3-Dot Menu
To view the RX and Invoice options for a checked-out patient:
Click the 3-dot menu next to the patient’s name when searching in Patient Registration within the Business Office.
Alternatively, use the Look Up option in the left navigation bar.
Look Up
Business Office
Creating a Standalone Invoice
To create an invoice for a patient that is not currently checked in, navigate to the patient’s Invoice screen:
Click + New Invoice at the top of the Invoices column
Enter Reason for Invoice
Select a Service
Select Provider
Add Products or Product Groups to the Invoice
Please Note: If you do not see the + New Invoice button at the top of the Invoices column, it is because only one invoice can be open per patient at a time. Ensure all other invoices are closed to create a new one.
Collect payment as you normally would in the Payments & Ledger screen.
Or Close the Invoice using the Close Invoice button.
A Reopen Invoice button at the bottom of the Invoice will allow you to reopen and edit a Standalone Invoice for 24 hours after the invoice has been closed, if needed.
Please Note: The Reopen Invoice button is only visible to users who have the reopen_invoice permission assigned to one of their current user roles.
Prescriptions
To create or refill a prescription for a patient who is not currently checked in:
Navigate to the patient’s RX panel.
Search for and select the product to prescribe.
Complete the prescription form and click Prescribe.
A PDF prescription label will be generated.
The prescription line item will either:
Be added to a new standalone invoice, or
Be added to the patient’s most recent open invoice.
You will not be able to Edit/Void a prescription if the associated invoice is closed, however if it’s within 24 hours of closing and prescribing, you can reopen the invoice and Edit/Void.
If a patient has no prior Visit history in Instinct, you will not be able to start a Standalone Rx, and will have to check the patient in to the OTW Board.
Important Note: If you utilize the RX panel for a non-billable written RX, Instinct will still create a $0 line item Standalone Invoice that will need to be closed.
Financial Ledger
Navigate to the ledger for an account that has a patient with a Standalone Invoice:
A new Invoice is created on the account ledger with the Reason for Invoice, and hovering over the Invoice will display who created the Standalone Invoice
You can also filter lines on the ledger by Visit Invoices (checked-in medical visits) and Invoices (checked-out standalone invoices/non-visits).
Analytics
The following reports include data from Standalone Invoices (non-visits):
Practice Summary Report
Total Non-Visits: Total count of all non-visit invoices (excludes late fees).
Total Visit Revenue Invoiced: Includes amounts from all closed visit invoices.
Total Non-Visit Revenue Invoiced: Includes amounts from all closed non-visit invoices.
Average Non-Visit: Calculated as Total Non-Visit Revenue Invoiced ÷ Total Non-Visit Count.
Total by Species and Total by Breed: Includes revenue from visit and non-visit invoices, but the count only includes visit invoices.