In Instinct EMR, the Cubex integration includes two features, Profile and Billing, that connect your medication workflow from order to dispense to charge capture. Understanding which configuration your practice has helps your team work more efficiently and reduces missed charges.
How the workflow connects
The medication workflow with Cubex moves through three steps:
Order: Create the medication order in Instinct EMR via the treatment sheet, anesthesia sheet, or prescription.
Dispense: The order appears on the patient's profile at the Cubex cabinet, where staff can select the patient and dispense against that order.
Capture: Depending on your configuration, the charge is either automatically created when the item is dispensed (Profile + Billing) or requires a completion step in Instinct EMR (Profile only).
Cubex Profile: connecting orders to the cabinet
When a medication is ordered in Instinct EMR via a treatment sheet, anesthesia sheet, or prescription, the order is sent to the patient's profile in MyCubex. Staff can select the patient and dispense against that order at the cabinet.
With Profile only, the cabinet notifies Instinct EMR that the dispense occurred, but the invoice charge is still created through the standard Instinct EMR workflow. Staff must complete the order or prescription in Instinct EMR to generate the charge.
Note: For a full walkthrough, see How Cubex Profile Ordering Works in Instinct EMR.
Cubex Billing: connecting the dispense to the invoice
Billing builds on Profile. When a medication (or any mapped item) is dispensed from the cabinet, Instinct EMR receives the billing event and automatically posts the quantity actually dispensed to the patient's open visit invoice. Staff no longer need to complete a separate action in Instinct EMR to generate the charge.
The order should still be completed in Instinct EMR as part of the clinical documentation workflow, but charge capture has already occurred automatically from the Cubex dispense.
Note: For a full walkthrough, including how profile overrides and returns work, see How Cubex Billing Works in Instinct EMR.
Profile only vs. Profile + Billing
Use the table below to understand how the two configurations differ.
| Profile only | Profile + Billing |
Do orders appear at the cabinet? | Yes | Yes |
What creates the invoice charge? | Action taken in Instinct EMR | Cubex dispense event |
Does cabinet workflow change? | No | No |
The dispensed quantity changes | Manual adjustment may be needed | Actual dispensed quantity is automatically billed |
If the Instinct EMR order is not completed | Charge may be missed | Charge is still captured; the order should be completed for clinical documentation |
Setup and workflow considerations
Items must be billable in both systems. For automatic charge capture with Billing enabled, the Cubex item must be set to Billable in MyCubex and the corresponding product must also be billable in Instinct EMR.
Billing reflects what was actually dispensed. If staff dispense more or less than originally ordered, the charge posted to Instinct EMR automatically reflects the cabinet dispense quantity, reducing the need for manual corrections.
Profile Overrides with Billing. Profile Overrides are supported with Billing. Because an override begins at the cabinet without an existing Instinct EMR order, the product that appears on the invoice is selected alphabetically from the mapped products. If your team frequently uses Profile Overrides, Cubex Departments can provide more control over which product is billed. [VERIFY: "Cubex Departments" — confirm this is the correct feature name in MyCubex]
Medications stored in both Cubex and a crash cart. Create two Instinct EMR products: one mapped to the Cubex item for automatic cabinet billing and one unmapped for manual charge capture. This supports correct billing regardless of where the medication is dispensed.
Frequently asked questions
How do I know which configuration my practice has?
Contact the Instinct support team to confirm whether your practice has Profile only or Profile + Billing enabled.
Can my practice upgrade from Profile only to Profile + Billing?
Yes. Contact the Instinct team to add Billing to your integration. To prepare, see Set Up Cubex Billing.
Does the cabinet workflow change when Billing is enabled?
No. The dispensing workflow at the cabinet is the same for both configurations.
Still need help?
Contact support via live chat or email [email protected].