The ChiroOffice portion of ChiroSuiteEHR provides the option of tracking inventory of products that you give or sell to patients, giving the system the ability to generate re-order shopping lists when the inventory drops below a pre-specified level. To setup inventory tracking in ChiroOffice, you must first organize your products into common categories. Categories are found in the Procedures catalog, as described above in the paragraph about Categories. Clicking the Categories button at the top of the window will display the Service & Product Categories window, shown in Figure 29. In Figure 31 there are several specific items that must be entered in the Procedure catalog in order for Inventory functions to work:
•CATEGORIZATION: All inventory items must be in a Product category. If the category does not exist, click the Categories button and add new categories by clicking the New button. Although there is the option to select Product or Service at this point, if the intention is to monitor inventory, the selection MUST be Product.
•PRODUCT LISTED IN PROCEDURE CATALOG: After the category has been created, find the Product in the Procedure catalog and assign it to the category. If it is not in the catalog, it must be added.
•Taxable: If sales tax must be collected for this product, place a check in the Taxable box. Provided that the sales tax rate has been entered in the Provider catalog, the ChiroSuiteEHR system will automatically calculate the amount of tax due and add a line item on the transaction window showing the tax.
•Qty on Hand: This selection identifies quantity of this product that is in stock in the practice. The quantity on hand will display the number of that item that is available at any given time. This will decrease with each item sold as it is listed in the transaction window for each patient.
•Purchase Information: The information in this section is only for your reference and does not affect the price or number of items in stock.
•Trigger ReOrder When Qty is Below: The Reports section of ChiroSuiteEHR includes a Low Inventory/Reorder Report. By entering in the box the number of items that the practice considers to be the minimum that should be available, the Low Inventory/Reorder Report will generate the shopping list on demand. The Low Inventory/Reorder Report should be run at least once per week to be sure that product supplies are always available. When the system determines that the number in stock has dropped to the level selected, this item will appear on the Low Inventory/Reorder Report. Using this feature eliminates the need for manual inventory control, and can alert the practice to items that are disappearing when they should not.
Figure 31