In order for charges to “Sync”, the item code (ID) and quantity in Instinct must exactly match what is entered in your main practice software.
How charge syncing works
Instinct automatically flags charges that have been:
Completed in Instinct but not yet entered in your PIMS invoice
These items appear on the Instinct Invoice with an orange missed charge icon until they sync.
Manually Enter the Charge in Your PIMS
If you prefer to enter charges manually:
Open the patient’s invoice in your main practice software
Enter the item using the exact same code and quantity shown in Instinct
Within 30 seconds, the missed charge icon in Instinct will update to a sync icon
Important:
Codes, quantities, and provider initials must match exactly
All fields are case-sensitive
Any mismatch will prevent syncing
Use the “Send Missed Charges” Button (If Available)
Some ITP-connected hospitals will see an orange Send Missed Charges button at the bottom of the Instinct Invoice.
What this does:
Sends all missed charges directly from Instinct to your PIMS
Eliminates the need for manual entry
If you receive an error:
Confirm the product exists in your PIMS
Verify the item code matches exactly
Ensure provider initials exist and match in your PIMS
Few things to keep in mind:
Use the “Only Show Missed Charges” button located at the top right hand corner of the screen to quickly identify which charges are missing. This is also great for use at the front desk prior to checking a patient out to ensure last-minute items don’t get missed.
You can always enter charges directly on your main practice software that may not be in Instinct (such as a TPLO plate). That item will be brought into Instinct to keep predicted billing accurate and a download icon will show.
If an item does not belong on this invoice, simply click the 3-dot menu next to the item and select “Void”. This hides the charge and you can always “Undo Void” by clicking the 3-dot menu again if needed.