Actions in Instinct
What happens if I update the frequency, start time, or duration of an order, discontinue, or NC a treatment?
All orders already sent to the cabinet via Instinct EMR have been canceled and removed.
What happens if I update the quantity of an order?
The quantity updates at the cabinet after the order is changed in Instinct EMR.
Will one-off orders be sent to the cabinet?
This depends on your practice’s setup. If your practice has One-Off Profiles enabled, one-off orders for mapped products are automatically sent to the cabinet. If One-Off Profiles is not enabled, one-off orders will not be sent to the cabinet, and items will need to be manually searched and issued. Contact the Instinct team to confirm what's included in your integration; an admin can request this feature be enabled/disabled for your practice.
Actions at the cabinet
I don't see Instinct EMR orders available at the cabinet. What should I check?
Confirm the product is mapped—look for the Cubex icon on the treatment line in Instinct EMR.
Confirm the product is mapped to the correct Cubex item in Instinct EMR Admin → Inventory → Products.
Confirm your workstation's time zone matches the Cubex cabinet's time zone.
Confirm the Cubex cabinet is in Profile Mode.
Profile Ordering (not Billing): Confirm the item was completed in Instinct EMR before checking for it at the cabinet
I can see Instinct EMR orders, but the "Add Items" button is grayed out. Why?
Confirm your Cubex user profile has the Profile Override permission enabled in MyCubex.
I changed the quantity at the cabinet before issuing the item. What happens?
The updated quantity is sent back to the quantity field on the completion screen for that treatment in Instinct EMR.
What happens if I skip an item at the cabinet?
Nothing changes. The order remains available at the cabinet.
What happens if I return an item to the cabinet after completing the treatment in Instinct EMR?
Cubex does not send an update to Instinct EMR in this scenario. Update the medical record in Instinct EMR manually—edit the treatment to NC, add a note explaining why, and adjust the invoice as needed.
If I remove an item from the cabinet that wasn't ordered in Instinct EMR, will it write back to Instinct EMR?
Yes, if your practice has Cubex Billing enabled. A line item is created automatically on the patient's Instinct EMR invoice. See How Cubex Billing Works in Instinct EMR for details on how profile overrides work.
Admin: Products and users
Do product IDs have to match between Instinct EMR and Cubex?
Product IDs are not required to match, but matching them is a best practice for easier management and troubleshooting.
Do user IDs (initials) have to match between Instinct EMR and Cubex?
With Cubex Billing enabled, user IDs are required to match. If a user's Cubex initials don't match their Instinct EMR username, their name won't appear in the invoice line item history—it will display as "unmapped Cubex user" instead.
Nothing comes up when I try to map products in Instinct EMR. What's wrong?
Check your MyCubex item labels for quotation mark (") characters. A quotation mark in any item label blocks the product search function in Instinct EMR. Remove it from every item label to restore search.
Do I have to manually add new products and users to both Instinct EMR and MyCubex?
Yes. New products and users must be added to each system separately. Best practice is to use the same product ID and username in both systems.
What's included in each Cubex configuration?
Your practice’s Cubex setup depends on which features the Instinct team has enabled.
Cubex Profile: Patients, TX Sheet orders, and Rx orders are sent to the cabinet as profiles.
Cubex Billing: Cubex drives all invoicing for mapped products. Items are added to the invoice when dispensed from the cabinet—not when the order is completed in Instinct EMR.
One-Off Orders: One-off orders are sent to the cabinet as profiles, in addition to either Profile or Profile + Billing.
Contact the Instinct team if you're unsure which configuration your practice has.
Still need help?
Contact support via live chat or email [email protected].