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Introduction to the Inventory Module

Learn how to navigate the inventory module to manage your orders, catalog, and clinic stock

Written by Blake Bays
Updated over a year ago

This document provides an overview of the Inventory module, detailing key functionalities to help manage orders, catalog items, clinic stock, patient devices, and service bundles within your practice.
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Orders

The Orders module allows you to review all orders for all patients. By default, it displays in-progress orders, but you can use the filters to narrow your search or select “All” to view both past and current orders.

You can:

  1. Check the type of order (e.g., Purchase, Repair)

  2. Update order status

  3. Edit order details

  4. Check-in devices upon delivery

  5. Create order forms for manufacturers
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Catalog

The Catalog module displays all products and services created for your practice. You can add new items, narrow your list with preselected filters, or search by name.

To add a new product or service, follow these steps:

  1. Click the New Product/Service button.
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  2. Select the type; you can select either Hearing Aid, Service, Accessory, Fee, or Supply

    Note: If you select either Service or Accessory, you will also need to select the Sub-Type; service sub-types will typically fall under Other.
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  3. Search for the service name or add it to the Master List if not found.
    ​Note: It is still possible to add to the Master List if you get matching results but they do not fit your needs.
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  4. Review the check boxes:

    1. Active: Allows the product/service to be selected. Any products or services that are not marked as Active will appear in the Inactive list and will not be available for use.

    2. Managed Stock: Used for products that you intend to keep within your Clinic Stock.

    3. Taxable: Indicate whether the product or service should be taxed.

    4. Auto Delivered: Used for services or fees since they are not physical products that need to be ordered or delivered. Automatically selected when you choose either Service or Fee as the Type.
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  5. Optionally, associate a CPT code, set the retail price, and maximum discount that is allowed for the product/service.
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  6. Click Save to add the item.

Clinic Stock

The Clinic Stock section tracks items physically present in your clinic, ideal for loan or demo devices.

To add items:

  1. Click the New Clinic Stock button.
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  2. Search for the inventory item from your catalog.
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  3. It is possible to add multiple items (useful if you have a bulk order you need to check in), and you can include any necessary details such as serial numbers and manufacturer dates.
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  4. Select the correct clinic if your practice has multiple locations.
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  5. Click Check In to add items to your clinic stock.

Patient Devices

The Patient Devices section displays all devices attached to patients, including their status. It allows you to view devices across all clinics by selecting the Include Patient Devices from all clinics option towards the bottom left.
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Inventory Docs

The Inventory Docs section serves as a clinic-level e-document storage for documents not tied to a specific patient, such as bulk order invoices.

Bundles

The Bundles section allows you to create service bundles for quick addition to invoices. You can also set default discounts for grouped services.

To create a bundle:

  1. Click the New Bundle button.
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  2. Name the bundle.

  3. Add line items and apply discounts if available.
    ​Note: Discounts can only be applied if they were already created under Settings > Discount Types
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Utilizing Bundles

To use a bundle:

  1. When creating or editing an invoice, select the Add Bundle option:
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  2. Select the necessary bundle; you will then see the line items and discounts applied to the invoice.

This guide covers the various functionalities of the Inventory module to help manage your catalog, clinic stock, and orders efficiently. For further assistance, please feel free to reach out at any time.

Related Articles
Repairing Hearing Aids
Adding Loan/Demo Hearing Aids
Creating a New Invoice
Creating Bundles
Returning Hearing Aids to Clinic Stock
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