Automatic Charges are used for items that bill in the background when other items are ordered to the Treatment Sheet, such as timed charges like fluid pump fees or daily blood pressure fees. Products with an Automatic Charge are displayed with a dollar bill sign on the treatment sheet (hover over for more information):
If a treatment is ordered with an Automatic Charge linked to it, the Automatic Charge fee will be included on the Invoice at the scheduled start time. For example, if the current time is 12pm and the order starts at 2pm, the fee will start at 2pm.
📓 Please Note: Items with an Automatic Charge should not be ordered via One-off or on the Vitals screen as this will generate a new charge.
Hospitalization Charges
A common example of an automatic charge being utilized is hospitalization charges. When a hospitalization level is chosen on the Tx sheet (drop-down menu), the hospitalization fee will start to charge at that time and the fee will go directly to the Instinct Invoice.
Example from ITP demo site:
The hospitalization charge will fall to the invoice at the set frequency set up in Admin:
If the hospitalization level is changed, the original hospitalization selection will stop charging and the new one will start to charge.
Creating Automatic Charges
Automatic Charges are created the same way products and medications are created:
Click “Admin” (settings gear) towards the left side of the screen, select “Products”, and then “+ New Product”.
Under “Class”, choose “Automatic Charge”.
Once created, the final step is attaching it to the product within the product admin:
To do this, simply search for the product that should trigger this charge, click on it, and edit the product (look for the Automatic Charges section) to attach the associated Automatic Charge item.
Automatic Charges can be added at set frequencies based on your charging schedule. In the example below, this order has a q12 ‘Fluids IV’ charge which lands on the invoice at the start time and every 12 hours thereafter. An additional one-time pump fee is also charged at the start time.
Here is an example of automatic charges linked to this IV Fluids - LRS product. Automatic Charges can be added at set frequencies based on your charging schedule. In the example below, this order has a q12 ‘Fluids IV’ charge which lands on the invoice at the start time and every 12 hours thereafter. An additional one-time 'Fluid Pump' fee and 'Extension set/admin set' is also charged at the start time:
📓 Please Note: If you’d like to inactivate an Automatic Charge, you must first remove it from each product it is attached to (Instinct will remind you if you try). If you need assistance, you can always reach out to us at [email protected]!
🚨Things to note about automatic charges:
The automatic charge will be captured on the invoice at the time that the treatment is scheduled for, not when it's completed. So if you scheduled the treatment order at 5pm, but you complete the treatment order at 4:30pm, the automatic charge will still be captured at 5pm.
If a product with an automatic charge associated is completed as a one-off or on the Vitals tab, the automatic charge will be captured when the one-off is recorded. Items with an Automatic Charge should not be ordered via One-off or on the Vitals screen as this will generate a new charge.
Automatic charges can not be ordered directly to a Treatment Sheet, only the products they are tied to can be ordered.
For EMR hospitals, automatic charges cannot be added directly to estimates, only the products that they are tied to can be added.