Order Entry and Processing Study Guide for the PTCB Exam

Important Numbers

The numerical information of a drug gives important information, such as where and when the drug was manufactured and the expiration date of the drug. This information can be found in the National Drug Code (NDC), lot numbers, and expiration dates.

National Drug Code (NDC)

The NDC is a three-segment, 11-digit number that identifies the manufacturer, the product, and the package size of the drug. The standard NDC number format is as follows: 00000 - 0000 - 00

The first segment identifies the manufacturer (or labeler). The second segment identifies the drug strength, dosage form, and formulation. The third segment identifies the drug form and size.

Note: Some NDCs may have only 10 digits, dropping one digit in the first or second segment of numbers. Many manufacturers and packagers use 10 digits because of a standardized label-printing process.

Lot Numbers

A drug will contain a lot number on its packaging that is a unique number given to each batch of drugs during the manufacturing process. Should a drug manufacturer need to recall a drug, it will usually be done by lot number. This way, a pharmacy can pull the affected product but keep the drug stock that is not affected.

Expiration Dates

A drug manufacturer will also place an expiration date on each drug packaging. This includes both prescription and over-the-counter drugs. Sometimes, pharmacies may repackage the drugs. In this case, the new expiration date on the label will be set as one year from the date of repackaging or the manufacturer’s expiration date, whichever comes first. Technicians are required to check for expiration dates. For unit dose repackaging of a medication (which typically takes place in the hospital setting), the expiration date is six months from the date it was packaged.

As an example, suppose you are repacking a medication in unit-dose packaging in the hospital pharmacy. That medication’s expiration date according to the manufacturer’s bottle is 3/10/2028. If today is 2/28/2026, what expiration date should you give the repackaged unit dose medication?

You would give the repackaged unit dose medication an expiration date of 8/28/2026, because that is six months from the date of packaging (2/28/2026).

Returning Medications and Supplies

Inventory management is an important business aspect of the pharmacy. As a pharmacy technician, you will be asked to assist in inventory management and the maintenance of medication and supply stock. Knowing what medications and supplies to return, in addition to where and when to return them, is essential for keeping adequate inventory. It also helps the pharmacy recoup some credit so it doesn’t take a complete loss from expired medications.

Identifying Medications to Return

Identifying medications to return from your pharmacy stock can seem daunting. However, it can be quite simple if you focus on a few factors. Medications that are not fast movers and seem to sit on the shelf are good candidates for a credit return. Typically, a usage report can be generated that will show a medication’s month-to-date usage, year-to-date usage, and last-dispensed date. This provides valuable information on the product that helps determine if it should be returned.

Medications with a medium to low usage that are three to six months out from their listed expiration date are also good candidates for a credit return. It is important for a pharmacy to perform monthly shelf checks and temporarily sticker anything that expires within the calendar year with the expiration month. This ensures the product with the nearest expiration date is used up first. Also, it makes it less time-consuming to decide which medications should be considered for return before it’s too late.

Medications that have expired must be returned as well, but the pharmacy will not receive a credit or refund for them. These must be returned for proper disposal purposes.

Dispensable vs. Non-Dispensable Medications and Supplies

Dispensable medications and supplies for return are good candidates for return. These medications or supplies must be unopened, maintained in good condition, and be many months out from their listed expiration date. They are considered dispensable, meaning they are still eligible for dispensing to a patient pursuant to a prescription. Dispensable medications and supplies will be returned for credit and more than likely sold to another pharmacy and ultimately dispensed to a patient. Non-dispensable medications are those that will not ultimately be dispensed to a patient and are more than likely not eligible for a credit upon return to the manufacturer or drug wholesaler.

Expired Medications

Expired medications are those that have reached or surpassed their listed expiration date. All medications have an expiration date listed on their manufacturer’s bottle. When a prescription is dispensed, the expiration date on the label is set a year from the date of filling, unless specified earlier per the manufacturer’s bottle. Expired medications are not eligible for a return credit. However, they still must be returned to a reverse distributor for proper disposal, typically by incineration.

Destinations of Return

Once a medication is deemed returnable, there are a few destinations where it could end up, depending on the origin and type of product. Even expired medications must be returned and then disposed of in a proper manner.

Credit Return

Pharmacies can return bottles of medication to their drug wholesaler or manufacturer from whom they were purchased as long as they are unopened, untampered with, in good condition (no patient labeling residue or other markings present), and the return date is well before their listed expiration date.

Such returns typically involve a restocking fee, which deducts 10 to 20% off the return value of the product. If the return date is too close to the product’s listed expiration date, the item may be ineligible for return since the manufacturer or wholesaler may not be able to resell it before it expires.

Return to Stock

Retail pharmacies typically return to stock any medication that has not been picked up by the patient within two weeks. Since the medication never left the pharmacy, it can safely be used to fill another prescription. However, if a patient returns a prescription drug, that drug cannot be returned to stock. It must be kept in a quarantine spot in the pharmacy for disposal or return to the drug manufacturer.

Reverse Distribution

Reverse distribution occurs when a pharmacy sends an outdated, unusable drug product back to the drug manufacturer or other authorized distributor for processing or disposal. This may occur when drugs are returned by patients or when the drugs have expired.