The "Smart Cart" is used for the ease of being able to calculate a patient's total, in addition to seeing how it affects the patient's co-pay for their visit and services. You can build orders for prescription contacts and glasses based on your current inventory, as well as, provide a full breakdown and invoice of total cost! In this article we will go over how to navigate Smart Cart Orders and its functionality.
Practice Inventory:
Based on your EHR, Items will be displayed according to code, name, pricing, and category. We generally recommend consulting with one of our Customer Success Specialists to ensure your inventory is set up properly based on your preferences.
Here you will find items regarding exams, lens design, materials, options, contacts, frames, and packages. Items that are no longer in use can be excluded and removed from being viewed within the copay calculator. If applicable, local and state taxes can be added to categories which will automatically be calculated into orders when being placed. You also can create custom options that can be automatically applied to your cart such as eyewear protection plans, donations, and more.
Building the Smart Cart Order:
1. Starting a Smart Cart Order
When you look at a patient’s eligibility and benefit search you will see a “Place Order” Button. This will take you to the start of the Smart Cart so you can begin building an Eyeglasses or Contacts order with a patient.
2. Clicking on the “Back” button next to the patient's name
Next to the Patient’s name at the top of the Smart Cart is a Back Button, when you click this button it will take you to the previous page you were on in the OST Calculator. For Example, if you were on the “Exams” Page, clicking the back button would take you back to the beginning of the order screen.
3. Clicking on the patient’s name
When you click on the patient’s name in the order screen, Bolded and Underlined at the top of the screen, this will bring up a pop-up of the patient’s plan that the order is being made under. Here, you can view the Plan Details or the Plan Snapshot to review the patient's Benefits for the order.
4. Clicking on the “Middle Bar” on the bottom banner to view your cart
When you are on any page of the Order Screen you will see a transparent bar on the banner at the bottom of the page. Clicking this transparent bar will bring up all of the items currently selected and already added to the cart with their retail prices and the patient's responsibility.
5. Click on the “Middle Bar” on the bottom banner to view your cart - cont.
After Clicking on the Bottom Bar you will see a summary of the items that you have added to the cart throughout the Smart Cart order:
While you are completing the Smart Cart Order
1. The Purpose of the “Insurance Toggle”
When you are ready to checkout and complete the order, each item will have an “Insurance” toggle. When you click on this toggle, it will click OFF and remove the Insurance Contribution on the Item selected. You can then click to toggle it back on and add the Insurance Contribution to the total price.
2. The Purpose of the “Edit Button”
When you are in the cart for the order being made there is an “Edit” button showing with every Item in the cart. When you click on the “Edit” button, a pop-up will appear that will let you edit the price of the Item selected. You can add a discount to the price by the amount of dollars ($) to be deducted or you can add a discount by the percentage (%) to be deducted from the price of the item. Once you click Save, the total price of the item should update to account for your edits.
3. The “Apply Discount” button
Under all of the items in the cart, next to the total price is a button that says “Apply Discount''. When you click on the “Apply Discount” button, a pop-up will appear that allows you to take a discount off the total price of ALL of the items in the cart. You will need to select a “Discount Reason” and will then be able to choose whether it was an “Insurance Discount Override”, “Non-Insurance discount”, or “Other”. Once you click Save the discount should be deducted and the total price should update.
4. The “Add Item” button under “Miscellaneous”
Underneath “Miscellaneous” there is a button labeled “Add Item”. When you click on this button a pop-up will appear that will allow you to manually add an item that is not in your inventory to be used in Orders. You will label the item, type in the price of the item, you can add a discount on the item, and lastly, there is a button for you to save the item into your inventory to make it easier to select on future orders.
5. The “Add Measurements” button under “Lens Measurements”
Under “Lens Measurements” is a button labeled “Add Measurements''. When you click on the “Add Measurements” button you can then specify the Glasses/Contact Measurements for your office or your patient's reference. This will then show on the Order Invoice.
6. The “Add Notes” button under “Notes”
Underneath “Notes” there is a button labeled “Add Note”. When you click on this button a pop-up will appear that allows you to add any notes, memos, reminders, or important information for your office or your patients. You will type your message into the text box and click Save. This will then appear on the Order’s Invoice when the order is completed.
Congratulations, you now know how to Navigate your way through every step of creating a Smart Cart Order with your patients!