Items & Inventory Count

You can make changes to Items as well as the inventory count for each item by clicking on your practice logo, then clicking Practice and selecting Item Types.

From here you can choose to edit existing items by clicking into them or creating a new Item Type by clicking on the blue Add New Item button in the top right. 

Once within the Item's settings, the UPC (Universal Product Code) field allows you to look up a product manually by typing in its 12 digit code or to use a barcode scanner that will automatically populate this number. Please note that this 12 digit code has to be unique so no two Item Types can be saved with the same UPC code. The taxable toggle allows you to note whether an individual Item Type should be taxable or not by default. The How to Use and Counseling text fields are available from just this screen, but in a future update, they will pull into the progress note when this item is added.

 In the Inventory Per Clinic section, on the right side of the screen, you can click on Add and this allows you can set how many products are in stock based on the clinic. Please note that the number you enter into the In Stock field has to be a whole number, it can be negative or a zero, but it cannot be a decimal. You can add multiple inventories per Item per clinic, by clicking the Add button again; and you can also remove the inventory count by clicking on the gray 'X' button to the right of the In Stock field. 

 When adding a new Item to a patient, either from the calendar or from the Financials tab of their chart, you will want to add a Provider, Clinic, and then for the Item Type field you can enter the 12 digit UPC code to look up the product or you can scan the barcode of the product to bring it up automatically. You can also just search the product by name as well.

If you noted in the Item Type settings that the item is taxable then the Taxable checkbox will be checked by default, if not, then it will be unchecked. The tax rate that is used for calculation is based on what taxes were set within the clinic settings. You can also add a discount, either by a dollar amount or by a percentage. The Amount is the base amount set within the Item Type and the Tax Amount pulls based on tax calculation from the clinic settings. The total amount is calculated as the base amount minus the discount, plus any tax amount. Please note that the Total Amount will post as the billed amount in any financials and report screens.

The number indicated in the Units field will be what is deducted from the total In Stock inventory from within the Item Type settings. If you go back into an existing Item Type within a patient's financials and change the value entered in the Units field, the system will give you a warning asking if you would like to update the inventory to reflect the changes made.

Please note, that if in the treatment plan settings you define the billing section with Item Types instead of having a CPT code generated the Item will not be deducted from the inventory count. However, if the Item is ordered from the Suggested Products and Services section, it will be deducted from the inventory count for that specific product.