Products
The Product section is where all billable and nonbillable items are created and managed in Instinct.
Any user with the “admin_products” permission can manage Products.
Adding a New Product + Calculator:
To add a new Product, click “+ New Product” at the top of the Products Admin page.
Enter a Name and unique PIMS ID for the Product and select the Class from the drop down menu as Product + Calculator.
For ITP Connected hospitals – please make sure the PIMS ID is exactly the same in Instinct as your practice management system for syncing purposes.
Products with this class will generate a Medication section where you can enter the medication strength and unit per dose. This area also allows you to select for the calculations and safety warnings to use BSA (m2).
Tx Category
This is where the product will display on the patient’s treatment sheet. Options include:
Basic Observations
Continuous Infusions
Monitoring
Medications
Vaccines
Patient Care
Diagnostics
Procedures
Misc
Administrative Tasks
Uncategorized
Formulation Unit
This is the unit that displays when the product is ordered on the treatment sheet.
🚨 Important Note: Once a product is saved, the Billable toggle will no longer display when editing the product. If you would like to switch this product from billable to non-billable or vice versa, please create a new product.
Notifications
Deceased Status Automation
When toggled ON for any Products associated with end-of-life care, this will automatically update the patient status to Deceased when completed as a treatment or added directly to the invoice.
Invoicing
Selling price is the price that is charged for the quantity of one of the product. The dispensing fee is a fee that is added to the selling price and can represent a fee for dispensing prescriptions, an administration fee, hazard waste fee, etc. The Min Price can be set for a product to always charge at least that amount no matter how little quantity is used. The Max Price can be set for a product to cap the charge at a certain amount even if more quantities are used.
For EMR Only:
Invoice Tags allow for tagging products for reporting purposes. The most common use is to tag the products by the classification and subclassification to track costs. For example a tag could be medications oral and another could be medications injectables. Multiple invoice tags can be added to a single product.
If the Product has the “Excluded from Discounts” toggle on, any discounts applied to an invoice will not be applied to the the product cost.
If the Product has the “Excluded from Commissions” toggle on, the cost of the product will not be included in the totals of the Provider Summary report.
Inventory
(For EMR Only)
The Unit Cost is the price the hospital paid for the item multiplied by the Markup to equal the Calculated Price.
💉 If your hospital is utilizing Instinct Stockroom, Unit Cost will be managed directly within the system.
Advanced Ordering
Default Frequency (optional): This will be displayed when ordering this product on a patient’s treatment sheet and estimate as well as when attached to any product groups which can still be changed if needed.
Default Route (optional): This will be displayed when ordering this product on a patient’s treatment sheet and estimate as well as when attached to any product groups which can still be changed if needed.
Requires Tx Notes: If toggled on this would require all staff members to enter a treatment note before completing this item on a patient’s treatment sheet.
Default Provider: If needed, a default provider can be set for a product so that provider will be the provider listed on the Instinct invoice by default, regardless of who the provider is on the pet’s visit at that time.
Tx Sheet & Ax Mode
When a product with a Default Provider is ordered on the TX or AX sheet, the product will automatically be assigned to the Default Provider. A tooltip will also display that reads “This product has a default provider, which may be different from the visit provider”.
One-Off Orders
If a One-Off order with a Default Provider is completed, the order will be added to the TX Sheet with its Default Provider.Product Groups
If a Product Group is ordered that includes products with a Default Provider, those products will be added to the TX Sheet with the Default Provider that is assigned to the individual Product.Invoices
When entering or editing an invoice line item that has a Default Provider, the DR column will display the Default Provider and the field will be disabled unless you have the product_override_default_provider permission.
Fees
If a Product with a Default Provider has an Automatic Fee attached, the Automatic Fee will be assigned to the Default Provider when added to the Invoice.
If you need to override any Default Provider that has been set for a Product on the Invoice, you’ll need to add the product_override_default_provider permission to a user role.
Deactivating a Doctor or Changing Doctor Class
When a staff member who is assigned as a Default Provider changes from the Doctor Class to the Staff Class, or is being deactivated, Instinct will display the following warning:
“You are about to change a staff member’s role to no longer be a doctor. Their name will not be available to select from any provider dropdowns/You are about to deactivate a staff member. They will no longer be able to login, and their name will not be available to select from any dropdowns. Additionally, they will be removed from 3 products that they are set as the default provider for. Are you sure you want to change this staff member’s role?/deactivate this staff member?”
Default Ax Tag: Select an Ax Tag that will default on when ever the product is used in the Ax Mode sheet.
Default Note: These are specific instructions that can pre-populate as order notes for this item on the treatment sheet. Examples include medication administration, when to notify the doctor, and safety instructions.
Sort Order: This number determines the order of the product on the treatment sheet. For example, if the category for this product is Medications and the Sort Order is 2, it will appear towards the top of the category.. Note: lower number = top and high number = bottom.
Medication Safety Warnings: These allows for medications to have a set standard for safe doses by species. Once set, treatments outside of these parameters will be flagged as potentially unsafe and require confirmation prior to ordering. Can only be used on products + calculator product classes.
Automatic Charges: This allows for automatic charges to be attached to products. Automatic charges are used for items that bill in the background and appear on the invoice when other items are ordered, such as timed charges like fluid pump fees or daily blood pressure fees. Note: Automatic charges must be created first in Admin prior to attaching to the product.
Workflow Tags: Allows for “tagging” of treatments and filtering the Instinct status board by patients with those active treatments. The workflow tags must be created first in Admin prior to attaching to the product.
Advanced Prescribing
(For EMR Only)
Default Rx Instructions: Enter instruction that will pre-populate at the time of dispensing an Rx.
Auto-Printing of Prescription Labels: Easily configure the ability to disable auto-printing for certain medication or treatment labels by moving the toggle to off.