Procedures are billable items that are not necessarily tangible inventory items such as anal gland expulsion or a dental cleaning. You will want to set up your Procedures to best suit your needs.
To work with Procedures:
From the Menu, click on Settings > Products & Services > Procedures.
From here you will see the Procedure Management screen with a list of all your Procedures. You can filter procedures from the Category drop-down list. You can also add, edit, delete categories.
Note: If you delete a category, you will delete every Procedure within that category. If you wish to relocate those Procedures to a different category, you will need to do so before you delete the entire category.
To Add a new category, click the Add link to the right of the category list.
To edit or delete an existing category first select the category from the drop-down list then click Edit or Delete depending on which action you would like to take.
If you click Delete, you will get a message asking you to confirm that you wish to delete the entire category. If you wish to edit the category, you will be given the configurable options for that category. You can change the name and description of the category and you can also give a category-wide discount. For example, if May is "Dental Month" at your practice, you may wish to give a category-wide discount on all dental procedures for the month of May.
To Add a new category, simply click "Add" link and a screen will open where you have the options to enter a name, description, and percentage discount.
ADDING AND EDITING PROCEDURES
To add a new procedure click Add Procedure Item link. The screen below will appear:
You will need to fill out the fields accordingly:
- Category - This will default to whichever category you are currently in, but you can change the category using the drop-down menu.
- Code - This can be alphanumeric, and it must be unique.
- Name - This can be the medical term or the Common Name
- Common Name - If the name above isn't the Common Name your clients would recognize then you can enter it here.
- Cost - This is the amount is cost you to perform the procedure
- Markup - If you enter a markup percentage it will multiply your cost by the markup percentage and directly update the Price field below it.
- Price - This is the price you charge for the procedure. You can enter it directly or use the markup field.
- Service Fee - This is an additional fee (such as a disposal fee for syringe) that you would also want to charge whenever this procedure is performed.
- Tax Level - Set whether or not the procedure is subject to sales tax
- Allow Price Change - this check box determines whether or not the price can be changed upon checkout. The employee would still need the right to change the amount even if this box is checked.
- Exclude from Percentage Discounts - If you offer a discount to a certain group of people (i.e. senior citizens), this box will allow you to exclude items from that discount. This will also exclude this procedure from a Category discount.
- Percentage Discount - This will allow you to discount only this procedure.
- Hide on Invoice - This field can only be used if the procedure has a zero cost to the client.
- Exclude from Production Calculations - This is for your production reporting. If you pay employees based on their production, but this procedure should not be included in that count then click this box.
- Change patient status to - This field will allow you to change the patient's status. For example, if this is a euthanasia procedure, you may want to change the patient's status to deceased.
- Change Patient Sex? - Check this box if this procedure could change the patient's sex to neutered or spayed.
- Linked Inventory Item - Some procedures may require an item from inventory to be performed. For example, if you are doing an anal gland expression, you may want to link to your "gloves" inventory item so that whenever you perform this procedure 1 glove will be taken from inventory automatically.
- Inventory Item Default - The default quantity is used for the linked item when adding the item to patient's medical record.
- Handout - This is the document to give to the client when this item is added to the invoice.
- Barcode - This is the barcode on the item.
You can always update any of these fields on existing procedures by clicking the Edit pencil next to the procedure. Click the Copy button to make another procedure from an existing procedure. A new code for the copy is required.