Inventory Management: Getting Started

While using the drchrono platform in your day-to-day operations, you may keep track of your practice inventory with the drchrono Inventory Management tool. The Inventory Management tool includes the following capabilities:

  • Quantity tracking and auto-decrementation upon usage
  • Expiration documentation
  • Billing integration: price to patient, implemented through appointments.
  • Cost documentation (purchase price)
  • Inventory supply categorization
  • Services and procedures tracking

SETTING UP INVENTORY MANAGEMENT

To access the Inventory Management tool, from your drchrono EHR navigation bar mouse-over the 'Clinical' tab, then click on 'Inventory Management' under the 'Clinical' category.

After clicking on 'Inventory Management' you're presented with the Inventory Management portal.

The Inventory Management portal is organized by Categories, found on the lefthand side of the display. If you haven't used the Inventory Management tool before, the Vaccinations category will be the only category displayed. It is created by default and cannot be removed. The categories will have a number next to each category, representing the number of items in each list. Within each category, there will be products and/or services that you can keep track of. Products are inventory items and decrement upon use. Services given to patients can also be kept track of and act identically to products except they increment upon use. Each category is not restricted to a product or service and may contain a mix of both.

 

To begin using the Inventory Management tool, click on the green '+ Add new lot or service' button. Upon clicking the button, you can choose between 'New Vaccine', 'New Product', 'New Service', and 'Copy Custom Procedures'.

 

Products

For non-vaccine supplies, select the 'New Product'. Upon selecting 'New Product' You will be presented with the New Product form. If you do not have any categories created, select '+New Category' and the category you fill out will be created as a new category.

The fields shown are:

  • Category: Allows you to choose the organizational category your supplies will fall under.
  • Code: Choose an identifier sequence that you will be able to search for when adding the item to an appointment.
  • Name: The name of the item to be inventoried.
  • Type: Either product or service. Products will decrement with each use and have a starting quantity, services increment with each use and may not have a starting quantity.
  • Expiration: The expiration date of the product or services. If the item does not expire, leave blank.
  • Note: Any notes you would like to attach to the item.
  • Sales Tax Applicable: Indicates if tax affects the pricing of the item. 
  • Price: Price to charge the customer for usage before sales tax (leave blank if no charge).
  • Price with Tax: If you opt to include sales tax into the price that you charge the customer, this field will reflect the actual price charged to customer.
  • Cost: The cost you incurred to purchase the item.
  • Quantity: The quantity that the inventory item starts at.
  • Quantity Units (pictured below): The units that the quantity is expressed in.

After clicking 'Save' you will see your item appear in the list that you specified. To the right of the item, three buttons will be available for you to use. These buttons represent edit, delete, and decrement representatively. Note that the decrement tab effectively writes off the item (ie. damage or premature spoilage) and will not affect your revenues from charging your patients for inventory usage.

Vaccines

Vaccinations are set up differently than inventory products. To view your vaccines, click on the 'Vaccinations' tab to the left.

 

The fields shown are:

  • Lot number: Each batch of vaccines manufactured is given a lot number. State the lot number in this field.
  • Name: Name of the vaccine.
  • Clinical Vaccine Formulation Code (CVX): Every vaccine has a standard numerical identifier code assigned by the CDC National Center of Immunization and Respiratory Diseases (NCIRD) known as the CVX code. State the CVX code in this field.
  • Manufacturer of Vaccine Code (MVX): Every vaccine manufacturer has a 3-letter HL7 identifier code known as the MVX code, for the manufacturer of the vaccine, state the MVX code in this field.
  • Manufacturer: Name of the manufacturer.
  • Expiration: Expiration date of the vaccine.
  • Sales Tax Applicable: Indicates if tax affects the pricing of the item. 
  • Price: Price to charge the customer for usage before sales tax (leave blank if no charge).
  • Price with Tax: If you opt to include sales tax into the price that you charge the customer, this field will reflect the actual price charged to customer.
  • Cost: The cost you incurred to purchase the item.
  • Quantity: The quantity that the inventory item starts at.

Like with products, your vaccines will be displayed in the 'Vaccinations' list. As with products the decrement tab effectively writes off the item (ie. damage or premature spoilage) and will not affect your revenues from charging your patients for inventory usage.

 

Services

Services are identical to products in all ways except they increment rather than decrement upon use. On the 'New Service' form, all fields are identical to the 'New Product' form except that the 'Type' is service instead of product.

 

Your new service will appear in the list of items in your selected category and can be identified from products with the '+1' symbol instead of the '-1' symbol. To restate, services automatically increment when used with appointments and products decrement when used with appointments. Either can be manually incremented or decremented by clicking the '+1/-1' button on the Inventory Management page.

 

USING APPOINTMENTS TO AUTO INCREMENT OR DECREMENT YOUR INVENTORY ITEMS

To have your inventory items auto-increase (service) or auto-decrease (product) in value for every appointment, add a new appointment and go to the 'Billing' tab. Your inventory items can be searchable via the 'Custom Codes' section on the bottom left-hand corner of the 'Schedule Appointment' form. If you are unfamiliar with this interface, please feel free to explore our billing guide found here.

Reminder: If your 'Billing' tab is grayed out, that indicates that you have not saved your basic appointment information. Please fill out the 'Appointment' tab, click save, and then access the 'Billing' tab.

 

To search for your inventory items, either type in the code you designated for that inventory item or directly search by keyword in the 'Custom Code' search box.

 

After clicking on the inventory item you need, your inventory items will appear as a list in the 'Custom Codes' section. The 'Price' field will pre-populate with the price you specified for that inventory item. Enter in a quantity representing the quantity used for that appointment.

When the appointment concludes, you can navigate back to the Inventory Management tool and observe that your inventory has now automatically incremented or decremented by the quantity you specified in the appointment.

 

 

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