc 1 Percent field is populated with 999.98 to indicate the drug was updated. Select the pricing source from the drop-down.
Misc 2 If loading updates from your wholesaler, the Misc 2 Percent field is populated with 999.98 to indicate the drug was updated. Select the pricing source from the drop-down.
Other  
NDC The 11-digit National Drug Code.
GTIN The 12-digit Global Trade Identification Number (identifies manufacturer and product).
Lot Number Type the drug lot number if your state requires that it print on the label. Select Label Routine 421 to print the Lot Number on the label.
Special Pkg Ind Select the packaging form of the drug from the drop-down list.
State Code If your state requires a state-assigned formulary code, type that code in the first position. If the state requires only the NDC on Medicaid Claims, leave blank. Select the code from the drop-down to define the entry in this field.
UPN Nineteen-character number required when billing medical supplies to Medi-Cal. Select the UPN Qualifier from the drop-down.
Non Medicaid If this drug is not reimbursable under the state Medicaid program but has a Medicaid type Price Plan, select the entry to use from the drop-down.
Generic Ind Required field for some third party edit procedures. Select the indicator from the drop-down.
Maximum Qty Maximum quantity a third party allows to be dispensed.
Minimum Qty Minimum quantity a third party allows to be dispensed. If the drug is used in IV pricing, this amount is used when a partial vial is dispensed.
Max Days Supply Some states do not allow drugs such as opioids or benzodiazepines to be dispensed longer than a 30 day supply. If a days supply is entered in this field, the Maximum Days Supply Message displays on the prescription regardless of the Price Plan setting for Maximum Days Supply.
Expiration Days Type a number of days which will override the expiration days entered in Store Control/Store Level Options/Pricing. This field is used for short-term drugs such as reconstituted liquids. Type an expiration in the field below.
Expiration Date Type an expiration date for short-term drugs.

 

11.  Press CTRL+S or click .

12. Click Add Alias to display the Update Alias window:

 

13. Type an alias (code) for the drug. Adding a user-defined alias eliminates bringing up the Drug Record Scan to locate the drug. When entering a new prescription, type the alias in the Drug field and the drug information automatically populates on the New Prescription processing screen.

14. Click .

15. If the alias typed in the above window is already in the system, the following window displays:

16. Press to assign the new alias to the Drug Record. Press to type a different alias.

17. Click .

 

Return to Create Drug Records in PrimeCare