In Hippo Manager, you can include 1 Reminder interval in the setup of each inventory (Item or Service) code. For items such as preventatives or services such as Wellness Exams and Dental Cleanings, this structure allows you to keep your system updated for reminders and any inventory management associated with stocking items.
In some cases, you may need to associate several different reminder intervals with one stocking item. For example, practices commonly need to associate rabies reminder options for a 1-year booster, and/or 3-year booster to one vaccine stocking item. This article guides you through the steps required to create and link multiple reminders to a single rabies vaccine stocking item using Item Kits, which will allow you to maintain accurate reminders, pricing, and inventory quantities.
General Concept:
An Item Kit is designed to package individual codes together into one code that streamlines the invoicing process. When an Item Kit is added to a patient’s chart or invoice, all codes included in that Kit at setup will populate. In this example, our Item Kit is set up to document the administration of a vaccine and includes both a Stocking Item code and a Reminder item code. When the Kit is invoiced, both the Stocking Item and Reminder will be added for the patient.
- The Stocking Item code will control the pricing and inventory tracking for the vaccine itself.
- The Reminder Item code will control the Health Service Reminder interval recorded in the patient record.
Scenario Example:
We have created a Rabies Vaccine 1 Yr Item Kit and it was added to a patient's invoice. This kit includes a Rabies Vaccine stocking item code and a 1-year reminder item code
- The stocking item code will:
- Add the Rabies vaccine to the patient’s vaccination record
- Add the Rabies Tag # to the patient's certificate
- Deduct 1 from the on-hand inventory of the associated vaccine
- Add a Rabies charge to the invoice
- The reminder item code will add a 1-year reminder to the patient's record.
Important Note: If you would prefer that the owner’s printed copy of the receipt only show the Item Kit Code Name and price (rather than displaying all of the individual items contained in the Kit), you can select “Display as Single Line” in the Kit setup. While you will still see everything listed on your screen in the Sales Register (for review purposes), the owner's printed copy of the receipt will only display the Kit Code name.
Checklist for Setup:
To include all possible Reminder Interval options when setting up your DHPP vaccine series, you will need to create:
- 1 stocking item code (Rabies Vaccine)
- 2 Reminder codes (1 yr and 3 yr)
- 2 Kit Codes (1 yr and 3 yr), which will each include the stocking item code for Rabies Vaccine and the appropriate Reminder code.
Step 1: Creating a Reminder Item Code
The Reminder Item code will include the appropriate reminder duration to populate in the patient's record. For more information about setting up a Reminder Item code, refer to Administration: Linking Multiple Reminders to an Item Code- Part 1 (Reminder Item). You will need to create a separate Reminder Item code for each Reminder Interval needed for this particular Vaccine.
Step 2: Creating a Stocking Item Code
The Stocking Item code will include the vaccine inventory (stocking) item, pricing, and inventory details. For more information about setting up a Stocking Item code, refer to Administration: Linking Multiple Reminders to an Item Code - Part 2 (Stocking Item). You will need to create a separate Reminder Item code for each Reminder Interval needed for this particular Vaccine.
Step 3: Creating a Kit Code
The Kit Code will package the Stocking Item and appropriate Reminder item code, streamlining the invoicing process and helping to avoid missed charges and/or reminders. For more information about setting up a Kit code, refer to Administration: Linking Multiple Reminders to an Item Code- Part 3 (Item Kit).
Step 4: Recording the Stocking Item Inventory Details
After the Stocking item code has been created in Step 1, you will need to perform a Receiving entry to capture the vaccine lot number, expiration date, and quantity on hand. For more information about performing a receiving entry to capture this information, refer to Management: Linking Multiple Reminders to an Item Code- Part 4 (Receiving).
Step 5: Adding the Item Kit to the Patient's Invoice
Once steps 1-4 have been completed, you can add your Item Kit to a patient invoice, and your charges, inventory, and Reminders will process appropriately. For more information about using the Item Kit on the patient's invoice, refer to Checkout: Linking Multiple Reminders to an Item Code- Part 5 (Patient Visit).
Helpful Tip:
For assistance with setup for non-rabies vaccinations to include inventory tracking, check out Administration: Non-Rabies Vaccination Setup with Inventory Tracking.