Configure & Manage Sundry Items

In CareStack, Sundry items refer to miscellaneous, over-the-counter products such as dental floss, mouthwash, toothpaste or whitening kits sold directly to patients. These items are typically added at the end of an appointment, when the patient checks out at the front desk. At this point, the front office staff may include any sundry items the patient is taking home along with their visit summary and billing.

Topics Covered

• Configure Sundry Items as a Procedure Code
• Configure Sundry Items in Fee Tables
• Adding Sundry to a Patient's Account
• Touchpoints to Access Sundry

Configure Sundry Items as a Procedure Code

Watch this video for a complete understanding.

To add any sundry items to CareStack,

• Navigate to the System Menu > select Practice Settings > Services > Procedures.

• Click + Add New Procedure.

• Enter the necessary Code Details such as,
  • Procedure Code: Enter the intended Procedure Code name.
  • Description: Enter a suitable description for the code.
  • Short Name: Provide the desired short name.
  • Code Type: Select the code type as Sundry.
  • Service Type: This is chosen by default.
  • Category: Choose the desired category, if needed.

Note:

• The ones marked as red indicates mandatory fields.
• When you select the Code Type as Sundry other fields related to procedure code Effective Date, Termination Date, Appointment Length, Draw Type and Available for NHS will be automatically hidden.

• Click Save.

• A toast notification will appear on the top right stating, 'Procedure Code added successfully'.

• The newly added sundry code will appears along with the other Procedure Codes.

You can filter and view the sundry using the Code Type.

• Click to open the Code Type drop-down menu.
• Select Sundry and click Apply.
• This will give you the list of all items listed under Sundry.

Configure Sundry Items in Fee Tables

Watch this video for a quick walkthrough.

Let's see how to add Sundry items in fee tables.

Begin by,

• Navigating to the System Menu > select Practice Settings > Fee Tables > Fee Schedules.

• Click +Add Fee schedule.

In the Add Fee Schedule slide-out,

• Enter the necessary details needed such as,
  • Name: Enter the desired name.
  • Type: Choose the desired type from the drop-down.
  • Description: Enter a suitable description.
  • Notes: Add any needed notes.
  • Colour: Choose and set a colour.
• In the Category, choose the Sundry Codes.
  • Select the desired Procedure Code, and set the desired Fees, Future Fees and Effective Date.
• Click Save. 

• A toast notification will appear on the top right stating, 'Fee Schedule added successfully'.

• You can find the added procedure in the Fee Schedules grid.

Adding Sundry to a Patient's Account

Explore this video for a thorough walkthrough.

Lets see how to add sundry items to a patient billing.

• Select the intended patient using the Global Search Bar.

• On the Patient Overview, hover over Billing and select Payments.

• Click +Add Sundry, on the payment slide-out.

On the Add Sundry pop-up,

• Sundry Item: Choose the desired Sundry Item(s).
  • You can select multiple sundry items using the checkbox.
  • Ensure to click Apply.

• When multiple sundry items are selected and cannot fit within the visible area, a “+X” indicator now appears (e.g., +1) to show the count of additional selected items not displayed on screen.
• Clinician: Choose the relevant sundry provider.

• You will see a banner on the top stating, 'Sundry item(s) will be added to todays latest invoice. If no invoice exists for today, a new one will be created.'
  • If there is an invoice that exists already for today, these items will be added to that invoice.
  • If there does not exist an invoice for today, the system will automatically create a new invoice.
• Click Add to proceed.

• A toast notification will appear on the top right stating, 'Sundry added successfully'.

• Click on the down arrow to view the entire invoice.

• Click the Invoice number to view the details.

• The Invoice Details slide-out will appear as shown below.

Touchpoints to Access Sundry

Watch this video for a step-by-step explanation.

You can add Sundry Items from various touchpoints such as Account Summary, Ledger and Patient's Chart. Lets explore them individually.

Account Summary

• Select the patient using the Global Search Bar.
• Hover over Billing > select Account Summary.

• Click +Add Sundry.

On the Add Sundry pop-up appears.

• Select the Sundry Item and Clinicians.
• Click Apply.

Note: In Summary page, the invoice slide-out will not open up automatically if you're adding it from any other page like the payments page or the ledger.

Ledger

• Select the patient using the Global Search Bar.
• Hover over Billing > select Ledger.

• Click Add Code drop-down menu.
• Select Add Sundry.

On the Add Sundry pop-up appears.

• Select the Sundry Item and Clinicians.
• Click Apply.

• A toast notification will appear on the top right stating, 'Sundry Added successfully'.

• You can view the added sundry items in the Ledger entries.

Chart

• Select the patient using the Global Search Bar.
• Hover over Clinical > select Chart.
• On the treatment plan, search for and add the Sundry Code.

• A toast notification will appear on the top right stating, 'Treatment added successfully'.
• You can view the added sundry items on the treatment phase.

• You can also change the Clinician by clicking on the Clinician name and select the desired Clinician from the list that appears.

Practices can use this guide to manage Sundry items in CareStack.