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🛒 SmartCart Overview + Practice Inventory

How to place and manage patient orders using SmartCart and inventory settings

Kyle Davidson avatar
Written by Kyle Davidson
Updated over a week ago

What Is SmartCart?

SmartCart is Aloha’s point-of-sale ordering tool that helps you:

  • Build patient orders based on current inventory

  • View copay breakdowns and insurance impact in real time

  • Edit, discount, and finalize orders for glasses or contacts

  • Print or share a detailed patient invoice

It’s fully integrated with Aloha’s eligibility search and your practice’s inventory, giving you a clear and efficient way to manage sales during the patient visit.

🗂️ What Is Practice Inventory?

Your inventory powers SmartCart. It includes all the billable items and services you offer, based on your EHR integration.

Inventory may include:

  • Exams

  • Lens designs, materials, and options

  • Contact lenses

  • Frames

  • Packages (bundled services/products)

  • Custom add-ons (e.g. protection plans, donations)

💡 Tip: A Customer Success Specialist can help review and configure your inventory setup to match your pricing and workflows.

🛠️ How to Place an Order in SmartCart

Step 1: Launch SmartCart

  1. Go to Eligibility Search and look up the patient (last name, first name, DOB).

  2. Click Place Order next to the patient’s name.

This will launch the SmartCart order builder.

Step 2: Navigate the Order Screen

Here are key SmartCart navigation tools:

  • 🔙 Back Button (next to the patient’s name): Returns you to the previous step (e.g., Exams page).

  • 👤 Patient Name (clickable): Opens a pop-up showing the patient’s plan details and benefit snapshot.

  • 🛒 Cart Summary Bar (bottom center): Click it to view everything in the cart including:

    • Retail prices

    • Insurance contributions

    • Patient responsibility

Step 3: Manage Cart Items During the Order

  • Insurance Toggle: Click it to remove or reapply insurance coverage to individual items.

  • Edit Button: Adjust pricing manually for a selected item using a dollar or percent-based discount.

  • Apply Discount: Apply a discount across the entire cart. Select a discount reason (insurance override, non-insurance, or other).

  • Add Item (under Miscellaneous):

    • Manually add any item not in inventory.

    • Assign a price and optional discount.

    • Optionally save the item to your inventory for future use.

  • Add Measurements (under Lens Measurements): Input PDs, seg heights, or other specs. These will display on the invoice.

  • Add Notes (under Notes): Add internal or patient-facing notes that will show on the final invoice.

✅ Finalize the Order

Once the cart is complete:

  1. Review all totals and apply any final edits.

  2. Click Proceed to Checkout.

  3. The patient invoice will reflect all charges, discounts, insurance contributions, and notes.

You’ll Know It Worked When:

  • Cart totals update in real time based on your selections

  • Insurance impact is visible and editable

  • Discounts and manual items appear correctly in the invoice

  • The patient’s eligibility is linked to the order

💬 Still Have Questions?

  • What’s the difference between SmartCart and Inventory?
    SmartCart is your order-building tool; Inventory powers what’s available inside it.

  • Can I remove old inventory items?
    Yes — deactivate outdated products so they no longer appear in SmartCart.

  • Can I add tax to orders?
    Yes — taxes can be added to item categories and will auto-calculate in the cart.

  • What happens after the order is placed?
    The invoice is finalized, and your team can fulfill the order using your usual processes.

📞 Need help reviewing your setup?
Contact our Customer Success team — we’re happy to help!

Support@reviewwave.com

1800-563-0469

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