If you use a PIMS/EMR software that is NOT integrated with SmartFlow, you have a few options to indicate an admission of patient's own medication:


1. You can indicate this in the Custom section of the Patient Information:


So that will be constantly displayed in the patient information field:


And on the Whiteboard:


2. Colour coding can be also used to indicate it's the patient's own medication that is to be used (for example, decide as a clinic that all pink treatments indicate patient's own meds):


3. A new medication can be added to SmartFlow with the letter "O" in the Name BEFORE the medication concentration (remember that billing should be turned to OFF in this case):


This way, you can easily distinguish between the patient's own medications and those that should be billed:


However, if your practice software PIMS/EMR is integrated with SmartFlow, 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 SmartFlow (as opposed to in your PIMS/EMR). This method is often easier than adding this new item through the PIMS/EMR. Creating this item in SmartFlow will allow the treatment to be transferred into the patient's medical record but since it was not created in the PIMS/EMR, automatic billing cannot occur for this item.  


NOTE: This method should be applied by your clinic's Manager. 


This method can also be used in times when you would like to bill for 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 Clavamox 62.5 mg/mL and not charge for subsequent doses.


To do this, we createnew medication with the letter "O" in the Name BEFORE the medication concentration. Enter the section, concentration, and picker type information. Please, leave the PIMS/EMR Name blank as this is not applicable. Leaving the EMR event ON means that the treatment will go over to the patient's medical record, but since the product does not exist in your PIMS/EMR system, it will not be billed. Then click Save:


Now in SmartFlow, we have the new item O 62.5 Clavamox Drops (created in SFS so no billing trigger attached) that can be added as a no-charge treatment. On the Flowsheet, in this example, we need to dispense the bottle of 62.5 Clavamox Drops through the PIMS/EMR first (it should be a billable item, that is mapped accordingly). So then we can do no-charge subsequent treatments with our new O 62.5 Clavamox Drops item:


If the patient came to the hospital with the medication already, you can simply use the no-charge SmartFlow 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.


NOTE: If you would like to charge for the dispensing of the patient's own medication, you will need to create a new O 62.5 Clavamox Drops item in your PIMS/EMR and assign a small fee to it. Then map this item accordingly in SmartFlow as billable one and use on the Flowsheet as usual. Also, you can create a separate Owner Med Admin Fee in your PIMS/EMR than map it in SmartFlow and use it to charge all the dispensing of the patient's own medication.

We hope you found this information useful!