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ID	Title	Module	Category
53	Patient Product Orders Patient Product Orders Patients can order products themselves from the PatientPro portal, and those orders arrive in OfficePro for your staff to fill. This covers both halves - what the patient does, and what you do with the order once it lands. What the patient sees Your products in the portal lists what has been prescribed or recommended for them, and Products Available Over the Counter lists anything you sell openly. They can search, filter by category, and reorder anything they have had before. Checkout is a short sequence under Online Check Out: Delivery method - Pickup, Standard Delivery or Premium Delivery. Delivery details - the address, where it is being sent. Payment method - taken against the card already held for them. They then see Your Order Was Received, and the order appears under Order History with Order Details and Products in this Order: for each one. The charge is not settled at that point. The patient has authorised it; the money is taken when your staff process the order. This matters, because a patient who cancels before you process has not been charged. Working orders in OfficePro Orders arrive in Active Patient Orders. Opening one shows Steps to complete this order - the sequence for that order, which differs depending on whether it is being collected or delivered. Each product line shows Needed against OnHand, so you can see immediately whether you can fill it. Where you cannot, Order Products puts what is short onto a purchase order. You do not have to fill an order all at once. Work the lines you can and leave the rest - the order stays open with the remainder outstanding, which is the right answer when one item is on back-order and the patient wants the rest now. The actions you will use most: Process - takes the payment and commits the order. Collect and Ready for pickup - for orders being picked up in the clinic. Deliver and Shipped, with a Tracking Number - for orders going out. Send Text Now and Resend Text - tell the patient it is ready. Worth doing: an order nobody was told about sits on the shelf. Apply patient credit - where the patient has credit to put against it. Re-sync Products - refreshes the lines against the current catalogue if a price or product has changed since the patient ordered. Scheduled for completion by shows when the order is expected to be finished, which is what the patient has been told. Carts that never became orders Patient Carts shows baskets patients filled and did not check out. These are worth a look - a cart abandoned at the payment step often means a card problem rather than a change of mind, and a phone call recovers the sale. What ordering does to the rest of the system Stock moves when the order is processed, not when the patient places it. Two patients can order the last bottle; the second discovers it at processing. Processing creates the visit and charges that carry the sale, so a processed order appears in your takings like any other product sale. Tax is worked out at processing from the delivery destination. An order shipped out of area may correctly carry no tax - see Setting Up Sales Tax. Keeping it working Work Active Patient Orders daily. Patients have been told when to expect their order, and nothing chases it for you. Tell them when it is ready - use the text rather than assuming they will check the portal. Keep the catalogue honest. Patients order from what they see, so a product with no image or a stale price produces orders you then have to correct. Check Patient Carts weekly for orders that stalled at payment.
75	Importing Products from Fullscript and Vendor Catalogs Importing Products from Fullscript and Vendor Catalogs The Product Catalog is where you find products to add to your own list. It searches two kinds of catalog at once: Fullscript, once your practice is connected - see Connecting Fullscript to OfficePro. Vendor catalogs - natural-products companies in the NaturaeSoft Vendor Program publish their own catalogs, with your wholesale cost, so you can stock their products and reorder from them directly. Open it from Product Admin with the Product Catalog button. It has two tabs: Browse & Import, for adding products and connecting the ones you already have to the vendor that makes them, and Link to Fullscript, for matching your existing products to Fullscript by hand. Finding a product Use Search - by product name, brand, SKU or UPC. Source chooses where to look: All sources, Fullscript, or a single vendor. Choosing a vendor lists its whole catalog, with the products the network recommends most at the top. Each row shows the Brand and Size, and under Source where it comes from: Fullscript with its price, a vendor's name followed by direct with your cost, or both. One product, one row. When a vendor's product is also on Fullscript - matched by its UPC barcode - it appears once, showing both sources, and imports as one product. The catalog hides what you already stock. The Show: filter starts on products I don't stock, which is sensible when you are looking for something new and misleading when you are not - search for a product you already carry and nothing comes back. … plus other sizes & brands also shows products that look like something you carry in another size or from another brand, and everything, including mine hides nothing. Switch to everything, including mine before concluding a product is unavailable, and remember the list runs to more than one page. When you browse without a search, the Network rank column ranks products by how often they are recommended across the NaturaeSoft network. It is not your own prescribing history - Fullscript does not report per-practice popularity - so read it as a general signal rather than as a reflection of your patients. Adding new products Tick the products you want, check Your price, and click Add Selected to My Catalog. Products you do not have yet are ticked for you. They arrive as ordinary OfficePro products, using the defaults set in ProductPro settings. From Fullscript a product brings its name, brand, size and Fullscript's price. Leave create missing brands as vendors ticked. It records each product's brand as a vendor as it imports, which is what makes Filter By Vendor useful afterwards and what lets those products go on a purchase order at all. Untick it and you get a catalogue of products with no supplier against any of them. From a vendor catalog a product brings the vendor's name, SKU and size, your cost, and the vendor set up as its supplier, ready for a purchase order. The vendor is added to your vendor list if it is not there already - under the name you already use for it, if you have one. From both you get one product with both: the vendor as supplier with your cost, and Fullscript for treatment plans and default dosing. Your price starts at the MSRP. Keep it, and later MSRP changes from the vendor reach your price automatically; change it, and your price stays yours. Your cost follows the vendor's wholesale price, updated overnight. To adjust a product before it goes in, use add & edit… on its row. It opens the product form already filled in. Set Default Dosing appears when some of your Fullscript products have no dosing instructions. It fills them in from how each product is most commonly dosed across the network, so they do not have to be typed on every plan. Worth doing for anything you dispense regularly - the instructions are what the patient actually follows, and providers can still change them when prescribing. Products you already have A row marked you have this as is a product you already carry that a vendor now publishes. The badge at the end of the row says what ticking it does - usually add the vendor as supplier. Tick it and click Add Selected to My Catalog: your existing product gains the vendor as its supplier and your cost from their catalog, and nothing else changes - its name, code and price stay as you set them. Nothing is added twice. Ticked products you already have are linked, not added again, and one that is already fully linked is skipped. If a product code cannot be derived cleanly the row is refused rather than creating a clashing one. Linking products to Fullscript Most practices already stock some of what Fullscript carries. Link to Fullscript matches your catalogue to theirs so the two are treated as the same product rather than two competing entries. The list pairs Your product and Your code against a proposed Fullscript match. Check the suggestions before accepting them - a match is proposed on name and brand, and two products with similar names can differ in strength or size, which matters clinically. When you are satisfied, use Link Confirmed Matches. Do this before importing from Fullscript in bulk. Linking first means you end up with one entry per product; importing first usually means finding and merging duplicates afterwards. Adding one product at a time On Add Product, start typing the product name. After three letters a list of matching Fullscript and vendor catalog products opens under Product Name - a vendor's product shows its name followed by direct. Pick one and the form fills itself in, including your cost for a vendor's product. See Adding and Editing Products. What to watch Check the Type on the first few imports. If Default Product Type is set to anything not in the supplied list, the Type box on the product form renders blank. Import two or three, look at them, then import the rest. Fullscript prices are Fullscript's, not yours. They arrive as the catalogue price - review anything where you set your own margin. Discontinued products stay on until you decide. When a vendor discontinues a product you carry, the Product Catalog says so at the top. The product stays active in your list; when you discontinue it, Discontinue Notify lets you tell patients who still have it in a cart or refill plan. Codes typed by hand can still collide. The import derives unique codes, but nothing stops someone later creating a product by hand with a code that already exists. Run the Duplicate Products report occasionally. Import in batches. Adding a few hundred products you will never dispense makes the catalogue harder to use for everyone. Writing a plan With products in place, a provider can create a Fullscript plan for a patient from the chart - see Fullscript Treatment Plans and Create Fullscript Plan. The plan is written under that provider's Fullscript account, which is why each provider has to be linked individually.
85	Managing a Patient's Auto-Order Plan Managing a Patient's Auto-Order Plan An auto-order plan lives on the patient, against a single product. Each plan has its own interval, quantity and delivery method, so one patient can have a monthly refill of one product and a quarterly refill of another. Setting one up Open the product on the patient and use the AutoOrder section: Interval: - how often to reorder, from Every 1 day to Every 365 days. None means no auto-order; it is also what an unfinished plan looks like. Qty: - how many to send each time. This is not the same as the quantity dispensed today. Method: - Pickup or Ship. Whichever you choose here is what the refill is charged for, so a shipped plan is charged shipping every cycle. Start:, Next: and End: - when the plan begins, when the next refill is due, and when it stops. Leave End: empty and the plan runs indefinitely. If the patient is taking a supply home today, set Start: to when they will need the next one - a plan starting today is ordered that night. Both Interval: and Qty: have to be set for anything to happen. A plan with an interval and a quantity of zero looks configured on screen and will never generate an order. Put the dosing on the plan This is the step most easily missed. Refill lines take their directions from the plan, not from the product and not from the last dispense. If the plan has no dosing, the refill goes out with no directions on it - a bottle with a label and no instructions. Set the dosing at the same time you set the interval, and check it again if a provider changes the dose later. Changing the dose on a new dispense does not change what the plan sends next month. Seeing every plan at once The Auto Orders button on the ProductPro admin page opens Patient Auto Orders, which has two views: By Date - everything due, in date order. This is the one to look at in the morning and before a holiday. By Patient - one patient's plans together, which is what you want on the phone. Each row shows the Product Code and Product Name, the Interval (Days), Quantity and Method, the Start and Next dates, and - usefully - On Hand and On Order. Those last two are the early warning: a plan due next week for a product you have none of is a problem you can still fix this week. Delivery shows as a PICKUP, SHIP or PREMIUM badge. No orders found means nothing is due in that view, not that the feature is off. Changing a plan To pause it, push Next: out to the date you want it to resume. The plan stays intact and the patient keeps their history. To stop it, set Interval: to None, or set an End: date. Either stops future orders; neither touches orders already created. To change the quantity or the dose, edit the plan itself. The next refill picks up the change; one already generated does not. To change how often it refills, change Interval:. The Next: date moves by the difference - from every 60 days to every 120 moves it 60 days later - and the screen says so before you save, so you can set a different date if you need to. To skip one refill, move Next: forward by one interval. Cancelling an order that has already been created does not move the plan on, and it will simply come round again. When patients set their own up Patients ordering through the portal choose between three options, and it helps to know which one they picked: One-time Purchase - Pay today, no commitment. No plan is created. Subscribe & Save - Pay today + set up auto-refill. They are charged now and a plan starts one interval later. This is the option that carries the welcome discount. Auto-Order Only - No charge today. Nothing is billed until the job runs that evening. They also choose Refill every and Delivery. Their plans appear in Patient Auto Orders alongside the ones you created, and you can edit them the same way. When a patient buys a product they already get on auto-order, the portal tells them, including whether a refill is already being prepared. Buying it - as a one-time purchase or with Subscribe & Save - moves the plan's next refill to a full interval after the purchase, so they do not receive both. Subscribing again restarts a plan that had ended and keeps the dosing already on the plan. Patients can change their own Next refill date in the portal, but not to today or earlier. A sale at the desk, on an encounter or through the patient's cart in OfficePro does not move the plan. When you sell a product the patient is on auto-order for, move Next: forward yourself. Watching the whole book The Subscription Health report under Products shows active auto-orders, estimated monthly recurring revenue, and which plans are about to lapse. Lapsing plans are worth a call - a patient whose subscription quietly ended usually did not decide to stop.
118	When a Product Is Discontinued When a Product Is Discontinued When a manufacturer discontinues a product, making it inactive takes it out of product search and the patient dispensary. That leaves the patients who already have it in their cart or on an auto-order. OfficePro now catches that moment and lets you tell them, rather than leaving their refills to fail quietly. Mark the product inactive Open the product in Edit Product - the pencil beside it in the Product List on Product Administration. Untick Active, next to the product name. Click Save Product. If nobody is holding the product, that is the end of it - the save works exactly as it always has. If any patient still has it in their cart, or on an auto-order that is still running, you are taken to Product Discontinued - Notify Patients instead. The review screen only appears when you untick Active on Edit Product. Clearing the Active box on the product list saves the change but does not open it. Re-saving a product that was already inactive does not open it either. Review who is affected By the time this screen opens the product has been saved as inactive, and nothing else has happened. Nothing is sent and nothing is cancelled until you say so. Each patient still holding the product has a row showing: In cart - how many cart lines, and the quantity. Auto-order - how many running auto-orders, and the quantity. Already told - the date they were last sent a notice about this product, if ever. Patients who have not been told are ticked. Anyone who has already had a notice about this product starts unticked, so nobody gets the same message twice by accident. Tick or untick anyone you like, or use Select all and Select none. The patient name opens their record in a new tab. Write the notice Subject - the heading the patient sees in their portal inbox. It starts as Product discontinued and holds up to 50 characters. Message - starts with a short explanation and an offer to help find a replacement. Edit it. If you already know the replacement product, this is the place to name it - that is the part patients actually need. Write the message once for everybody. Underneath it, each patient automatically gets a What this affects for you: list covering only what they hold - their cart lines, and their auto-orders and whether those were cancelled. Notices go to the patient's PatientPro portal inbox. They are not sent by text or e-mail. Choose what else happens Cancel the auto-orders for this product - ticked by default. It cancels the auto-orders of the patients you ticked, so no more refills are generated for a product you can no longer supply. The patient's notice tells them it was cancelled and that they will not be charged for another shipment. Untick it and their notice asks them to contact you so you can update their plan instead. Also raise an internal message for the product team - ticked by default. It sends one staff message listing the patients notified and how many auto-orders were cancelled, as a reminder to line up a replacement. It goes to the Order Message User set in ProductPro Settings. Send, or skip Click Send Notices and confirm. Only the ticked patients are sent a notice, and only their auto-orders are cancelled. Skip for now closes the screen without sending or cancelling anything. The product stays inactive. The screen will not open again on its own. To come back to it, make the product active, save, then make it inactive again - patients already told will start unticked. What cart lines do Cart lines are never removed. Anywhere the product sits in a patient's Patient Cart or under Products on Auto Order on their record, it shows a DISCONTINUED badge. The badge follows the product: make it active again and the badge disappears. The badge is a warning, not a block. If the product should not be sold, take the line out of the cart yourself or swap it for the replacement. Good practice Know the replacement before you save. A notice that names the alternative saves a round of messages. Make it inactive; do not delete it. Deleting breaks the sales history, and it does not warn anybody who is holding the product. See Adding and Editing Products. Follow up the auto-orders. Once a patient has a replacement, set it up on their plan - see Managing a Patient's Auto-Order Plan.
39	Walkthrough: Adding and Editing Products Walkthrough: Adding and Editing Products Overview In Product Administration, you can manage your inventory by adding new products, editing existing product details, or deleting products as necessary. Adding a Product Access the Product List: Click the plus sign at the top of the product list or select Add A Product from the left-hand menu. Enter Product Information: In the Add Product window, fill in the following details: Manufacturer: Select from the dropdown. If the manufacturer isn’t listed, click the plus sign to add a new one. Product Code: Enter the unique code for the product. Cost and Price: Specify the wholesale cost and retail price. Dosage Information: Include dosage instructions, specifying the amount, unit, time interval, and any additional notes. Description: Type in a description or copy from the manufacturer’s website. Contraindications: List any contraindications and inactive ingredients. Image and Barcode: Upload an image for easier identification and enter the barcode number. Validation Option: Click Validate to search for the product on the Emerson Ecologics website, which helps confirm product codes and access detailed information. Product Status: Check the Active box if you currently prescribe or sell this product. Determine if the product is taxable based on your state laws and prescription status. Check the box to include the product in your inventory if you keep it in stock. Saving Options: Save and New: Opens a new Add Product window for entering another product. Save and Edit: Opens the Edit window for this product to add vendors, set stock levels, and categorize the product. Editing a Product Directly in the Product List: You can change details like retail price, wholesale cost, mark a product as inactive, or adjust its sorting order directly in the product list. After making changes, click the Update button at the top or bottom of the list to save your changes. Full Edit Window: Open the product in the Edit window to modify comprehensive details of the product record. Deleting a Product To Delete: Click the minus sign next to the product you wish to delete. Note: Deleting a product will not affect any associated transactions or patient records. Making Products Inactive: Instead of deleting, you can mark products as inactive. This removes them from your active product list but keeps their records intact for reference. Inactive products will be moved to the end of your product list and won’t appear during patient encounter edits. Conclusion Now that you know how to add, edit, and delete products in OfficePro, you can efficiently manage your product inventory. This enables you to stock the necessary items or prescribe via drop shipment as needed. If you have any further questions or need assistance with specific tasks, feel free to ask!
38	Accepting Product Returns Accepting Product Returns Problem A patient presents a product for return. Background The approach to recording a product return in OfficePro varies based on the circumstances of the return: Scenario A: The product is acceptable for resale, and you are giving a refund or credit for future services. Scenario B: The product is acceptable for resale, and the patient is being seen today; the total of services and products sold today will exceed the value of the returned product. Scenario C: The product is not in acceptable condition for return, but you are applying a credit or providing a refund to their account. The primary difference between these scenarios is the status of the returned product regarding inventory and how the return impacts current transactions. Solutions Scenario A: Return for Refund or Credit Navigate to Patient Detail Page: Go to the patient's detail page in OfficePro. Click on Return a Product: Locate the Patient Related Tasks box. Click on the Return a Product link. Select Product: Choose the product(s) the patient wishes to return from their purchase history. Specify Details: Enter the quantity returned. Indicate if the amount is intended for a refund or as a credit for future services. Create Return Visit: This process will generate a separate visit designated for tracking the return (noted as RTRN). A receipt document reflecting the transaction details will also be created. Scenario B: Return with Current Visit Add Product to Encounter: While documenting the current visit, add the product being returned to the encounter. Edit Quantity: Change the quantity of the product to -1. This action will: Return the product to OfficePro's virtual inventory. Provide a credit on the encounter to offset other charges. Check Credit Amount: If the credit exceeds the total due from the appointment, this method cannot be used, as the credited value will not be handled appropriately. Scenario C: Non-acceptable Return Credit to Patient’s Account: Apply a credit to the patient’s account as a discount equivalent to the value of the returned product. Option for Thorough Accounting: Alternatively, process the return using either of the methods from Scenarios A or B, and then apply an additional adjustment to the inventory to account for the product not returning to shelves (considered as disposal). Important Alerts Do Not Edit Original Encounter: Always avoid editing the original encounter to maintain accurate historical records. Making adjustments to the history can negatively impact bookkeeping, especially after a period has been closed.
40	Product Inventory Basics in OfficePro Product Inventory Basics in OfficePro Overview OfficePro serves as a point-of-sale system, streamlining the process of adding and managing your inventory. The system automatically adjusts stock levels based on sales and received inventory, minimizing the need for manual inventory adjustments. Adding Starting Inventory Accessing Add Starting Inventory: Click on Add Starting Inventory from the left-hand menu. This option is available for the first two months of service to help you set up your inventory. Entering Inventory Counts: You'll see a list of your products, including: Current On-Hand Count: Initial stock level (may show zero for new setups). Opening Count Box: Enter the starting inventory for each product. New On-Hand Count: This updates automatically based on your input. After verifying that the new on-hand counts are correct, click Update to save the counts for all products. Managing Inventory Periodic Physical Inventory Counts: Use the Inventory Management View for ongoing physical inventory counts. This view is similar to the Add Starting Inventory view and is available continuously. Reorder List: The Reorder List indicates products that have reached a low inventory level and need to be reordered. Set reorder levels in the Edit Product Window: Open the product from any product list. Navigate to the Inventory tab. Enter a number in the Reorder Level box to receive notifications when stock dips below this level. Conclusion Now that you have an understanding of how to set up and manage your product inventory in OfficePro, you can easily track your stock levels, sell products, and ensure timely reordering. This streamlined process helps maintain an efficient inventory system, supporting your practice's overall operations. If you have any questions about specific features or processes, feel free to ask!
41	Purchase Orders Purchase Orders Overview OfficePro enables you to create purchase orders for your product vendors and record product receipts. This process ensures accurate inventory management and efficient order tracking. Accessing Purchase Orders Opening the Purchase Orders List: Click Purchase Orders from the upper left-hand menu to view your existing purchase orders. Understanding the Purchase Orders List: Each purchase order (PO) will display: PO Number: Unique identifier for each order. Date: The date the PO was created (newer POs appear at the top). Vendor: The distributor you purchased from. Patient Name: Relevant for drop-ship orders, if applicable. Total Amount: The total dollar value of the purchase. Action options include Edit, Mark As Sent, or Receive, depending on the order's status. Once all actions are completed, the PO is marked as Complete. Completing Purchase Orders Stock Adjustment: When you mark a PO as Complete, the stock on-hand for the ordered products increases by the quantity received. Editing Completed POs: Even after marking as Complete, you can still edit the purchase order. Deleting POs: If you delete a PO, the products listed will be subtracted from your inventory. Creating Purchase Orders You can add a purchase order in three different ways: Using the Add Menu: Mouse over the Add menu at the top of the page and select Purchase. Using the Lower Left Menu: Click Add A Purchase Order from the menu at the lower left of the page. Using the Plus Sign: Click the plus sign at the top of the Purchase Orders list. Recording Product Receipts If you received a product without creating a purchase order in OfficePro, you can still log the receipt: Click Add A Purchase Receipt. Enter necessary details including: Vendor Date Product Quantity Shipping and Handling Charges Click Record Product Receipt. This will mark the transaction as complete, and your inventory will immediately update to reflect the quantity received. Conclusion By efficiently managing purchase orders and product receipts within OfficePro, you can maintain accurate inventory levels and streamline your ordering process. This functionality is essential for keeping your practice well-stocked and organized. If you have any questions about specific features or need further assistance, feel free to ask!