Products and services encompass everything that can be on an invoice. Whether it’s medication, procedures, examinations, food, or other things your office sells (like keychains, calendars, etc.), they will all be in the ‘Products’ section of Admin.
To get to ‘Products,’ click ‘Admin’ and then click ‘Products.’
When you land on ‘Products’ you can navigate to a few tabs to help sort through your practice’s products and services:
Products and Services
This is the tab you’ll land on when you click on ‘Products.’ It’s where all of the products and services your practice offers live in the Shepherd database. From this tab, you’re able to:
Search for a Product or Service
To search for a product or service, type its name into the search bar at the top left of the screen. The list below will automatically filter to results that have the text you’ve typed in.
Note: if the product is controlled, you’ll need to switch the ‘Show Controlled’ toggle to ‘On,’ with the white circle on the right side.
Sort Products and Services
To sort your products and services—by value or alphabetically, depending on what you’re sorting by—click on the arrows next to:
Filter by Category
To filter your products by their category (or categories), click the filter icon next to ‘Category Name.’
After clicking the filter icon, you’ll see a dropdown menu containing all of the products categories your practice offers. You can whittle down that list by typing into the search box and selecting all relevant categories. You can add as many categories as you want.
This is a quicker way to get a high level view of what a category contains than by clicking into an individual category. It’s also if you want to see all products within multiple categories.
To remove a category, click the ‘X’ to the right of the product category tag. You can also clear all your filter parameters by clicking the ‘Clear’ button at the bottom left of the filter modal.
View a Product or Service
If you want to view all fields in a product or service, click the ‘view’ icon (looks like an eye) on the right side of the screen under ‘Actions.’
This will open the product’s page where you’ll be able to see all the specific information associated with that product. You’ll also be able to edit the product by clicking the ‘Edit’ button at the bottom of the screen.
Note: you can also click on the product from the Products section and it will take you to the editable product page.
View the Product's Activity Log
Need to check in to see who edited a product last—and what they updated?
Click on a product in the product's section
Click 'Activity Log' in the upper right hand corner of the product page
This log tracks all edits and updates, as well as who performed them.
Add a Product or Service
To add a product or service, click the ‘Add New’ button on the right side of the screen. When you make a new product, you’ll have to fill out the following fields:
Depending on the ‘Product Type’ you select, you’ll have to add different fields that support that product type (since things like ‘Injectables’ and ‘Services’ require different kinds of data attached to them).
Check out our guide for more info.
Regardless of what kind of product you’re creating, you’ll also be able to determine whether or not the product:
Should be included in the medical record
Has discharge Instructions
Has an automatic task assigned to it
Adding Discharge Instructions to a Product or Service
To add discharge instructions to a product or service, make sure that the ‘Discharge Instructions’ box is selected.
Once the box is selected, a free form text field will appear. Inside, you’ll have full control of formatting, styles, fonts, colors (and even pictures if you so choose).
Tip: remember that these are supposed to be generic discharge instructions that can apply to any patient who needs this product or service. You’ll be able to edit them on an individual basis within the patient’s SOAP, but the goal of this is to minimize the amount of work up front by making these as generic as possible.
Note: To populate the discharge instructions on a patient’s SOAP, you’ll need to administer the product or service within the medical record (and not on the invoice).
Adding a Task to a Product or Service
Adding a task to a product or service means that, whenever that product or service is administered on the patient’s record, a task will automatically be created in the ‘Tasks’ section of Shepherd.
When you add a task, you’ll need to give the task a name as well as give a due date for that task.
For example, you could create a task for attaching a photo of a patient’s dental cleaning to their medical record for a dental cleaning service. These are a great way to add details to your patient’s medical records as well as build a bit of rapport with your clients.
Edit a Product or Service
To edit a product or service, click on the row within ‘Products and Services.’ Or, you can click the ‘view’ icon on the right side of the screen and click the ‘edit’ button at the bottom of the product’s page.
Editing a product or services allows you to change just almost everything about a product, with the exceptions based on which product type is selected. Some fields you can update are:
Note: depending on the ‘Product Type,’ different fields will populate below, similar to when you create a product or service.
There are also checkboxes that you can turn on or off:
Include in Medical Record
Note: the ‘Included on Invoice’ box will always be checked.