If you have a software that is NOT integrated with Smart Flow, you have a few options:
1) You can indicate this in the “Custom” section displayed in the top yellow patient information field.
You can also have it displayed on the whiteboard
2) Colour coding can be used to indicate it's the patient's own medication that is to be used (ie decide as a clinic that all pink treatments indicate patient's own meds)
3) New medication can be added to Smart Flow with the letter "O" after the medication concentration. (Remember that billing should be turned to "OFF" in this case)
If you have a practice software (EMR) that is integrated with Smart Flow, there is more to consider as we have to take into account automatic billing. What we propose is to use option #3 as listed above to create an item in Smart Flow (as opposed to in your EMR). This method is often easier than adding this new item through the EMR. Creating this item in Smart Flow will allow the treatment to be transferred into the patient's medical record but since it was not created in the EMR, automatic billing cannot occur for this item.
**Please note that this method should only be completed by an Administrator in the hospital**
This method can also be used in times when you would like to bill for a medication as a bottle or vial, but obviously, don't want to charge the client for an entire bottle/vial every time the treatment is done.
In this example, we want to dispense a bottle of Clavulox 175 mg/mL and not charge for subsequent doses.
Under Settings/Parameters on your web account, switch your "Add medication from flow sheet" tab to ON
Then, still under Settings/Parameters, click "Add new":
Enter the information for the medication identical to the original (ie 175 Clavulox), except add "O" into the name after the concentration. Leave the EMR name blank as this is not applicable. Enter the section, concentration, and picker type information. If you leave the EMR events "ON" this means the treatments will go into the medical record of the patient. The treatments will NOT be billed for as this item does not exist in your EMR. When you are finished creating this item, hit "Save".
*Why do we name medications the way we do? Find out here*
Now in Smart Flow we have both the original 175 Clavulox (created in EMR with billing trigger attached) and a new item "175 O Clavulox" (created in SFS so no billing trigger attached).
Next, make sure to switch your "Add medication from flow sheet" tab back OFF (this prevents the staff from adding new medications that are in SF only and won't be billed for).
Now, for use on the flow sheet. In this example we need to dispense the bottle of 175 Clavulox first, which when marked as completed will bill the invoice for this item. Then we can do "No-charge" subsequent treatments with our new "175 O Clavulox" item. "Add" the billable 175 Clavulox as the first treatment on the flow sheet, then "Add" the new item in after that for all subsequent treatments:
If the patient came to the hospital with the medication already, you won't need to add the original billable item in at all and can simply use the no-charge Smart Flow item for all treatments. Alternatively, click here for a different solution if the owner brings medications from home and if the medications are drops or ointments.
Please note that if you would like to charge for the dispensing of the medication, this method will not work for you. You will need to enter the new "175 O Clavulox" item into your EMR and assign a small fee to it.