5.

2 Types of Internal Coding Systems

Coding systems are majorly classified by the type of characters they use for representing
pharmaceuticals. They can also be further sub classified by whether they are fixed or variable.
Pharmaceuticals can use either of the following coding systems based on their level and the
number of pharmaceutical products they handle:
 Alpha-numeric coding system
o Fixed
o Variable
 Numeric coding system
a) Alpha Numeric Coding System:
This is a type of coding that uses letters and numbers. Alpha-numeric coding system is
constructed by using the first 4 letters of the generic name of the product followed by three digit
numbers.
See the following examples how to give letters for the codes:
Take the first four letters of the generic name of the compound:
Example: Amox for amoxicillin or Para for paracetamol.
In cases of product names with adjectives in the form of halogenations, methylations,
acetylations, etc… the first four letters of the name of the parent compound is taken.
Example: Sali for acetyl salicylic acid and phen for chlorphenyramine
In cases drug combinations where the name contains two separate words, take the first two letters
from each word.
Example: amcl for amoxycilline + clavulanic acid, arlu for artemether +
lumefantrine
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If the name contains three separate words, the first two letters from the first word and the first
letter from the second and third words.
Example: oxhp for oxytetracycline + hydrocortisone + polymyxin B
In cases where the name contains four separate names, use the first letter from each word.
Example: mtah for magnesium trisilicate + aluminium hydroxide).
Where there are pharmaceutical products which use the same letters based on the above criteria,
the use convenient codes to differentiate them.
Examples: quic for chloroquine and quin for quinine
cpzn for chlorpromazine and prom for promethazine
dopm for methyldopa and dopa for dopamine, dopl for levodopa,
dopc for carbidopa
barb for phenobarbitone
Next to the four letters, numbers are assigned based on the strength, dosage form and/or cost of
the product. Numbering starts from the smallest strength and continues to the highest in
ascending order. The numbers that come immediately after the letters refer to the dosage form
and strength of the product. The letters and the numbers that represent the dosage form make up
the base code. The base code for tablets/capsules, suspensions/syrups, injections, drops,
creams/ointments/pastes, suppositories/pessary and powders, etc. varies accordingly.
Table 5.1: Example for base codes for various dosage forms
For variable coding system: when there is a cost variation, codes vary
Dosage form Base code range
1 Capsules 01 to 09
2 Tablets 10 to 19
3 Oral liquid preparation (such as suspensions, syrups,
solutions, elixir, gel )
20 to 29
4 Injectable, implants 30 to 39
5 Eye preparations (such as eye drops, ear drops, eye
suspensions, eye ointments, nasal spray. Note eye
ointments start from 46 to 49 whereas drops starts from 40
to 45
40 to 49
6 Skin preparations (such as skin cream, ointments, lotion,
shampoo
Note: Creams start from 50 whereas ointments start from
56 and lotions and shampoo starts from 50 to 55
50 to 59
7 Suppositories, pessaries, Vaginal creams /ointment and 60 to 69
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tablets
Note: Creams start from 60 and ointment start from 66 to
69
8 Medical Supplies Reagents (such as lab reagents), radiology
chemicals
70 to 99
9 Raw chemical for Laboratory, raw materials for
extemporaneous preparation)
1‐01 to 1‐09
10 Sanitary chemicals (antiseptics and disinfectants) 2‐01 to 2‐09
11 Consume able instruments 3‐01 to 3‐09
12 Others 4‐01 to 4‐09
Sub classifications are given within a range of codes.
Example: Oral syrups are assigned numbers from 20-25 while oral suspensions
are assigned from 26-29.
The coding for medical supplies and laboratory reagents & chemicals is based on their size,
strength and volume. Assignment of base code is similar to the above.
Example: Naga-70 for Naso gastric tube, infant size sterile (CH 4)
Naga-71 for Naso gastric tube, infant size sterile (CH 6)
Popa-73 for Plaster of Paris (7.5 cm x 3 m)
Popa-74 for Plaster of Paris (10 cm x 3 m)
Gem1-01 for Giemsa stain
Eta1-01 for Absolute ethanol
Variable and fixed coding systems
For a drug having the same generic name, strength and dosage form but with different cost, the
code may or may not vary depending on whether the facility uses fixed or variable coding
system. In cases where variable coding is used, the last numerical digit of the code of the product
varies according to the cost of the product by increasing the last digit sequentially starting from
number 1 for the first price.
Example: the code of Amoxicillin 250 mg capsule with a cost of 10 Birr is
Amox01-1. If the cost of amoxicillin 250 mg capsule changes to 20 Birr, the code
will be Amox01-2.
In cases where we use fixed coding, the code remains the same irrespective of variations of the
cost. In such situation, a product with a revised price cannot be shelved for dispensing prior to
finishing the already existing one. In addition, when the product with the old price is completed,
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announcement of cost variation is mandatory before initiating of dispensing from the product
with the revised price. All dispensers using the sales ticket should immediately note the change
in price.
Table 5.2: Example of variable and fixed coding
SN Description Cost Fixed
Coding
Variable
Coding
1 Amoxicillin Capsule 250mg 1 birr/capsule Amox01 Amox01-1
1.25 birr/capsule Amox01 Amox01-2
2 Amoxicillin Capsule 500mg 1.50 birr/capsule Amox02 Amox02-1
1.75 birr/capsule Amox02 Amox02-2
3 Amoxicillin Injection 250mg in vial 4 birr/vial Amox20 Amox20-1
7 birr/vial Amox20 Amox20-2
8 birr/vial Amox20 Amox20-3
9 birr/vial Amox20 Amox20-4
4 Amoxicillin Injection 500mg in vial 11 birr/vial Amox21 Amox21-1
11.5 birr/vial Amox21 Amox21-2
12 birr/vial Amox21 Amox21-3
5 Amoxicillin Syrup 125mg/5ml 10 birr/bottle Amox10 Amox10-1
10.50/bottle Amox10 Amox10-2
6 Amoxicillin Syrup 250mg 5ml 13 birr/bottle Amox11 Amox11-1
15 birr/bottle Amox11 Amox11-2
b) Numeric Coding System:
This is a coding system using numbers that starts from one and increases until the maximum
number of pharmaceutical products (by type) in the facility. Products with different strength and
dosage form will have different codes. In order to give codes using this system, arrange all of the
products in alphabetic order. Each type of product is segregated by dosage form and increasing
strength. Assign number 1 to the first product in the list and continue numbering until the end.
With this coding system, products of same strength and dosage form with varying costs cannot
be entertained at the dispensary at the same time. Therefore, this system requires cost variation
announcement every time when the cost varies.
Numeric coding system should be used in health facilities with a very limited number of
pharmaceutical products such as health posts. The pharmacy professionals at health centers
should assist health posts in assigning codes.
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5.3 Advantages and disadvantages of coding systems
The following table summarizes the main advantages and disadvantages of the main types of
pharmaceutical coding system.
Table 5.3: Advantages and disadvantages of using various Coding Systems
Coding Type Advantage Disadvantage
Alpha
Numeric
Coding
System
Variable Coding
 Easy to remember as the code starts with
the first few letters of the generic name
and the numbers are few & logically
assigned based on the strength and
dosage form of the drug.
 It doesn’t require price variation
announcement or reprogramming of cash
registers or computers
 Allows to handle/dispense same product
of same strengths but different cost at the
same time
 Difficult to use the system in the
absence of pharmacy professionals
as it requires knowledge of parent
compounds of the products.
Fixed Coding
 Easy to remember as the code starts with
the first few letters of the generic name
and the numbers are few & logically
assigned based on the strength and
dosage form of the drug.
 Requires price variation
announcement or reprogramming of
cash register or computers
 Doesn’t allow to handle/dispense
same product of same strengths but
different cost
Numeric
Coding
System
 Giving codes is very simple to apply  Doesn’t allow handling of same
product with different cost at the
same time
 Requires price variation
announcement every time when cost
is changed
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Coding Type Advantage Disadvantage
 If the facility is using cash register, it
requires adjustment of cost inside the
profile cash register