This documentation provides step-by-step instructions on how to add new hearing aids to a patient’s profile and manage the associated billing processes. It also outlines the procedures for checking in delivered devices and preparing them for patient delivery.
Adding New Hearing Aids
Navigate to the Patient’s Profile:
Access the patient’s profile and select the "Hearing Aids" tab.
Click on the "New Hearing Aids" button.
Select Fit Type and Accessories:
Choose between a specific ear or a binaural fit.
Indicate whether receivers, tubes, domes, or custom ear molds will be added.
Invoice Options:
You can create a
New Invoice, add to anExisting Invoice, or attach the hearing aids to aFuture Fitting Invoice.Note: In order to select
Existing Invoice, that invoice must be either inDraftorReady to Billstatus.
Select Hearing Aids:
Choose devices from current stock or search for new devices to order.
Add color, update battery type, and include notes for the manufacturer.
Utilize the
Binaural Fitoption to duplicate information to both ears.
Complete Selection and Proceed:
Proceed to select receivers and domes, updating details as needed.
Add accessories if needed, adjusting quantities or removing items as necessary.
Note: You'll also see a checkbox for
With Hearing Aid Pricewhich allows you to add the accessories at no extra cost to the patient. If you deselect this option for any of the accessories, you will then be able to charge the accessory separately.
Review and Submit Order:
Review the order, adjust pricing if needed, and submit the order.
Once the order is submitted, you will be brought back to the
Hearing Aidsection and see that the devices are set to the redTo be Orderedstatus:
Checking In Delivered Devices
Access Orders:
Go to
Hearing Aids > OrdersorInventory > Ordersto track the order progress.Note: The
Inventory > Orderssection is where you will be able to see all orders regardless of patient.
Manually update the order status as necessary. You can do this by selecting the order status and updating it to the correct current status as shown in the screenshot below:
Note: Order statuses do not get updated automatically as they will not be attached to any sort of tracking from the manufacturers or shipping companies. The statuses are manually selected so that you can keep track of where you are in the process.
Order Form Creation:
Use the "Create Order Form" button to generate a fillable PDF for manufacturers.
Download or email the form via
Hearing Aids > Forms.
Check-In Process:
Under
Ordersyou can select theCheck-Inbutton in order to begin the check-in process.
Include shipping costs and manufacturer order number for record keeping (optional).
Enter serial numbers for hearing aids (required) and other products (optional).
Save serial numbers by clicking the ✓ icon to the right of the device, and select
Check In.
The order status will automatically update to
Order Accepted by Clinic.
Delivery Preparation:
Confirm that the device status is
Ready for Deliveryunder the mainHearing Aidssection:
Delivering to the Patient
Mark Products as Delivered:
When the patient arrives for their fitting, you can select
Mark All Products Delivered.
Warranty Management:
Manufacturer and L&D Warranty dates are automatically updated based on the delivery date.
Note: If you need to make adjustments to the Warranty Dates, you can select the
Editoption for the individual device and then update the dates as necessary in the warranty fields as shown below:
If you have further questions or need assistance, please contact the help desk for support.