Products and Services are foundational to billing and ancillary product sales. Your database comes with a default set of CPT codes and products, which you assign pricing to and attach to fee schedules. Other items are easily added.
Navigating Products and Services
Products and Services are broken down into these tabs:
- Categories
- Products
- Services
- Fees
- Tax
- Fee Schedules
- Inventory
- Receive Products
Your cursor will default to the Services tab, which is highlighted
Products and Services Tabs
The two main tabs are for products and services. The layout and navigation for these tabs are the same. From left to right, the columns are:
- + Sign: This indicates the item is attached to fee schedules. Click the + sign to see details. (see below)
- Item: The Item code is what gets entered in Charge Entry to select the Service or Product. CPT codes are linked on the fee schedule. This means you can have multiple instances of an item that has the same CPT code. For example, if you wanted to track a promotional exam you could create an item code representing the promotion and still have the CPT code for the exam you performed.
- Description: This is what appears wherever a description is displayed.
- Category: Group items into categories to better analyze performance of those categories in the clinic
- Enc.: Check this box if you want the item to appear on Encounter Forms
- Cost: What you pay for an item. This is used mostly for products.
- Price: What you charge for an item.
- Units: The quantity of an item.
- Can Edit Price: If this is checked, users can change prices on the fly in Charge Entry.
- Can Edit Desc.: If this is checked, users can change the description in Charge Entry.
- Use Prev. Visit Price: Check this when you want a specific price of an item to carry over at the patient's rate from last visit.
Check the boxes on the main page to update each item.
Track progress exams separately from reactivations using default Item Codes: PE for progress exams and RA for reactivations. Both use the 9921X CPT codes for billing, but their Item Codes are used in those metric calculations.
Adding Products, Services, and Fees
Enter new items by clicking the + New Service or + New Product button next to the search box. Enter information about the item. Item Type is important for statistics gathering. Make sure the item is set to the correct Item Type:
- Product
- Service
- Fee
Categories are important for analysis. Grouping items into categories allows you to compare performance.
Complete all of the data fields and click Save
CPT Codes for items are added in Fee Schedules.
Fees
Fees are charges to a patient that are neither a service or a product. For example, a fee could be for a returned check. The Fees tab is structured the same way as the Services and Products tabs.
Fee Schedules
Enter Fee Schedules to make it easier to select correct items for the Superbill. Fee Schedules allow you to assign allowed amounts for items, as determined by the carrier or fee group. This is also where CPT codes and modifiers are entered.
To speed up the setup process, use Copy Fee Schedule and modify individual items in the copied fee schedule as necessary.
Changing the value in one fee schedule for Unit Price, Allowed, Type of Service, and CPT Code changes the value for all fee schedules
Managing Categories
Use Categories to organize products, services and fees into groups. For example, group types of services together, such as X-rays, or create multiple categories for products. Product categories are particularly useful in managing inventory and in evaluating performance of types of products.
Add new categories by clicking New Category and entering the information.
Sales Tax
Add sales tax and apply it to the appropriate items in Products and Services. You can have multiple tax rates.
