Instinct is always working on capturing charges for you, so invoicing your clients is simple and effortless! This article will explain how it works, as well as the differences between connected and unconnected clinics.
Table of Contents
✔ Completing A Treatment Order
Most invoice items are generated by completing a treatment order. It is important to note, that even though the items are shown on the actual Tx Sheet, they are not actually sent to the invoice until they are completed.
Here are a few examples of items that Instinct will capture charges for:
Blood pressure can be scheduled to be completed twice daily.
Once the treatment is completed on the Tx sheet, the cost of the service goes to the Instinct Invoice.
A single Cerenia injection is ordered to be completed on the Tx Sheet as seen below.
Once completed, the cost of the medication will go directly to the Instinct Invoice.
🤖 Automatic Charges
Instinct has the ability to charge for specific service items ‘automatically’.
A common example of this would be hospitalization charges. When a hospitalization level is chosen on the Tx sheet (drop-down menu), the hospitalization fee will start to charge at that time and the fee will go to the Instinct Invoice.
💡 ProTip: Click here to read more about Common Hospitalization Workflows!
The charge will continue to go to the Instinct Invoice at a specific frequency we set up behind the scenes (every 12 hours, every 24 hours, etc). If the hospitalization level is changed, the original will stop charging and the new one will start to charge.
💡 ProTip: Check out our Careville article for a full description of Automatic Charges!
Other Automatic Charge Examples
Instinct has the ability to ‘link’ Automatic Charges to products and services, so one order can generate a handful of automatic charges to go to the Instinct Invoice at the time the first treatment is due.
Example: IV Fluid – LRS is ordered on the treatment sheet and several charges can be linked to that order:
- IV Fluid Pump
- IV Fluid Monitoring
- Extension set/admin set
The items associated with the IV Fluids – LRS treatment will now show on the invoice at the time to order is first due on the treatment sheet:
Transfusion – pRBC is ordered on the treatment sheet
- Transfusion set up fee
- Transfusion monitoring charge
- Unit of pRBC
Just as with the IV Fluids, the items associated with the Transfusion treatment will now show on the invoice at the time to order is first due on the treatment sheet:
🦹♀️ Alias Charging
Instinct has the ability to generate another charge for a specific product or service. Items can be shown one way on the Tx Sheet and reflect differently on the Invoice screen.
Owner’s Meds: OM Gabapentin is ordered on the Tx sheet and another product goes to the Instinct Invoice to show the charge for the action completed: Administer Owner’s Medication $3.00
💊 Vial Charging
Medications can be charged ‘per vial’, ‘per bottle’, or ‘per bag’ and can be set up to only charge one time on the Instinct Invoice.
First, be sure that the individual automatic charges are properly set up for the particular medication.
Once in the product information area, select the Automatic Charges Add/Edit Charges icon.
Add the automatic charge associated with the product with a frequency of ‘Once’.
When the product is ordered on the Tx sheet, the cost of the vial will automatically go to the Instinct Invoice one time.
When medication is ordered on the Tx Sheet, it can be ordered “per mL”, as seen above in the blue box, but the invoice will show the quantity as “1” vial.
The order can continue to be completed, and will not generate further fees. If you open a new vial, you can add this directly to your PIMS invoice for charge capture.
From anywhere in the Patient Visit screen, you have the option to use the +One Off button in the upper right-hand corner to quickly add treatments and products.
When the One-Off feature is used, if there is a fee associated with the order, that fee will automatically go to the Instinct Invoice.
🔗 Connected Clinics
Connected practices are integrated with Instinct to allow invoiced items to sync and download between both platforms. Some practices may even have a “Send Missed Charges” button along the bottom of the invoice screen that will send all the missed charges from the Instinct Invoice to the practice management software. This will save time so you do not have to manually enter items line by line.
Once items have been entered, all missed charges will show an icon to reflect they now ‘synced’ with Instinct and the practice management software.
Items will automatically have an orange flag to signify the items are not yet on the PIMS invoice. After these items are added to the invoice with the same quantity and code, the flagged icon will switch to a sync icon.
📓 Please Note: The “Send Missed Charges” button is only available to Cornerstone practices. Be sure to check out the Cornerstone Integration article for other helpful features!
✂ Unconnected Clinics
For Unconnected Clinics, the Instinct invoice works like a ‘checklist’ as you enter charges on your main software invoice. It can be used as a live audit tool to confirm all charges that originated in Instinct are now in the practice management software. As items are being generated on the Instinct invoice, those items will have to be manually entered into your practice software. Once entered, click the icon so it is checked off.
If you need to void a charge, you can easily click the 3 dot menu and select “Void”.
To quickly identify which charges are missing, use the only show missed charges button at the top right of the screen. This is also great to use at the front desk before a patient checks out to make sure last-minute items are not missed.