Practice Management on Embodia - Part 3: Billing - Setting up your products
The actions described in this lesson require a Manager permission on your clinic.
If you sell products in your clinic, you can use Embodia to bill for those products and manage your inventory. This guide will go over:
- How to add the different products and their variants to your clinic;
- How to add different tax scenarios to your products;
- How to manage your inventory;
- How to set up custom alarms when your inventory is running low.
Setting up your products
To manage your products, click My clinic > Our products in the top bar:
Start by adding a category by clicking on Add category and filling up the popup form. Once a category is added, you can add a product to it by clicking on Add product:
In the popup form, you can enter:
- The name of the product;
- An internal code for the product (optional);
- A description of the product (optional);
- If you want to allow patients to purchase this product directly from the patient portal (ie: on your online booking page);
- A thumbnail image of the product (optional);
- Payment method
- Tax rate
- Questionnaire - If you specify a questionnaire in this field, the patient will be asked to complete the questionnaire being able to proceed with the purchase of the product;
- Whether the product should be active (you can only bill for active products).
Once the first product has been added you can add more variants by clicking on the Add a variant link:
Setting up tax scenarios on a product
The actions described in this lesson are optional and only used for guideline purposes. You will always have the ability to select any tax rate when billing for a product whether you've added tax scenarios or not.
You can create as many tax scenarios as you like for each product.
If you will be charging different tax rates on a product depending on the scenario, you can attach those scenarios to the product. For instance, assume a product is subject to HST unless it has been prescribed by a physician, then you can create 2 tax rate scenarios: A "When prescribed by a physician" scenario without any tax rate, and a "Default tax rate" with an HST tax rate.
To add a tax scenario, click on the Add a tax scenario link and fill out the popup form with the scenario and the tax rate.
Managing your inventory
You can use Embodia to manage your inventory. Inventory management is just for guideline purposes; Embodia will not prevent you from billing for a product if it shows that it is out-of-stock on Embodia.
To manage the inventory, click on the Manage link next to a product variant:
On the product management page, click on Add or remove from inventory.
In the popup form, add a date, a short description of the action and the amount (use a positive amount to add to the inventory, use a negative amount to remove from the inventory).
Setting up inventory alarms
As mentioned in the previous lesson, you can use Embodia to manage your inventory. You can also set up custom alarms to receive an email notification when your inventory goes below a certain threshold.
To set up an alarm on a product inventory, click on the Manage link next to a product variant:
On the product management page, click on Manage alarms.
In the popup form, add a threshold amount, and the emails to notify (for multiple emails, simply separate them with a comma).
Allowing patients to purchase products from the patient portal
Important: Embodia does not support shipping and handling of products. By enabling direct purchase of products from the patient portal, you understand that you are responsible for the delivery of products to the purchaser.
To enable this functionality, you also need to be have at least one payment method that can accept card payments.
Once you've set up a product and its different variants, you can make a product directly purchasable by the patient from the patient portal. To do so, click on the "edit" icon next to the product, and then check the "Allow patients to purchase this product directly from the patient portal" checkbox:
In the pop-up form, you can provide:
- Payment method: This needs to be a payment method that can accept card payments;
- Tax rate: (Optional) which tax rate to apply to the purchase of this product. Leave this field blank if you will not be charging taxes.
- Questionnaire: (Optional) a questionnaire that a patient needs to fill out before being able to purchase the product. If left blank, the patient will not be asked to fill out any questionnaires before being allowed to purchased the product.