Add a Service Item

1. The user can add a service item by accessing the Products List Screen from two entry points.
   1. From the EMR Admin, click on “Products” under “Products & Inventory.’’
      
   2. From the Left Navigation, open the “EMR Admin” dropdown, select “Products & Inventory,’’ and then choose “Products” from the subsequent dropdown menu. Alternatively, you can type “Products” into the search bar in the Left Navigation.
2. To add a new service item, click "New Product" in the top right corner of the screen.
3. Step 1: Product
   1. In Step 1, select ‘’Service’’ from the Inventory Type dropdown menu. Next, enter the required product details, including the Product Name, Product Category, and Cost to the Company.
      Note: “Cost to Company” is the amount the Med SPA pays to acquire the service item from a supplier. “Inventory Type” defines the purpose or category of the product within the Med SPA’s inventory, such as Retail (products sold directly to patients) or Service (items used internally, like treatment supplies). “Product Category” is a classification that groups similar products together, such as Skincare, Injectables, or Laser Equipment.
   2. Enter the Unit Settings by selecting the Unit Type, Injectable Type, Count Unit By, and Start at Unit from the dropdown menu. Note: Unit settings are applicable only to service items and are not required for adding retail items.‘’Unit Type’’ specifies the measurement unit for the service item. ‘’Injectable Type’’ refers to the category of the injectable, such as neurotoxin, dermal filler, or biostimulator. ‘’Count Unit By’’ determines how the service item is counted or billed, such as per unit, syringe, vial, or dose. ‘’Start at Unit’’ defines the minimum quantity that can be used or billed, such as a minimum of 10 units for Botox or 0.5 mL for a filler.
   3. The Product Image, Product SKU, Color, Description, Product Ratio, Product Keywords, and Bill for Whole Unit fields are optional. After entering all the required information, click “Create Product” to proceed.Note: “Product Image” is a visual representation of the service item, such as a photo. “Description” is a detailed explanation of the service item, including its features, benefits, or uses, to provide additional context. The specific “Color” of the service item is used to distinguish variations. “Product SKU (Stock Keeping Unit)” is a unique number assigned to the service item for inventory tracking and management. “Product Ratio” is a measurement or proportion that indicates the service item’s usage or mixing requirements. “Product Keywords” are search terms associated with the service item to make it easier to locate in the inventory system. “Bill for Whole Unit” is an option to specify whether the service item is billed as a whole unit rather than in parts or portions.
4. Step 2: Pricing
   1. In Step 2, enter the Product Price Per Unit and Member Price for Single Tier Membership, if applicable, for each location where the service item is available. Product price per unit may vary by location, and member prices, if applicable, can also differ between locations. Click “Next” to proceed.
      Note: ‘’Product Price Per Unit’’ is the cost of a single measurable unit of the service item. ‘’Member Price for Single-Tier Membership’’ refers to a discounted or special rate offered to patients enrolled in a subscription program with a single level of benefits. This price is lower than the standard service rate, providing added value to members and encouraging loyalty through exclusive savings.
5. Step 3: Traceability
   1. In Step 3, enter the Stocks in Unit and Stocks Alert for each location, as stock availability and alert values may vary by location. Click “Submit” to proceed.
      Note: The Stocks in Unit value is initially displayed as “0” because a purchase order must first be created and received for this specific service item. Once the order is received, the stock will be updated. For detailed steps on creating and receiving a purchase order, refer to the “Add Purchase Orders” user guide. “Stock in Units” refers to the total amount of the service item available in inventory, measured by individual units, and tracks availability across all locations or specific clinics. “Stock Alert” is a notification that triggers when inventory falls below a certain level, prompting timely reordering to avoid stockouts.
6. Step 4: Tax Settings
   1. In Step 4, selecting the “Custom Tax Rule” option enables individual fields for each location to enter the applicable custom tax rule, if any. Once all information is entered, click “Save.”
      Note: “Custom Tax Rule” refers to a specific tax applied to service items, considering factors like location, service type, or special promotions. This ensures accurate tax application in compliance with local tax laws while offering flexibility to manage varying tax rates for different items at different locations.The service item has been successfully added!

View a Service Item

7. To view a service item’s information, click anywhere on the service item’s data in the products listing, or click the three dots in the action column next to the specific service item and select '’View.’’
   
8. The Product View Screen will open, displaying all the details of the service item.

Edit a Service Item

9. There are two ways to edit an existing service item.
   1. From the products list, click on three dots under the action column and select "Edit" for the specific service item.
      
   2. On the Product View Screen, click on the ‘’Edit Product’’ button on the top right corner of the screen.
10. To edit a service item, click "Update Product" in Step 1, then go through each step to make the necessary changes. Once done, click "Save" on the final step to apply your updates.The service item has been successfully edited!

Activate/ Inactivate a Service Item

11. From the products list, click on three dots under the action column and select "Inactivate" for the specific service item.
    Note: Inactivating a service item means the service item is currently unavailable at all locations and will not appear for selection at any point in the portal until activated.
12. To activate a service item, click on three dots under the action column and select “Activate” for the specific service item, in the similar way.
    Note: Activating a service item means the service item is currently available at all locations and will appear for selection at any point in the portal until inactivated.

Check The Status of Service Item

13. To check the status of a service item, go to the “Products” tab and review the status indicators in the top scopes bar for the current updates.
    
14. Click on the “Active” scope to view the list of all products including service items that have been activated in the portal.
15. Click on the “Inactive” scope to view the list of all products including service items that have been inactivated in the portal.Note: The status of the service items can also be viewed in the ‘’All’’ list. The ‘‘Status’’ column shows whether a service item is active or inactive currently.