If its not documented then how do you know what NDC # to use on the claim? We have templates in our EHR that the nurse or provider have to complete when they administer meds or vaccines. The have to document name of medicine/vaccine, NDC #, lot #, exp date and site of injection.
Some EHRs allow you to hard code the NDC # to the CPT or HCPCS code but if the clinical staff doesn't let you know that they had to order a different brand or generic vs name then you will be billing the wrong NDC.
We also have patients that will bring in a medicine that they pick up at the pharmacy for us to administer, even though we don't bill for the medicine we can charge for the administration and we have a payer that requires is to put the NDC # on the administration.
The CDC states that the NDC either needs to be documented in the EHR or the immunization information system. Here is the reference:
https://www.cdc.gov/vaccines/programs/iis/2d-barcodes/downloads/guidance-documenting-ndc.pdf