Using a bar code scanner to enter items into your invoice can be a huge time-saver.  In order for this method to work, you need to have the UPC codes for your products entered into your dispensary for each product.  If you do not have a UPC code entered for your product, then the bar code scanner will be unable to find the product from your product list.

UPC codes must be added to products for the barcode scanner to find them.

Configuring Your Scanner

Any USB or wireless bar code scanner will do the trick.  You simply need to make sure the scanner is configured to add a “enter” key at the end of the scanning process.  This is usually called a scanning suffix.  Most bar code scanners allow you to configure what you want your scanning suffix to be.  It could be an “enter”, or a “tab”, or any character really.  In order for it to work with our system, the suffix needs to be an “enter”.

How To Scan Items Into The Invoice

Once you have ensures that your products have a UPC code entered, and that your scanner is properly configured, you can then start scanning.  Start by opening up an invoice to which you want to add items.

Just above the item list, there is a text field where you need to click into – this is where the barcode scanner will scan in the codes.  Click into this text field so that your cursor is in that field, and then start using your scanner.  That’s all there is to it.

Ensure that you click in to the barcode field before using the scanner.

You can create a Billing Alerts from the Client Workspace, in the Notes area.

Billing Alerts are notes regarding a client that are written by anyone at the clinic, that have been specifically connected to your invoices.

Any note created in the OutSmart Notes section can be labeled as a Billing Alert. By labeling a note as a Billing Alert, you are saying that it is important for you, or for others at the clinic, to see this note when creating an invoice for the client which the note refers to.

Creating a Billing Alert

To create a billing alert, first you need to create a note. That is done in the Client Workspace. When you are in the workspace, look for the Notes area.

1. Type in the note you want to save as an alert.
2. Click on save, and then set the access permission to the note. It defaults to be private to you, so if you want others to see it, adjust it accordingly.
3. Add the Billing Alert label.
4. Type the note you want to save as an alert.

That’s it!  After you do this, the note will show up in the alert box of the Invoice Editor, after selecting the patient.

Creating a workspace note and adding a Billing label

Invoice alert shows up in the Invoice Editor, after selecting a patient.

Billing alerts show up in the invoice after patient is selected