Help : Inventory

Help: Add Inventory

Help: Add Supplement to Inventory

To add a supplement to your inventory, you must already have the supplement in your supplements list, and a corresponding charge for the supplement in your charge list. Read more about how to add a supplement and how to add a charge.

Then, to add a supplement to your inventory, go to the Admin drop down menu and select My Inventory. Click the "+Add New Inventory" button and select "Supplement" from the options of inventory types. Using the search bar provided, search your supplement list for the item you would like to add, and select it.

Screen shot adding supplement to inventory paneSupplement Name (auto-fill) - the name of the inventory item. This is the name of the supplement selected from your supplements list.

How Many Bottle/Packages do you have in inventory (integer) - the number of units in stock.

What package form does this come in? (free text box) - type of packaging: bottle, box, etc.

Vendor (free text box) - optional field to track your supplement suppliers.

Vendor Code (if applicable) (free text box) - optional field to track suppliers' product codes for supplements. This can be helpful when ordering additional stock.

*Corresponding Charge (drop down) - select the corresponding charge from the drop-down menu. The charge must already exist on your charge list.

Misc Notes (notes field) - a place for administrative notes. This information is only visible from inside of the Inventory Management process.

Help: Add Drug to Inventory

To add a drug to your inventory, go to the Admin drop down menu and select My Inventory. Click the “+ Add New Inventory” button and select “+ Add New Drug (RX)” from the options. Search for and select the drug you want to add from the database.

Screen shot of new drug inventory itemGeneric Drug (check box) – checking this box denotes that the drug you stock is the generic version of a specific brand. Add the brand name(s) to the text box that appears.

NDC Number (formatted number) – universal product identifier for drugs. The NDC number is required and is found on the package.

How Many Doses? (integer) – the number of pills or doses in the lot.

Expiration Date (date) – the date when the lot expires. The inventory item and lot will drop off the inventory list after the expiration date has passed.

Manufacturer (free text box) – manufacturer name.

Lot Number (free text box) – manufacturer's lot number, listed on the package. Required for tracking.

Charges: Two types of charges can be added, per dose and per dispense. You may add one or both.

  • Charge per Dose (dollar amount) – cost of each dose dispensed. Generally, this is per pill.
  • Charge per Dispense (dollar amount) – cost per dispense to patient.

How should dispensing charges be categorized? (drop-down) – in most cases, select Rx Dispense. Options are set in your charge list.

Your cost per dose? (dollar amount) – your wholesale cost of the drug. This is not required, but can be useful for reporting and tracking purposes.

Misc Notes (notes field) – administrative notes attached to the drug inventory item.

Help: Add Other Products or Supplies to Inventory

Other products and supplies are items you stock for sale that are not drugs or supplements. Read more about adding drugs or adding supplements to your inventory.

To add other products or supplies to your inventory, you must already have the product and a corresponding charge in your system. These are existing pieces of information linked together by the inventory item you are about to create. Read more about adding products and supplies and adding a charge.

Then, go to the Admin drop down menu and select My Inventory. Click the "+Add New Inventory" button and select the inventory type of the product (for example, you might use In-Office Procedure for supplies sold in connection with procedures that you perform). The available inventory types come from your categories of Alternate Plan Items - see more about that here. Search for the item you would like to add, and select it.

Screenshot add new other inventory itemplan_other Name (auto-fill) - the name of the inventory item. This automatically fills with the name of the product/supply selected.

How many do you have in inventory (integer) - the number of units in stock.

What package form does this come in? (free text box) - type of packaging: bottle, box, etc.

Vendor (free text box) - optional field to track brand.

Vendor Code (if applicable) (free text box) - optional field to track vendor product codes. This is helpful for ordering additional stock.

*Corresponding Charge (drop down) - select the corresponding charge from the drop-down menu. The charge must already exist in your charge list.

Misc Notes (notes field) - a place for administrative notes. This information is only visible to administrative users.

Help: Dispense Inventory

Help: Dispensing Drug from Inventory

To dispense a drug from your inventory, prescribe a drug like you normally would (in the Plan section of an open encounter note or from the Medications block on a patient's dashboard page). When searching for a drug in the smart search bar, your inventoried drugs will show up at the top of the list. They are denoted by the gray inventory dispense icon in the top right of the entry, as well as the quantity in stock in parentheses.

Screen shot add dispense drug pop-upSelect the inventoried drug from your list. At the bottom of the +Complete and Add New Rx for Pt pop-up, a new green +Complete & Dispense button will appear. When you're done entering prescription details, you may either click the +Complete & Dispense button, or prescribe as normal and dispense later in the patient visit.

  1. The +Complete & Dispense button will immediately take you to a Dispense [drug] pop-up.

  2. Complete the prescription as you normally would, by clicking any of the standard green +Complete... buttons listed at the bottom of the +Complete and Add Rx pop-up. To dispense later, right-click on the prescribed drug in the medications block of the encounter note or patient chart, and choose DISPENSE. This will take you to the Dispense [drug] pop-up.

Screen shot dispense drug pop up

DISPENSE POP-UP

The Dispense [drug] pop-up will show you the remaining doses of the drug within your inventory at the top of the bar. It will also include the prescription details that you entered.

How many doses would you like to dispense at this time? (integer) – this auto-populates with the prescribed number of doses, but can be edited as needed.

Notes about this dispense (notes field) – a place for administrative notes.

Charges (drop down, currency) – The charge amount is pre-loaded into the pop-up from the charge details contained in the drug inventory item, but can be directly edited in the window. Use the "On dispense" drop down menu to select what to do with the charge amount. Automatically adding the charge will add the listed charge to the patient's account (and applicable encounter note, if dispensing from inside an open encounter note). DO NOT add the charge will not add any charge for the dispense. Launch prompt to add charge opens a new pop-up to allow charge customization (more on that below). Hit the green + Dispense & Print Label button to apply selected options. This will pop up a new window with a label to print and record the dispensation in your inventory.

When you select "Launch prompt to add charge" from the "On dispense" drop down menu described above, a new + Add Charge to Pt Account pop-up will open over the charting screen to guide you through customizing the charge.

The system will track the number of doses you dispense and subtract it from your inventory total. It assumes that you are dispensing the oldest of any drugs in your inventory. If you prescribe more doses than remain in your oldest lot, the system will use up the last doses in your oldest lot and pull the remaining from the next oldest lot in your inventory. It will print two labels, one for each lot, and give instructions on how to process the split-lot dispensation.

The print label feature is set up to accommodate Dyno printers. To set up the correct formatting for your practice, send us your printer model number and label ID. We will use these two pieces of information to create the correct template for your labels.

REVIEWING AND EDITING DISPENSE HISTORIES

To review your patient's drug dispense history, click on the Expand icon of the Medications block on their chart. This will bring up a pop-up that shows the patient's prescription history at top and drug dispense history at the bottom. The drug dispense history lists dispensation details and allows you to re-print a label or edit the history as needed.

To review a certain drug's dispense history, go to the Admin drop down menu and select My Inventory. Find the drug in the inventory and click the logs icon at the far right of the drug's inventory entry. This will bring up a Dispense History pop-up listing patients, quantities, and dates, as well as allow you to re-print a label or edit the dispense history as needed.

If you edit a dispense and it has an associated charge, you will have to edit the charge separately from the dispense. To do this, go to the charge block in the open encounter note and right-click the charge to select Delete Charge, Edit Charge Details, or Refund. Or, in the patient's chart, open the billing block pop-out, and select Delete Charge, Edit Charge Details, Refund or Add Adjustment Charge to Note.

Help: Reprinting Rx Labels

One part of dispensing drugs from your inventory is printing labels. If it does not happen smoothly the first time, reprinting is always an option. There are two ways to do this.

Pop-up block pt rx historyIn the patient's chart, click the pop-out icon on the medications block. This will bring up a full medications history, including a list of past drug dispenses at the bottom of the pop-up. Find the drug that you have prescribed and choose the [Print Label] option. This will bring up a new window with the label to print.

Another way to find the prescription is to search by the drug. Under the Admin drop down menu select My Inventory and find the drug you have prescribed in the smart search bar. When you see the drug listed in the inventory table, click the Logs icon in the far right column. This will bring up a pop-up that lists the drug's dispense history. Find the prescription in question and click the [Print Label] option. This will bring up a new window with the label to print.

Help: Dispense Supplement from Inventory

To dispense a supplement from your inventory, start to prescribe a supplement as you normally would in the Plan section of an open encounter note. When searching for a supplement in the smart search bar, your inventoried supplements will show up at the top of the list. They are denoted by the gray inventory dispense icon in the top right of the entry as well as the quantity of inventoried supplement in parentheses at the bottom of the entry.

Select the inventoried supplement from your list. At the bottom of the +Complete and Add Supplement for Pt pop-up, a new green +Complete & Dispense (X bottles remaining) button will appear. Otherwise, this window is exactly like the one used to dispense supplements that are not in your inventory.

When you click the +Complete & Dispense button, a new +Add Charge to Pt Account pop-up will appear.

Screen shot supplement dispense charge popupBase Charge (currency, integer) – the system loads in the charge associated with the supplement into the base charge currency box. This is editable as needed. The multiplier is for prescribing multiples of a supplement, for example two bottles of Vitamin D. The multiplier affects both the overall charge and the amount of the supplement that is subtracted from the inventory list.

Discount (button, drop down) – the blue +Discount button, when checked, allows you to apply a discount to the charge. The discounts loaded into your system show up in the drop down menu. When selected, they update the total charge.

Associated CPT (free text field) – a space to include associated CPT codes, if applicable.

Add to Insurance Invoice? (checkbox) – checking this box adds the charge to the patient's insurance invoice.

Dispense/Do not dispense from inventory (checkboxes) – checking the Do not dispense from inventory option will leave your inventory levels the same. Checking the Dispense [amount] from inventory of [supplement] option will subtract the identified amount of the supplement from your inventory.

Choose either the +Add Charge or +Add and Add Another button to finalize the dispense. The first will finalize the charge, the second will finalize the charge and prompt you to start a new charge.

Help: Dispense Products/Supplies from Inventory

To dispense a supply or product from your inventory, start to prescribe it as you normally would in the Plan section of an open encounter note. When searching for the supply in the smart search bar, your inventoried supplies will show up at the top of the list. They are denoted by the gray inventory dispense icon in the top right of the entry as well as the quantity of the inventoried supply in parentheses at the bottom of the entry.

Select the inventoried supply or product from your list. At the bottom of the +Complete and Add [supply] for Pt pop-up a new green +Complete & Dispense button will appear. Clicking this new button will bring up a +Add Charge to Pt Account pop-up.

Screen shot supply dispense charge pop upBase Charge (currency, integer) – the system loads in the charge associated with the supply into the base charge currency box. This is editable as needed. The multiplier is for dispensing multiples of a supply, for example, two Ace Bandages. The multiplier affects both the overall charge and the amount of the supply that is subtracted from the inventory list.

Discount (button, drop down) – the blue +Discount button, when checked, allows you to apply a discount to the charge. The discounts loaded into your system show up in the drop down menu. When selected, they update the total charge.

Associated CPT (free text field) – a space to include associated CPT codes, if applicable.

Add to Insurance Invoice? (checkbox) – checking this box adds the charge to the patient's insurance invoice.

Dispense/Do not dispense from inventory (checkboxes) – checking the Do not dispense from inventory option will leave your inventory levels the same. Checking the Dispense [amount] from inventory of [supply] option will subtract the specified amount of the supply from your inventory.

Choose the +Add Charge button to finalize.

Help: Restock Inventory

Help: Restocking Drug to Inventory

To restock a drug in your inventory, go to the Admin drop down menu and select My Inventory. In the Manage Inventory pop-up, find the drug you are restocking and click the restock icon in one of the right-hand columns of the entry.

Screen shot restock drug pop-upThis brings up a Restock pop-up window that is almost identical to the +Add New Inventory Item pop-up used in inventory set-up, but is populated with details from the drug already in your inventory. This includes the drug name, NDC number, number of doses, manufacturer, charge profile and notes. You can edit these as needed. Most importantly, every time you restock you must add two new pieces of information: the new lot's expiration date and lot number.

Press the green RESTOCK to Inventory button to add the new order to your inventory. This will add the number of new doses to the existing inventory. When prescribing, the system will always assume you are dispensing the oldest lot in your inventory first.