Everything you need for invoicing in one place

The Daily Express Checkout Card on the Dashboard serves to quickly create invoices for the clients you currently have in the clinic at the moment.  It only examines the clients/patients who are scheduled in your Calendar or have a Smart Chart created for the current day, and no other day.

For these clients, it searches the Calendar, Smart Charts, and Invoices to find any pertinent billable items and displays them for you to examine.  Your goal when looking at the Daily Express Checkout Card is to determine whether or not there are currently any existing invoices that need attention for this clients, and if not, then to create a new patient invoice for today’s visit.

Daily Express Checkout Dashboard Card

Displayed Invoices (Checkout Column)

The invoices that are displayed by OutSmart in the Checkout column of the Daily Xpress Checkout Card are those that fit the following criteria:

• Any invoice created today (open or closed, paid or unpaid).
• Any invoice that is still marked as open (paid or unpaid).
• Any invoice where the total payments does not match the total on the invoice (open or closed, from any date).

If there is an invoice for the patient (which you also have permission to see) that fits any of the above criteria, then it will be shown in the row for that patient in the Daily Express Checkout Card.

Click on the New Invoice button to pre-populate an invoice with the selected items. You an also see past due invoices below, as well as all invoices created on the current day.

At the top of the list of invoices, there is a green New Invoice button displayed regardless of whether or not there are existing invoices to display.  The New Invoice button will take all the items and services selected in the Daily Xpress Checkout Card for this patient and create a new invoice that is pre-populated with all the necessary information, including the practitioner name, date, patient name and address, products and services, taxes, currency, and date.  All you have to do at this point is verify the information and record the payment method used.

Each of the Invoices (if any) displayed in the Express Checkout can be clicked on to open the invoice for viewing and editing.  So when you are checking out a patient, the first place to look is the invoices column.  You can settle any outstanding invoices by clicking on them and entering payment, and then you can create a new invoice for the current visit.  Every invoice must be paid separately.  You cannot take a single payment for all invoices in our system, as each invoice is representative of a specific visit and transaction.

Dispensary Account Column

The dispensary account column will display all the dispensaries which you have access to.  This could be anywhere from a single dispensary to a dozen or so dispensaries.  Each dispensary account represents a specific business and a specific set of accounting books.  It is important to select the correct dispensary account here before proceeding to create an invoice in the Daily Express Checkout Card because the selected dispensary is the set of books within which the invoice will be created.

Selecting a Dispensary for checkout

Depending on which dispensary account you select, some of the products or services in the Daily Express Checkout Card may become enabled or disabled.  This is because those products may or may not exist in the selected dispensary.  For example, let’s say that you have a practitioner who works in a clinic where the clinic sells supplements.  The practitioner in this example is renting office space from the clinic, and has has their own shelf of supplements in their rented space.  The practitioner intends to sell a Vitamin C that they carry in their office, as well as an Iron supplement that is carried by the clinic.  The practitioner indicates these two supplements in their Smart Chart.  When the patient comes to the front desk at the clinic, the admin staff will have access to both the practitioner’s dispensary account and the clinic’s dispensary account.  So the admins staff will have to use each dispensary account in turn to create 2 invoices for the patient; one from the practitioner, and one from the clinic.  When the admin staff select the clinic’s dispensary account in the Daily Express Checkout Card, they will find that they are unable to add the Vitamin C to that invoice because the Vitamin C does not belong to the clinic, it belongs to the practitioner.  They would have to first use the clinic’s dispensary account to create an invoice for the Iron supplement, and then use the practitioner’s dispensary account to create an invoice for the Vitamin C.

Services Column

The Services column will display all the appointments that are booked for this client in the Calendar.  It will only include appointments that you have access to.  If you are the admin for the clinic, then you will see all appointments for all practitioners.  If you are the practitioner, then you will only see the appointments that you have access to see in the Calendar.

Click on a service to select it for billing

In order to add services to an invoice, you simply need to click on the services in the list that you wish to add to the invoice.  This will turn the service item orange, indicating that when you click on the New Invoice button, or the Checkout button within one of the displayed existing invoices, these orange services will be added to that invoice.

Chart Column

The Chart column will display all the billable products and diagnoses included in any Smart Chart created today, that you have permission to see.  If you are an admin for the clinic, you will see items from all charts created.  If you are a practitioner, you will only see items from charts that you have created, or that are shared with you.

Click on an item to select it for billing.

In order to add items to an invoice, you simply need to click on the items in the list that you wish to add to the invoice.  This will turn the item orange, indicating that when you click on the New Invoice button, or the Checkout button within one of the displayed existing invoices, these orange items will be added to that invoice.

If you are using billable diagnoses in your SOAP chart, then these will also show up here.  Just like items, click on the diagnoses to add it to the invoice.  This will add a list of all the selected diagnoses to the memo section of the invoice.

Putting It All Together

The idea behind the Daily Express Checkout Card is for you to be able to quickly put together an invoice for a client without having to navigate the system to see what this client needs to be billed for.  It will gather data from the Calendar, from the Smart Charts, and from Invoices, and display all this information in one place.

It will also only display pertinent information that is relevant to the clients who are due to be in your clinic on the current day, so that you are not overloaded with information you do not need.

In a single sentence, this is how the Daily Express Checkout Card can be used:  Find the row for the current patient, click on each service and item that the patient must pay for, and then click on New Invoice.  That’s all there is to it.

Blends or Recipes that are not finalized are those that are added to a medical chart, but have not actually been blended yet.

A blend that was added to a SOAP chart for this client, but the blend was not finalized. This means it was not converted into a billable product, and cannot be select in the Express Checkout.

When a practitioner is crafting a recipe for a blended product or injectable within a medical chart, this recipe or blend is not ‘finalized’ until it is actually produced.

What this means is that it is just a recipe, not an actual billable product, until it has actually been blended and produced.

After crafting a recipe in their medical chart, a practitioner has the option to ‘finalize’ the recipe.  This means that they are locking in the recipe, and they are producing the blend as described by the recipe.  When they do this, the blend is actually produced in the dispensary, reducing the inventory of the ingredients that make up the blend, and increasing the inventory of the blended product they have just crafted.

Every crafted blend has a unique lot number and is date and time-stamped, to conform with GMP (Good Manufacturing Practices) guidelines for the manufacture of consumable products.  This is especially important in a medical environment.

If this process is not done, the product does not actually exist yet, and as such, cannot be automatically added to an invoice through the Express Checkout on the Dashboard.