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Within OfficePro, you have access to several lists that help you view and edit product details for effective product management.

1. Product Administration List

The Product Administration list provides a comprehensive summary for each product. You can search and filter the list by vendor, product category, or alphabetically to easily find specific products.

• Product Details: Each entry displays the following information from left to right:
  • Product Code: Unique identifier for the product.
  • Name: The name of the product.
  • Dispense Type: How the product is dispensed.
  • Quantity: Available quantity.
  • Manufacturer: The company that produces the product.
  • Description Icons: Hover over icons to view the product's description, contraindications, and inactive ingredients.
• Inventory Information: This section includes:
  • Number on Hand: Current stock.
  • Reorder Point: Quantity that triggers a reorder alert.
  • Retail Price: Price charged to patients.
  • Wholesale Price: Cost paid for the product.
• Status and Sorting: On the right side, you can see if the product is active and its sorting order. Rearranging your list for custom order (e.g., shelf order) is possible here. Products with the same sorting order will be displayed alphabetically.
• Product Details Page: Click the arrow next to a product to access a non-editable detail page. This page includes all product information, a list of patients using the product, and related transactions.

2. Product Instructions List

The Product Instructions list enables you to view and edit dosage instructions for all products in one convenient location.

• Search and Filter: Similar to the Product Administration list, you can search and filter this list.
• Editing Instructions: For each product, you can adjust:
  • Quantity in a Single Dose: The amount prescribed per dose.
  • Dispense Type: The type of unit for dispensing.
  • Time Interval: The frequency of administration.
  • Additional Details: Provide a descriptor for the method of administration or timing, along with a free-form text box for extra instructions.
• Patient-Facing Instructions: Hover over the speech bubble icon next to a product to view the dosage instructions as they will appear on patient labels and treatment plans.
• Full Editing Window: To edit other product information, click the product code or the pencil icon at the end of the line.

3. Managing Product Categories

To manage your list of Product Categories, click Edit Categories in the left-hand menu.

• Grouping Products: Product categories allow you to group similar products based on functions, dispense types, or therapeutic modalities.
• Adding Categories:
  • Enter the category name and sort order, if desired.
  • Click the plus sign to add it. When the list refreshes, confirm the category appears and click Add.
• Assigning Categories: To apply categories to a product, open the product’s Edit window, navigate to the Other tab, and select up to four categories from the drop-down lists. Click Save Product to apply changes.

4. Additional Resources

For information on the Inventory Management Worksheet and Reorder List, please refer to the Knowledge Base article on Inventory Management.

To effectively manage your product inventory, utilize the Product Admin area in OfficePro.

Accessing Product Admin

1. Navigate to Product Admin: Mouse over Admin at the top of any page and select Product Admin from the drop-down menu.
2. Locate Inventory Management: In the lower left-hand menu, find the Inventory Management and Reorder List options.

1. Inventory Management

The Inventory Management view assists with conducting periodic physical inventory counts and offers ongoing access similar to the initial setup with the Add Starting Inventory list.

• Adjustment Boxes: Next to each product listing, you’ll find three adjustment boxes: Draw, Expire, and Loss. These help track the reasons for inventory adjustments and identify systematic inventory issues.
  • Reducing Inventory: Enter a number into any of these boxes to reduce the inventory of that item by that amount.
  • Increasing Inventory: To increase the inventory, click the current on-hand count to open the Inventory Adjustment window. This can also be accessed from the Inventory tab of the Edit Product window.
• New Product Shipments: Note that inventory adjustments are not for receiving new product shipments; those should be entered in the Purchase Orders area.
• Non-Stocked Products: At the bottom of the inventory list, you'll find products indicated as not consistently stocked. These may be items intended for drop shipment or those you prescribe infrequently.
• Saving Adjustments: When you make inventory changes in the Inventory Management view, they are reflected in the New Count. Click Update at the top of the list to save your adjustments and update the On-Hand counts for each product.
• Printing Inventory Worksheet: If you prefer to conduct your inventory count on paper, click Print An Inventory Worksheet at the bottom of the left-hand menu. This generates a formatted worksheet in a new window, displaying each product's name, product code, expected quantity, and space for your actual count and adjustment reasons.

2. Reorder List

The Reorder List highlights products that have reached an inventory level requiring reordering.

• Setting Reorder Levels: You set these levels in the Edit Product window, accessible from any product list. In the Inventory tab, enter a number in the Reorder Level box to allow OfficePro to notify you when the stock for that product falls below this level.
• Viewing Reorder List: The Reorder List displays only those products whose inventory has dipped below the set Reorder Level.
• Stock Notification: If you indicate that a product is kept consistently in stock, it will be highlighted in red on the Product Administration list when its inventory is low.

Additional Resources

To learn more about setting up your products in OfficePro, refer to the Knowledge Base articles on Adding and Editing Products, Product Lists, and Inventory Setup.

Managing Products in OfficePro

Accessing Product Administration

Navigate to Product Admin:

• Mouse over Admin at the top of any page.
• Select Product Admin from the drop-down menu.

Product Administration Main View:

• The main view displays your Product Administration list.
• Additional helpful product views and actions are accessible via links on the left-hand side of the page.

Adding a New Product

To add a new product, follow these steps:

Open the Add Product Window:

• Click the plus sign at the top of the product list or click Add A Product in the left-hand menu.

Entering Product Information:

• Manufacturer & Product Code: Enter the manufacturer and product code to facilitate reordering.
• Cost and Price: Specify the wholesale cost and retail price.
• Dosage Information: Enter relevant dosage instructions, including amount, dosage unit, time interval, and any additional notes.
• Description: Provide a detailed description of the product. You can copy and paste this information from the Emerson Ecologics website if needed.

Product Lookup:

• If you don't have all the information on hand, type the product name or its main ingredient in the product name box and click the blue “i” icon. This will search the Emerson Ecologics website for the product, allowing you to easily copy relevant details.

Tax Information:

• Specify whether the product is taxable based on your state’s sales tax laws or if it is a prescribed product.

Stock Management:

• Check the box to include this product in your inventory if you keep it in stock.

SIG Options:

• Define default dosage instructions, which can be customized when adding this product to a patient encounter.

Contraindications and Ingredients:

• Enter any contraindications, list inactive ingredients for allergy checks, upload an image for easy identification, and enter or scan the barcode number from the product label.

Saving Options:

• After entering the information, you have several saving options:
  • Save and New: Opens a new Add Product window for adding another product.
  • Save and Edit: Opens the Edit window for this product, allowing you to add additional vendors, set stock reorder levels, and assign categories.

Editing an Existing Product

• Direct Editing: You can edit product information directly in the Product Administration list by clicking the Edit option.
• Full Edit Window: For comprehensive changes, open the full Edit window, where you can modify all aspects of the product record.

Editing Options Include:

• Changing retail price and wholesale cost.
• Making a product inactive (this moves it to the end of your product list).
• Changing the sorting order of products.
• Remember to click the Update button to save changes.

Deleting a Product

• To delete a product, click its minus sign. Note that deleting a product will not affect any associated patient transactions.
• If you want to clean up your product list without permanently deleting items, consider making products inactive instead. This will hide them from the active product list while retaining their transaction history.

Conclusion

By effectively managing your products through the Product Administration area of OfficePro, you can ensure that your practice is well-stocked and organized. Whether adding new products, editing existing ones, or removing outdated items, OfficePro provides a user-friendly interface to streamline these processes.

If you have any further questions or need assistance with specific features, feel free to ask!

Accurate inventory management is crucial for ensuring you have the right products available for patient encounters. Here’s how to set up and manage your inventory effectively.

Importance of Inventory Setup

• Automatic Adjustments: When you add a product to a patient’s encounter receipt, the stock on-hand for that product is automatically reduced. Conversely, when you add a product receipt, the stock is automatically increased to reflect the new stock received. This minimizes the need for manual inventory adjustments, making your workflow more efficient.

Adding Starting Inventory

Access the Add Starting Inventory Feature:

• Click on Add Starting Inventory from the left-hand menu. This feature is available for the first two months of your service, allowing you to set up your initial inventory.

Initial Inventory Setup:

• In the Add Starting Inventory view, you will see:
  • A list of your products.
  • Current on-hand count (initially displayed as zero).
  • A space to enter your opening count.
  • A new on-hand count displayed to the right.

Entering Opening Counts:

• For each product, enter the actual number of units you have in the opening count box.
• As you enter the opening counts, the new on-hand count will update to reflect your adjustments.

Review and Save:

• After entering the opening counts for all products, double-check that the new on-hand counts are accurate.
• Click Update to save the counts for your entire product list.

Ongoing Inventory Management

After the initial two-month setup period, you can continue to manage your inventory using the Inventory Management view. This view allows for periodic adjustments and helps you maintain accurate stock levels over time.

Conclusion

Setting up your inventory accurately in OfficePro is essential for ensuring smooth operations and effective patient encounters. By utilizing the Add Starting Inventory feature and making sure your counts are correct, you’ll reduce the likelihood of stock discrepancies and enhance your practice's efficiency. If you have any questions or need further assistance with inventory management, feel free to ask!