Creating repair/L&D orders

Creating a repair or L&D order

1. In the patient's Hearing aids tab, right-click on the hearing aid or orderable item to be repaired or replaced, and select Send for repair or L&D replacement. If the patient has multiple devices that are eligible for repair or L&D replacement, a dialog will appear in which you can specify all the items that will be on this repair or L&D order.

2. In the Create repair order screen, on the Repair details tab, ensure that the Manufacturer, Reason for repair, Repair type, and Bill to values are correct. If this is an L&D replacement, the Reason for repair will be "L&D replacement."
3. In the Additional documentation panel, optionally add information to populate on the repair order form. 

4. Click NEXT.

Selecting the insurer

1. On the Order items tab, within the Products & services panel, click the Insurer drop-down menu to select the insurer.

   Items with a benefit code and/or special pricing defined for the selected insurer are highlighted with a check mark. Insurer-specific services are highlighted with a star and are only visible when the insurer is selected. See: Setting up insurer coverage for more information.

   

   If the insurer does not appear in the drop-down menu, enter the policy information in the patient's Insurers tab before continuing with the sale.

Selecting items for repair order

1. On the Order items tab, in the Products & services panel, optionally click the Services, Batteries, or Accessories tab.

   To quickly locate the desired item, type the first few letters of the item description in the Quick Find field.

   

2. Select one or multiple products or services by double-clicking the items to add them to the order. The items appear on the Order items tab within the Other products & services panel.

   Batteries that match a patient’s existing hearing aids are highlighted with L and/or R icons, signifying the left and/or right aid respectively.

Adjusting item quantities

1. On the Order items tab, within the Other products & services panel, click in the Quantity cell beside the selected item.

2. Click the up and down arrows to adjust the quantity.
   

3. To save the change, click out of the cell, or click Enter on the keyboard.

   The amount in the Total column is updated to match the Quantity x Unit price values.
4. Click NEXT.

Adjusting an order

1. To remove an item from the order, see: Removing items from sale.
2. To change the Order date, see: Changing order date. 
3. To change the order Location, see: Changing order location. 
4. To change the order Provider, see: Changing order provider. 
5. To change order prices, see: Decreasing item prices or Increasing item prices. 
6. To change the order cost allocation, see: Allocating costs between the patient and insurers. 
7. To enter an authorization number, see: Entering an authorization or claim number (Canada only). 
8. To create a quote, see: Generating quotes.

Saving orders

1. On the Cost allocation tab, click SAVE ORDER.

   The Repair order form that appears can be printed and sent to the manufacturer. To generate other repair-related forms, including manufacturer-specific repair forms and the generic Loss and Damage Claim Form, right-click on the aid in the Hearing aids tab or in the Aid orders screen and select the desired form.
   The repair order appears in the patient's Hearing aids tab and within the Aid orders screen, found by clicking the ORDERS button on the main toolbar. A journal entry records the repair order.

Editing orders

1. Locate the ordered hearing aid by doing one of the following:

   • On the Patient browser tab, open the patient's file, and click the patient's Hearing aids tab.
   • Click the ORDER button on the main toolbar.
2. Select the desired order.

3. Click ORDER DETAILS to view or edit the order as needed.

4. On the Cost allocation tab, click UPDATE ORDER.

Cancelling orders

1. Locate the ordered hearing aid by doing one of the following:

   • On the Patient browser tab, open the patient's file, and click the patient's Hearing aids tab.
   • Click the ORDER button on the main toolbar.

2. Select the desired order.

3. Click ORDER DETAILS to view or edit the order.

4. On the Cost allocation tab, click CANCEL ORDER.

5. In the Cancel order dialog box, do one of the following:

   • Click Yes to proceed.

   • Click No to cancel. 

   Upon cancelling an order, the aid or item is placed in 'Repair cancelled' status within the patient's Hearing aids tab. To see these, click on the SHOW INACTIVE ITEMS button. The order is also removed from the Aid orders screen, found by clicking the ORDERS button on the main toolbar

6. To reactivate the aid or item, click on the aid in 'Repair cancelled' status on the patient's Hearing aids tab, right-click, and select Deliver aid or Deliver item.