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Smart Flow Sheet to invoice templates

Submitted by Guest on Fri, 23/08/2019 - 10:17
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Hi Smart Flow Sheet users,

I'm just wondering what everyone thinks about getting an update to our OpenVPMS / SFS integration to enable SFS to be able to invoice templates rather than just medications / services / merchandise as it does currently.

The ability to be able to invoice a template would certainly help capture some missed charges and also improve the billing process across the two platforms.

Tim / Tony / Ben - I'm not sure how much work is required or the complexity of this project, but I am aware that SFS how has the ability to be able to do this with other PMS platforms.

This would require us to be able to push up the name / details of the template into the SFS parameters so that it can be used as a billable item.  I would think that we should continue to exclude the product price templates from being able to be used as SFS parameters.

Many thanks

David

 

 

 

Many thanks

David

 

 

 

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Re: Smart Flow Sheet to invoice templates

Submitted by tanderson on Mon, 26/08/2019 - 12:57.

So this would template be treated as a single treatment entry in SFS? i.e. when dispensed, OpenVPMS would be responsible for doing the template expansion?

If so, the main issues are to do with synchronisation and reconcilation. i.e.

  • backing out all of the template items if the treatment is removed in SFS
  • changing quantities on template items if the quantity is changed in SFS
  • generating credits or new invoices if the original invoice is finalised

OpenVPMS supports this for single treatments, but doesn't store enough information to handle one treatment producing multiple invoice items.

 

 

Re: Smart Flow Sheet to invoice templates

Submitted by smartflowintegrations (not verified) on Tue, 27/08/2019 - 09:20.

Smart Flow does support Group Codes now, which may enable some of what you're looking for, David.

https://forum.smartflowsheet.com/support/solutions/articles/13000057867-what-is-parameters-type-group-

 

Courtenay Watson, Integrations Manager

Smart Flow

Re: Smart Flow Sheet to invoice templates

Submitted by David Mason (not verified) on Tue, 10/09/2019 - 12:32.

Hi Courtenay and Tim,

Thank you both for your replies.

Courtenay - I'll looking to the group codes and see if this able to help us with invoicing.

The one area where I can see that this won't work for us is if we are trying to bundle items together and we need to define whether the item is invoiced, but zero value, or invoiced at the itemised value according to the PMS.  SFS doesn't include any charging detail in the parameters because this is handled by the PMS.   This is often the case for anaesthetics where we may want to include an anaesthetic bundle (say for desexing) which includes all the medications that are used (S8s in particular) but these are all invoiced as $0 because the service / template is a fixed price item all inclusive of the products / medications being used.    Other times we may want to invoice these separately.

 

Tim; - with reversal of an invoiced template, could it not remove / delete all the items in the invoice attached to that particular template.  We record this as part of the invoice detail??

 

Many thanks

David

 

Re: Smart Flow Sheet to invoice templates

Submitted by tanderson on Wed, 11/09/2019 - 13:12.

An invoice can contain multiple expansions of a template so there would need to be additional meta-data stored per line-item to determine which expansion needs to be updated.

 

Re: Smart Flow Sheet to invoice templates

Submitted by David Mason (not verified) on Fri, 13/09/2019 - 17:17.

Hi Tim

Is this mostly an issue with updating a template quantity rather than deleting a template? 

How much work or extra data would be needed to be stored for the metadata per invoice line item?  This could be temporary data as it would not be needed after the invoice is finalised.   Do you think that this is achievable?

 

Thanks

David

Re: Smart Flow Sheet to invoice templates

Submitted by tanderson on Thu, 19/09/2019 - 10:41.

The main issue is one of reconciliation.

At present, changes to single treatments should reflect correctly in customer charges, even if they are made after the original invoice is finalised.
If a quantity is:

  • increased, the line item should reflect the new quantity, or there should be a new invoice for the difference, if the invoice is finalised.
  • reduced,  the line item should reflect the new quantity, or there should be a credit for the difference if the invoice is finalised.

At present, when a template is invoiced, the template quantity is always treated as 1. i.e. you can't charge half a template or two of a template. From a SFS treatment perspective it can either:

  • ignore the quantity
    This means that after a template is expanded, the only treatment change that would be subsequently accepted is a deletion
  • apply the quantity
    This can be supported, but subsequent amendment is hard. If the quantity is changed, the easiest approach would be to remove or reverse the existing charges and apply the new expansion. This would cancel any investigations that were generated in the original expansion

There is also a data modelling issue. Pharmacy Orders are being used to manage SFS treatments. These only allow medication and merchandise products. A new order type would be required that supported template products.

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