Cubex Billing in Instinct EMR lets the cabinet drive invoice charges automatically. Items are added to the patient's invoice when dispensed from the cabinet, not when the order is completed in Instinct. This article walks admins through the setup steps before and after Instinct enables Cubex Billing.
Before you begin
Submit this form: Cubex Billing Integration Request to get your request to enable Billing in our team’s queue. The turnaround time is typically 3-10 business days.
You'll need the admin_products permission in Instinct EMR and admin access to your MyCubex account before starting setup.
Align users in both systems
Instinct and Cubex identify users/staff by their initials (username). These must match exactly in both systems for orders and history to display correctly.
Obtain your user list from Instinct and from MyCubex.
Contact [email protected] if you need a Cubex user list.
Contact Instinct Support via chat or email [email protected] if you need an Instinct user list.
Confirm that each user's Instinct username (initials) matches their Cubex Employee No. exactly.
Set products to Billable in MyCubex
Any product that should appear on an Instinct invoice must be set to Billable in MyCubex.
In MyCubex, open the item settings for each product you want to bill through Cubex.
Enable the Billable setting on each item.
Contact Cubex Support if you need help running a bulk update.
Note: Items must be set to Billable in MyCubex regardless of their billable/non-billable status in Instinct. Cubex drives billing for all mapped products once Cubex Billing is enabled.
Clean up your MyCubex product catalog
Product IDs do not have to match between Instinct and MyCubex systems.
Before mapping products in Instinct, prepare your Cubex product catalog. Review all item labels in MyCubex and remove any quotation mark (") characters.
Warning: A quotation mark (") in any Cubex item label blocks the Integration Product search in Instinct.
Configure waste settings in MyCubex
Decide whether your practice will charge clients for wasted medication.
In MyCubex, go to Settings (⚙️) → Purchasing & Billing.
Locate the Add waste and dose amount together in Billing Transaction setting.
Check it to include the wasted amount in the invoiced quantity.
Uncheck it to exclude the wasted amount from the invoiced quantity.
Map products in Instinct EMR
After the Instinct team enables the Billing configuration and product mapping for your practice:
Open any product form in Instinct.
Locate the Integrations section at the bottom of the form, and select Cubex from the drop-down menu, or type Cubex.
Search for and select the corresponding Cubex item to map it.
Once mapped, scheduled orders for that product are sent to the Patient's Profile at the cabinet.
Still need help?
Instinct support:
Contact support via live chat or email [email protected]
Cubex support:
Email: [email protected]
Customer portal: cubex.biz/customerportal
Phone: 1.866.930.9251 (US/CA)