💸Invoice Capture
All products mapped to Cubex will become non-billable in Instinct. This is a big change!
Instead of going to the invoice when an action is taken in Instinct (e.g., complete an order, one-off, or Rx), items will instead go to the invoice when they are removed from the Cubex cabinet.
Items must be set to Billable in MyCubex in order to appear on Instinct invoices, regardless of their billable versus non-billable status in Instinct. Each invoice line item will default to the provider assigned to the patient’s visit, and the recorded quantity will reflect what was removed from the cabinet, even if it differs from the Instinct order, which will need to be updated separately. The Show History audit will display who issued the product, unless their user ID does not match or exist in Instinct. Items will automatically be added to an open invoice if one exists, and if there is no active visit or open invoice, a new one will be created.
📝Profile Overrides
Profile Overrides occur when items are removed from the Cubex cabinet without an Instinct order. This action is controlled by a Cubex User Permission known as a Profile Override. When items are dispensed in this way, a line item displaying the Cubex icon is automatically created on the patient’s Instinct invoice at the exact date and time of issue.
If multiple Instinct products are linked to the same cabinet item, the product that appears first alphabetically will be the one added to the invoice. The line item history will also show which staff member issued the product, provided Instinct recognizes their user ID. It is important to note that items dispensed through the Cubex cabinet in this manner will not generate an order on the treatment sheet, they will only appear on the invoice.
🛑Returns
When items are dispensed from the Cubex cabinet and subsequently returned, the invoice will automatically adjust to account for the returned quantity. You will be able to view the complete history of the invoice line item, which includes both the initial quantity dispensed and the amount that was returned.
If the full quantity of the dispensed medication is returned to the Cubex cabinet, the Instinct invoice line item will be automatically voided.
🗑️Wasted Medications
Waste recorded at the cabinet will be handled in Instinct according to your Cubex settings:
MyCubex > ⚙️ > Settings > Purchasing & Billing
If Checked (on): The wasted amount of the medication will be included in the quantity that is added to the Instinct invoice line item. For example, 3 tablets are dispensed, but 1 tablet is wasted. The Instinct invoice line item will show a quantity of 3 tablets.
If Unchecked (off): The wasted amount of the medication will NOT be included in the quantity that is added to the Instinct invoice line item. For example, 3 tablets are dispensed, but 1 tablet wasted. The Instinct invoice line item will show a quantity of 2 tablets.
❓Billing FAQ’s
I can see Profile Orders but I can’t remove additional items; the ‘Add Items’ button is grayed out?
Verify your Cubex user profile has permission for Profile Overrides.
If I have multiple Instinct products mapped to the same item in the cabinet and I remove the item as a Profile Override (not ordered in Instinct first), which Instinct product will appear on the invoice?
The product that appears first alphabetically will be added to the invoice.
What if I already have the Cubex Profile Integration, but not the Rx, One-Off, and Billing features?
Reach out to us to upgrade your integration settings!
In the meantime, review How To Get Started below to prepare for the changes.
How long will it take for line items to appear on the Instinct invoice after I issue an item at the cabinet?
Line items should appear in 2 minutes or less.
Why does the invoice show a different quantity than the Treatment Sheet?
The invoice will reflect the quantity dispensed from Cubex, excluding any returned quantity, and either including or excluding waste, depending on your Cubex settings.
I completed an order on the Tx Sheet and it didn’t go to the invoice?
With this Billing feature enabled, mapped items will only be added to the invoice once they are issued at the cabinet. Completion is Instinct will no longer send them to the invoice as they used to.
We [want to/don’t want to] charge clients for wasted product. Can we do that?
Yes! Check the item’s settings in MyCubex
Look for: Add waste and dose amount together in Billing Transaction
For example: If you dispensed 1 tablet and wasted 1/2 tablet
Box is checked: Wasted amount will be included in the quantity on the invoice line item.
Invoice will charge for the entire quantity of 1 tablet
Box is UNchecked: Wasted amount will be removed from the quantity on the invoice line item.
Invoice will charge for the updated quantity of 1/2 tablet
What if I return part of an order to the cabinet?
If you return a partial quantity to the cabinet, the invoice line item will update to reflect the returned quantity, so that the client is only billed for the quantity used.
What if I return the entire quantity to the cabinet?
The invoice line item will be voided to remove any charges to the client.
I pulled something from the Cubex cabinet, but it does not appear on the invoice.
If it’s been more than a few minutes, confirm:
The Cubex product is mapped to an Instinct product
The Cubex product is set to billable in MyCubex
Cubex is driving the billing for mapped products
What if I have the same meds stored in Cubex and somewhere else (e.g. Crash Cart)
It’s best to set up separate versions of these products in Instinct
one mapped to Cubex and one unmapped to ensure the most accurate tracking and billing.
This will also allow you to accurately track usage of the crash cart meds
What if I need to check a client out before a prescription is dispensed?
We’d recommend manually adding the charge to the invoice in this scenario. Once the invoice is closed, further charges won’t be posted to it even if items are dispensed.