How to Approve and Finalize an Order
- Cathy Allison
How to Approve and Finalize an Order
How do I review an order on the Order Management Screen?
First you will need to find the order to review. The easiest way to reach the order is if you know the Order Number, the Patient Case Number, or the patient's name via the Order Search Screen. (You can also jump to it directly from the Patient Record.)
Click on the Orders button from the top of the header bar.
The Order Search Screen will load to allow you to search for the patient's episode specific bills.
You can filter by the unit, the order status, the dates, or find the order directly if you already know the order number.
The results will appear in the Search Results below.
Orders that do not have any Approved charges added yet will be in New Bill status. Click on the Order Number to load the bill and review the pending charges.
To review and approve the individual charge, click on the line item.
The Item Details will appear at the bottom of the bill.
If all of the information for the specific line item is correct, you can click on Approve Item. If something needs to be changed, you can make the changes and click on Save to apply them before you approve the individual item.
| Item Detail Field | Used For |
|---|---|
| Line Item and Product Identification | Confirms the item whose details you are currently viewing |
| Item Date | The date this item was added to the order |
| Status | The status of the Order item - approved, unapproved, or deleted |
| Quantity | How many of this item should be charged, for inventory items with multiples (e.g. 10 cans of dog food.) |
| Price | The unit price as it will be charged for this item |
| Subtotal | The unit price x the total quantity billed. If the product qualifies for volume discounts, this amount may be lower |
| Tax | The sales tax that will be charged for the product. Products must be specifically flagged to generate a tax. Taxes are applied based on the selected Tax Region for the entire order. If this item is being exempted from the tax, click on the Tax Exemption button at the top of the order to indicate it. |
| Total | The subtotal multipled by the tax rate, if applicable, for this item |
| Unit | The unit for which this line item's revenue will be credited. This defaults to the episode unit. |
| DVM | The DVM for whom this line item's revenue will be credited. This defaults to the attending DVM. |
| Employee | The employee who added the item to the bill. |
| Bill Party | The client who is responsible for paying this line item. For patient orders with multiple owners or payers, this can be changed for each line item. (E.g. pet insurance is covering the annual visit, but the flea medication is not covered.) If a third party payer is handling the entire bill, it can be changed all at once on the cashier screen instead |
| Comment | Optional line item comment. By default this comment does not print on the order. You can select it to print to include it on the printed order report by checking the Print box next to it. |
You can also approve all the items at once without doing a detailed review if you click on Approve All Items at the top. This is useful for standard routine orders that only have one revenue unit and DVM and only one payer for the entire order.
How do I set an order to Review status on the Order Management Screen?
Depending on your accounting department's workflow, this Order is now ready to either Set Order to Review or to Approve All & Finalize. The Review status is for when a secondary person is required to Finalize an order, such as a supervisor for the department.
Clicking on Set Order to Review will change the entire order status to Review where it can be searched based on that status in the Order Management Screen. This allows a person to have the process of Reviewing orders to be done on a separate workstation, outside of the individual units, if you choose to have a dedicated accountant for this task.
How do I finalize an order on the Order Management Screen?
Orders that are in Review status now have the option to Finalize Order (if the user has the privilege to do so.) If individual items were not approved prior to being set to review status, or if a single user will be doing the review and finalize process in a single step, the Approve All & Finalize button will also approve each individual item and then change the order status to Finalized.
The Order Status will now display as Finalized. Supervisors can also have an admin privilege to Unfinalize Order if there is a change that needs to be made before the order is paid.
An order in Finalized status is considered ready to pay on the Cashier Screen or for accounts that have delayed billing option, to have statements issued. Only bills in Finalized status will generate statements for your clients.
How do I approve and finalize on the Cashier screen?
Outstanding orders cannot be paid until the order has been approved and finalized. If your workflow allows for the Cashier to have the rights to complete this process (via the Cashier Approve & Finalize Order privilege under Hospital Orders) then they can click on this button to Approve & Finalize, and then the order can be paid.
Once the order is Approved & Finalized, whether that was on the Order screen via the Review process, or on the Cashier screen via the Approve & Finalize button, the amount to be paid against the order can be entered onto the row on the Cashier screen, and the cashier can accept the payment.
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