All | FAQ | Config | Training | Troubleshooting

NS - Knowledgebase

Find the answers you need. More articles every week.

All | OfficePro | ApptPro | ChartPro | PatientPro | BillPro | ProductPro | LabPro

ID	Title	Module	Category
42	Adding and Editing Products Adding and Editing Products Products are managed from Product Administration. Open the Admin menu and choose Product Admin from the list on the left. Finding a product Two tools sit at the top of the page. Search Products takes part of a name or product code - type a few letters and click Go. Filter By Vendor narrows the list to one supplier, which is the quicker route when you are working through a delivery or reviewing one vendor's pricing. The Product List also offers Select by First Letter for browsing, and Clear to drop the current filter and start again. What a product record holds Opening a product shows it in sections, and you do not need to complete all of them. Only the name, type and price are needed to sell something; the rest earns its keep in specific situations. Product Information - the name, the Type (capsules, liquid, cream, tincture and so on) and the Price. The type sets how quantities read on an order, so a product sold in capsules should say so. Product Description - what the patient sees. Formatting Hints beside the box explains the light formatting available. TxPlan Description - the wording used on a treatment plan, where that should differ from the general description. Product Image - shown in the patient portal. Products with a picture sell noticeably better than products without one. Categories - how the product is grouped for browsing, in the portal and in your own lists. The clinical detail The product record also carries Dosing Information, Recommended intake, Features and Benefits, Contra-indications and Inactive Ingredients. These are worth filling in for anything you dispense regularly. Contra-indications and Inactive Ingredients in particular are what a provider checks before recommending something to a patient with an allergy or an interacting medication - an empty field there is not neutral, it just means nobody can check. Pricing The Pricing section holds the Cost you pay and the Price you charge, and works out Margin and Markup from them. Average Cost is what the stock you are actually holding cost, which drifts from the current cost as you buy at different prices - it is the figure to use when valuing inventory. Stock Inventory Details shows On Hand and the Location the stock is kept in. Inventory Transactions lists every movement - what was purchased, received, sold and adjusted, and when. When a count is wrong, read the transactions before adjusting. The history usually shows what happened, and an adjustment made without understanding the cause hides the problem rather than fixing it. Set a Reorder Level on anything you keep in stock. The reorder tools use it to tell you what is running low, and a product with no reorder level simply never appears in those lists. Editing several products at once The Inventory Management panel on the left of Product Administration handles the jobs that span many products: Edit Inventory Values for counts and costs, and Edit Product Instructions for dosing text. Both are far quicker than opening products one at a time. Purchase orders and Add PO are in the same panel. Receive new stock through a purchase order rather than by adjusting counts - the PO records what you paid, which is what keeps Average Cost and your inventory value honest. Retiring a product Make a product you no longer sell inactive rather than deleting it. Deleting breaks the history of everything already sold; making it inactive takes it out of the lists while leaving past orders, invoices and reports intact.
30	Organising Your Product Catalogue Organising Your Product Catalogue A catalogue of a few hundred products only stays usable if it is organised. Three things do most of that work: categories, vendors and keeping retired products out of the way. All of it lives under Product Admin on the Admin menu. Categories Categories group products for browsing - both for your own staff and for patients in the portal, where they are the main way anyone finds anything. Each category carries a sort order, so the ones you sell most can sit at the top rather than falling alphabetically. Keep them broad. A category holding two products is not helping anyone find anything, and a catalogue with forty categories is harder to navigate than one with eight. Vendors Recording the vendor on a product is what makes Filter By Vendor useful on the Product Administration page. That filter is how you work through a delivery, review one supplier's pricing, or find everything affected when a supplier discontinues a line. It also drives purchase orders: a product with no vendor cannot be ordered through the normal PO process. Finding things Search Products - part of a name or product code, then Go. Quickest when you know roughly what you want. Filter By Vendor - everything from one supplier. Select by First Letter - for browsing rather than searching. Clear - drops the current filter. Worth knowing, because a filter left on is the usual reason a product appears to have vanished. Product codes Product codes identify a product across orders, inventory and reports. Keep them consistent and do not reuse a code from a retired product - reports covering both periods will silently merge the two. Duplicates Duplicates appear naturally: the same supplement gets added twice under slightly different names, or an import creates a second copy. They split your stock figures and your sales history, so the same product looks like two half-selling ones. The Duplicate Products report under Reports lists catalogue entries that look like duplicates. Work through it occasionally rather than waiting for the figures to confuse someone - and when you find a pair, make one inactive rather than deleting it, so the sales already recorded against it survive. Retired products Make products you no longer sell inactive. They come out of the lists and out of the portal while everything already sold keeps its history. Deleting a product breaks that history, which is why it is almost never the right choice. Keeping it tidy A quarterly pass costs very little and prevents most catalogue problems: Run Duplicate Products and resolve anything it finds. Make inactive anything you have not sold in a year and do not intend to restock. Check that products you keep in stock have a Reorder Level - without one they never appear in the reorder lists. Check that anything sold through the portal has an image and a description worth reading.
74	Connecting Fullscript to OfficePro Connecting Fullscript to OfficePro Connecting Fullscript lets you pull their catalogue into your own product list and send patients a Fullscript plan without leaving OfficePro. It is set up once by an administrator, and then each prescribing provider is linked to their own Fullscript account. Fullscript needs ProductPro. Without that module none of these screens are reachable. 1. Connect the practice Open the Admin page and find Add-Ons & Integrations. In Fullscript Integration, click Integrate Fullscript. You are taken to Fullscript to sign in and approve the connection, then returned to OfficePro. When it has worked the section reads Your account is connected to Fullscript. Sign in with the account that owns your clinic's Fullscript dispensary, not a personal one - the connection determines whose catalogue and whose commissions you are working with. 2. Link each provider Connecting the practice is not enough on its own. Fullscript plans are written by a named prescriber, so each provider needs their own link. Under Associate Providers with Fullscript you will see each OfficePro Provider against their Fullscript ID. Use Add to Fullscript for anyone not yet linked. A provider showing Assigned under another account has a Fullscript account already tied to a different dispensary - often their own from a previous practice. That has to be resolved with Fullscript directly; OfficePro cannot move it. 3. Decide how imported products should look Before importing anything, set the defaults in ProductPro settings. They apply only to products added from the Fullscript catalogue and never change products you already have. Default Category - the category imported products land in. Worth setting, or everything arrives uncategorised and your patients cannot browse it. Default Product Type - leave it on none to import without a type. Only the values in that list are valid. A type that is not one of them renders a blank Type box on the product form, which is confusing and easy to miss. Mark Imported Products Taxable - leave this on unless your practice genuinely does not charge sales tax on supplements. See Sales Tax by Product Class if some are taxed at a reduced rate. Disconnecting Remove Access ends the connection, and the section then reads Your Fullscript access was removed. Products already imported stay in your catalogue - they are your products now - but they stop being refreshed from Fullscript and new plans cannot be written until you reconnect. Check it worked The integration reads as connected on the Admin page. Every prescribing provider shows a Fullscript ID. Open Fullscript Catalog and run a search - if products come back, the connection is live.
84	Setting Up Auto-Orders and Subscribe & Save Setting Up Auto-Orders and Subscribe & Save An auto-order is a standing arrangement to reorder a product for a patient on a fixed cycle. Each night OfficePro looks for plans that are due, creates the orders, and applies a recurring discount if you offer one. It bills patients on a schedule with nobody watching, so it is worth setting up deliberately rather than discovering how it behaves from a phone call. Before anything else: is it switched on? Auto-orders run for practices on BackOfficePro. This is part of your subscription, not a setting inside OfficePro - you cannot enable it yourself. If you are not on BackOfficePro you can still record auto-order plans, and nothing will ever generate from them. If you are unsure, ask support before you set expectations with a patient. Set your discounts In ProductPro settings there are two: Subscribe and Save First Autoorder Discount - a welcome discount on the first purchase, offered in the patient portal only. It appears on the patient's Subscribe & Save option as a green badge - 10% off today if you set it to 10%. Subscribe and Save Subsequent Autoorder Discount - the ongoing discount applied to every refill the nightly job creates. This is the one that matters financially, because it applies for as long as the plan runs. Both are set in 5% steps up to 30%. Leave either at 0% to offer no discount. Work the ongoing percentage out before you set it. On a monthly subscription, 10% off is 10% off twelve times a year, on a product you have already discounted to a dispensary price. Set the shipping and the notification Refills marked for shipping are charged your shipping fee, and premium shipping is charged Premium Shipping Charge. Pickup refills are free. Set these before the first run rather than refunding afterwards. Order Message User decides who receives the summary message after each night's run. Leave it on -- Select User -- and the summary goes to nobody in particular, which is the same as no one knowing orders were created. Point it at whoever actually packs orders. When the orders appear The job runs once a day, late in the evening Pacific time. Orders created overnight are waiting the next morning as Pending, alongside everything else in your patient orders queue - they are ordinary orders from that point on, and are picked, packed and completed the same way. It looks a short way ahead as well as behind, so a plan due in the next few days is picked up early rather than exactly on its date. A plan that is overdue produces one order, not one for every cycle it missed. Decide your refill policy Each product on a patient can carry a refill constraint: No Constriction / As Needed - no limit. Constrict Refills ( - a fixed number, counted down as they are used. Blocked - No refills - none, regardless of any plan. For anything a provider wants to review before it keeps going out, set a refill count or an end date on the plan. An auto-order with no end runs until somebody stops it. A different feature with the same name Vendors have auto-orders too. On a vendor's contact record, Auto Order raises a purchase order to your supplier on a cycle - the record will say This vendor is set to auto order every so many days. It restocks your shelves; it has nothing to do with patient subscriptions and no patient is billed by it. Check it before you rely on it Set up one plan on a real product with a short interval and watch what appears the next morning. Confirm the discount you expect is on the order line. Confirm the summary message reached the person you nominated. Confirm a shipped refill was charged shipping and a pickup one was not.
31	Managing Product Inventory in OfficePro Managing Product Inventory in OfficePro To effectively manage your product inventory, utilize the Product Admin area in OfficePro. Accessing Product Admin Navigate to Product Admin: Mouse over Admin at the top of any page and select Product Admin from the drop-down menu. Locate Inventory Management: In the lower left-hand menu, find the Inventory Management and Reorder List options. 1. Inventory Management The Inventory Management view assists with conducting periodic physical inventory counts and offers ongoing access similar to the initial setup with the Add Starting Inventory list. Adjustment Boxes: Next to each product listing, you’ll find three adjustment boxes: Draw, Expire, and Loss. These help track the reasons for inventory adjustments and identify systematic inventory issues. Reducing Inventory: Enter a number into any of these boxes to reduce the inventory of that item by that amount. Increasing Inventory: To increase the inventory, click the current on-hand count to open the Inventory Adjustment window. This can also be accessed from the Inventory tab of the Edit Product window. New Product Shipments: Note that inventory adjustments are not for receiving new product shipments; those should be entered in the Purchase Orders area. Non-Stocked Products: At the bottom of the inventory list, you'll find products indicated as not consistently stocked. These may be items intended for drop shipment or those you prescribe infrequently. Saving Adjustments: When you make inventory changes in the Inventory Management view, they are reflected in the New Count. Click Update at the top of the list to save your adjustments and update the On-Hand counts for each product. Printing Inventory Worksheet: If you prefer to conduct your inventory count on paper, click Print An Inventory Worksheet at the bottom of the left-hand menu. This generates a formatted worksheet in a new window, displaying each product's name, product code, expected quantity, and space for your actual count and adjustment reasons. 2. Reorder List The Reorder List highlights products that have reached an inventory level requiring reordering. Setting Reorder Levels: You set these levels in the Edit Product window, accessible from any product list. In the Inventory tab, enter a number in the Reorder Level box to allow OfficePro to notify you when the stock for that product falls below this level. Viewing Reorder List: The Reorder List displays only those products whose inventory has dipped below the set Reorder Level. Stock Notification: If you indicate that a product is kept consistently in stock, it will be highlighted in red on the Product Administration list when its inventory is low. Additional Resources To learn more about setting up your products in OfficePro, refer to the Knowledge Base articles on Adding and Editing Products, Product Lists, and Inventory Setup.
43	Setting Up Your Inventory in OfficePro Setting Up Your Inventory in OfficePro Accurate inventory management is crucial for ensuring you have the right products available for patient encounters. Here’s how to set up and manage your inventory effectively. Importance of Inventory Setup Automatic Adjustments: When you add a product to a patient’s encounter receipt, the stock on-hand for that product is automatically reduced. Conversely, when you add a product receipt, the stock is automatically increased to reflect the new stock received. This minimizes the need for manual inventory adjustments, making your workflow more efficient. Adding Starting Inventory Access the Add Starting Inventory Feature: Click on Add Starting Inventory from the left-hand menu. This feature is available for the first two months of your service, allowing you to set up your initial inventory. Initial Inventory Setup: In the Add Starting Inventory view, you will see: A list of your products. Current on-hand count (initially displayed as zero). A space to enter your opening count. A new on-hand count displayed to the right. Entering Opening Counts: For each product, enter the actual number of units you have in the opening count box. As you enter the opening counts, the new on-hand count will update to reflect your adjustments. Review and Save: After entering the opening counts for all products, double-check that the new on-hand counts are accurate. Click Update to save the counts for your entire product list. Ongoing Inventory Management After the initial two-month setup period, you can continue to manage your inventory using the Inventory Management view. This view allows for periodic adjustments and helps you maintain accurate stock levels over time. Conclusion Setting up your inventory accurately in OfficePro is essential for ensuring smooth operations and effective patient encounters. By utilizing the Add Starting Inventory feature and making sure your counts are correct, you’ll reduce the likelihood of stock discrepancies and enhance your practice's efficiency. If you have any questions or need further assistance with inventory management, feel free to ask!