Supply Resource Category
This dictionary is tied to the supply resources for billing and reporting
purposes. Categories may be created that mirror the UB Editor Revenue
Code Descriptions or they may be more general such as General Supplies,
Medications, Dressings, etc.
Supply resource category is used to group similar supplies together
and is a critical part of the Inventory / Materials Management module.
Revenue codes and mark up rates are associated to the Supply resource
categories for billing purposes. General Ledger accounts can also be associated
to the categories and used to provide information to Accounts Payable
systems for items purchased and supplies used.
Associating supplies to categories will make it easier to select items
when build preference cards or updating cases, as users are searching
through a smaller number of items in order to locate the item they need.
- Implants
- General Supplies
- Drapes
- Sutures
- Medications
The Supply resource category dictionary is a Not Shared (Business Entity)
dictionary. The items entered in the dictionary are unique to the Business
Entity they are created in.
- Determine what categories will be needed in your organization.
Keep in mind that scheduling and clinical staff will be interacting
with inventory to create preference cards and associate equipment
to cases. Selection of the items is easier if the categories are specific
enough to ensure that any staff member will be able to find an item,
but not so specific that the number of categories becomes unmanageable.
- Revenue codes and mark up rates are set in the Supply Resource
Category dictionary. You will need to be able to ensure that items
are grouped in such a way that the correct markup rates for billable
items can be set for items such as implants or take home medications.
- If your facilities has billable supplies, determine what the mark
up rates will be for these items. Mark up rates can be set at the
individual item level (in the Supply
Resource dictionary) or at the Supply Resource Category level
(in the Supply Resource Category dictionary). Settings at the individual
item level will override settings at the category level. You will
also need to know if the mark up should be applied as Cost + or %
Mark up (see below for details)
- General Ledger (GL) accounts can be associated to Supply Resource
Categories. Check with your administration to learn whether this feature
is used by your facility. Adding GL Accounts to the Supply Resource
Categories enables you to pull reports on supplies purchased and used
by GL Account. This information may then be used by third party accounting
software for month end reporting.
- Contracts can be used to indicate what supplies individual insurance
carriers will reimburse for. Insurance contracts are created in the
Contracts dictionary.
- Click New Item from the
Actions sectionActions section
in the upper right of the dictionary. The Edit
Supply Resource Category dialogEdit
Supply Resource Category dialog appears.
- Name: Enter a description
of the Supply/Resource Category.
- Quick Code: Enter a short
identifier for the Category that enables users to look it up quickly
(maximum of 15 characters).
Note:
The entries you make in steps 4 - 9 will apply to items in this
Supply Resource Category that are marked Billable in the Supply Resource
dictionary.
- Default Markup: If you
would like to have one rate applied to the all items in this category
when billing for Time and Materials, you can enter the percentage
here. Your selection in the Billed
By field below will determine how the items will be billed.
Example: If you select %Markup in the Billed
By field, and enter 200.00
in the Default Markup
field, all items in this category will be billed at 200%
of cost (or twice the amount of cost). Alternatively, you can set
the markup percentage by tiers based on item cost as described in
step 2 below.
- General Ledger Account Credit:
Select the GL name/quick code to associate to billable items in this
category for credit transactions. This field is tied to the General
Ledger Dictionary and is used for reporting purposes.
- General Ledger Account Debit:
Select the GL name/quick code to associate billable items in this
category for debit transactions. This field is tied to the General
Ledger Dictionary and is used for reporting purposes.
- Revenue code: Select the
Revenue Code to associate to billable items in this category. This
field is tied to the Revenue Code Dictionary and is used to indicate
the Revenue Code that will pull to the UB-04 form when billable items
associated to this category are billed and printed on a UB-04 form.
- Billed by: Select either
Cost + or %Markup
as the billing method for billable items in this category:
- Cost + means the
items will be billed at cost plus a percentage of cost [e.g.
if cost of an item is $50 and you choose to bill at cost plus
10%, the item will be billed as follows: 50 + (50 *.10) =
$55]
- %Markup means the
items will be billed at a certain percentage of cost (e.g.
if cost of an item is $50 and you choose to bill at 200% markup,
the item will be billed as follows: 50 * 200% = $100)
Note:
While the Billing Method is set at the category level, users can set a
different billing method for individual items in the Supply Resource dictionary
which will override the method selected for the category.
- You can choose to set the markup rate by tiers based on item cost
in the Markup Rates section.
Click herehere
to see an example of markup rates set by tiers. Click the plus sign
to add a tier. The tiers cannot overlap.
- In the example, %
Markup is selected as the billing method, so for example,
all items whose cost is between $4.99 and $99.99 will be billed
at 350% of cost (e.g. an item whose cost is $50.00 will be billed
at $125.00).
- Items with a cost between $999.99
and $9,999.99 would be billed at 150% of cost and so on.
- If you enter an amount in the Flat rat mark up field, the
item will be billed at the dollar amount you specify, regardless
of the billing method or default markup selected. In the example,
any supply whose cost is $4.99 or less will be billed at $10.00.
- If you set a Default Markup rate
in step 1, that rate would apply to all items except those that
fall into the tiers you set in the Markup Rates section.
- Generate
quick code: If
the Preference to Auto generate quick code has been set, this field
will be displayed when new items are added to the dictionary. If a
quick code has not been set or if you would like to override the code
that has been entered in the field, click the button to have the system
generate a quick code.
Note: If you
are working in AmkaiOffice, Version 3.18x or later, there will be an additional
boxadditional
box on this dialog for you to enter any External IDs
needed to match items between the Inventory Management module and an external
inventory system.
To add an External ID, click the plus sign and complete the Kind
and External ID fields. These
fields pull from a preset list of interfaces.
- Click one of the following buttons:
To learn how to search, edit and activate/deactivate dictionary entries
and print a dictionary report, see
Editing
Dictionaries.