CAREWare 6 Manage NDCs

Manage NDCs

Jennifer Eggerton

Sep 09, 2026

1812

Purpose	Upload an ADAP medication file, import new NDCs, and activate medications in the formulary.
Who should do this	ADAP staff who manage medications and the provider formulary.
Use this guide when you need to	Add medications from an ADAP drug file or update an NDC in the current formulary.
Main warning	Set the Active Date before the first drug payment date.

Quick path
Administrative Options > Manage NDCs

Upload the ADAP medication file

Upload the latest ADAP medication file to add new medications to the available list.

Step 1. Log in to the ADAP provider.

Step 2. Select Administrative Options.

Step 3. Select Manage NDCs.

Step 4. Select Upload New ADAP file. Download the latest ADAP Drug Import file from the CAREWare medication files article.

Step 5. Select Choose File.

Step 6. Find and select the ADAP Drugs import file.

Step 7. Select Open.

Step 8. Select Save.

Import new NDCs

After the upload finishes, the Import New NDCs list contains the new ADAP medications.

Step 1. Select Import New NDCs.

Step 2. Search for a medication or select one from the list and click Import.

The medication is now in the ADAP provider formulary list.

Activate an NDC

Step 1. Select Manage Current NDCs.

Step 2. Select an NDC.

Step 3. Select Edit.

Step 4. Set the Active Date.

Important: The Active Date must be before the first drug payment date.

Step 5. Enter the Unit Price, Dispense Fee, Days, Units, and Indication.

Step 6. Check Active.

Manage NDCs Menu Options

Button	What it does
View	Opens the NDC for review.
Edit	Lets you change setup information for the NDC.
Remove NDC	Removes the NDC ADAP medication from the list.
Remove Brand	Removes the brand-name ADAP medications from the list.
Remove Generic	Removes the generic-name ADAP medications from the list.
Add Placeholder	Adds an NDC that is missing from the ADAP medication list so payments can be entered until the list is updated.
Update All Dispensing Fees	Sets one dispensing fee for all NDCs.
Back	Return to the Formulary Management menu.
Print or Export	Print or export the list of NDCs.

How to confirm it worked

• The uploaded file appears as the current file on the Formulary Management page.

• The medication appears in the ADAP provider formulary list.

• The NDC shows as active after you save the setup information.

Troubleshooting and common questions

What if an NDC is not in the ADAP medication list?

Use Add Placeholder to enter the missing NDC. This allows payments until the ADAP medication list is updated.

Can I update every dispensing fee at one time?

Yes. Use Update All Dispensing Fees to set one fee for all NDCs.

Can NDCs be added automatically?

Yes. The Provider Data Import can be used to automatically add NDCs.

Related References

Document	Use it for
CAREWare Medication Files	Download the latest ADAP Drug Import file.
Automatically Add NDCs Using the PDI	Add NDCs to the ADAP formulary through Provider Data Import.