Selling services, batteries, and accessories
- Jessica Colaw
Selling items
To sell items to a patient, do one of the following:
On the Patient browser tab, open the patient's file.
On the Patient browser tab, click on the desired patient.
Click the Sale button on the main toolbar.
Selecting items for sale
The New sale screen opens. On the Order items tab, in the Products & services panel, click the Services, Batteries, or Accessories tab.
Select one or multiple products or services by double-clicking the items to add them to the sale. The items appear on the Order items tab within the Other products & services panel.
Removing items from sale
If the sale has been completed, click the patient's Sales history tab, click on the desired sale, and click Edit invoice(s).
On the Order items tab, within the Other products & services list, click on the desired item for removal.
Select the X next to the item.
Selecting the insurer
If the sale will be paid for by an insurer for which special pricing applies, select the insurer within the Products & services panel. Correct pricing is displayed and used for the sale. If the patient is covered by an insurer, whom normally pays the full amount of all purchases, the insurer will be selected by default.
On the Order items tab, within the Products & services panel, click the Insurer drop-down menu to select the insurer.
Adjusting item quantities
On the Order items tab, within the Other products & services panel, click in the Quantity cell beside the selected item.
Click the up and down arrows to adjust the quantity.
To save the change, click out of the cell, or click Enter on the keyboard.
Click Next.
Item quantities can also be adjusted on the Cost allocation tab.
Changing order date
On the Cost allocation tab, click the Order date field.
Select a new date from the calendar.
Changing order location
On the Cost allocation tab, click the Location drop-down menu.
Select the desired location.
Changing order provider
On the Cost allocation tab, click the Provider drop-down menu.
Select the desired provider.
Changing order referral source
On the Cost allocation tab, click the ellipses button to select the desired referral type for the order. Use the search bar to narrow down your list.
Highlight the desired referral source and click .
Selecting the invoice template
On the Cost allocation tab, click the Invoice template drop-down menu and select the desired template.
If selecting a sales receipt template, payment details must be entered upon completing the sale. See: Entering payment details for a sales receipt.
Decreasing item prices
On the Cost allocation tab, double-click in the Discount cell beside the selected item.
In the Discount dialog box, click the Reason drop-down menu to select the reason for the discount.
In the Discount field, enter the discount (per unit) in dollar amount or percentage.
Click Update. The discount appears in the Discount cell, and the subtotals and totals are recalculated automatically.
Increasing item prices
On the Cost allocation tab, click in the Price cell beside the selected item.
Enter the desired price.
To save the change, click out of the cell, or click Enter on the keyboard. The new price appears in the Price cell, and the subtotals and totals are recalculated automatically.
Allocating costs between the patient and insurers (non-claims tracking)
On the Cost allocation tab, click in the Covered amount cell beside the desired insurer.
Enter an amount to be covered by an insurer.
3. To save the change, click out of the cell, or click Enter on the keyboard. The amount shown on the Patient payable line is adjusted automatically.
Entering an authorization or claim number
On the Cost allocation tab, click in the Authorization No cell beside the desired insurer.
Enter the desired number.
To save the change, click out of the cell, or click Enter on the keyboard. The authorization number appears in the body of the insurer invoice.
Creating quotes
On the Cost allocation tab, click Create quotes. If multiple quote templates are active in the system, a dialog will prompt you to choose your desired template. A quote is then displayed for the patient and any insurers.
Click the Print icon in the top-left hand to print the quote(s), click Save as PDF to save to the local computer, or click Archive to save a copy to the patient's Documents tab. Alternatively, use the Email/fax menu to email a copy of the quote to the patient or contact.
Completing the sale
On the Cost allocation tab, click Complete sale. An Invoice is display for the patient and any insurers, the transaction appears in the patient’s Sales history tab, and a new journal entry is created to record the sale for the patient.
Optionally, click the Print icon in the top-left hand to print the invoice(s), click Receive/apply payment to enter payment information or apply an available deposit, click Exchange credit to apply available return credit, click Save as PDF to save to the local computer, or click Archive to save a copy to the patient's Documents tab.
Entering payment details for a sales receipt
In the Create sales receipt dialog box, review the Amount received field. It is auto-populated with the patient payable amount.
Select the Payment method and Check #, if Check is selected as the payment method.
Click Complete sale.