Medicine Item Settings

The following tables list the settings available for medicine items.

See how to create a new item.

General

Item description

Field / Option Description
Name The name of the item. This information is required.
Active substance / Generic drug name The active substances of the medication (if applicable). This information can be used when searching for a medicine. It can be helpful, for example, for medications such as Baytril when new/relief staff may search for 'Enrofloxacin' instead. It also helps provide insight on what ingredients are in a new/unknown medicine. Note that the active substance is not shown when viewing items on the consultation page.
Strength This field is purely informational. The strength is shown in the medicine dialogue when adding or editing a medicine item in a consultation.
Print label text This text is shown when the placeholder [[medicine_default_label_text]] is added to a medicine label template. It can be used, for example, for medication warnings. Alternatively, you can include the placeholder in the instructions added to the label template.
Print Name The print name to be shown on client-facing documents and can be edited on the invoice page. If you do not add a print name, the Name is used on printouts instead.
Code The item code can be used in searching for the item. The code can be changed at any time.
Barcode The barcode can be used in searching for the item.
Manufacturer The manufacturer of the item can be printed on disease-specific vaccine certificates. Otherwise, this field is internal and informational.
External reporting codes Custom reporting codes can be read or modified through the Provet Cloud Rest API.
Internal instructions Notes added here are shown only in the item dialogue when the item is added to a consultation. You can use this, for example, to add any information that may be important to know before dispensing or administering the medicine.
Manufacturer data Any relevant information related to the manufacturer or the production of the medicine added here is shown in the medicine dialogue when the item is added or edited in a consultation. You can also add a URL (for example, of the manufacturer's item datasheet) and use the [[medicine_url_qr_code]] placeholder on a medicine label template to add a QR code to the medicine label.
Contraindications Any relevant information relating to contraindications for using this medication added here is shown as a red warning when adding this medicine to a consultation.

Item options

Field / Option Description
Item list The item list you want to connect the item to.
Default usage method

How this medicine will typically be issued on a consultation:

  • Administered: Use for medications that are commonly administered within the hospital (for example, injections such as Convenia).
  • Dispensed: Use for medications that are commonly sent home with the patient (for example, oral medications such as Apoquel).
  • Prescribed: Use for medications that are issued as a prescription to be dispensed by an external pharmacy.
Special medicine

Select the Euthanasia option from the drop-down list to associate this medication with a euthanasia procedure. When this medication is added in a consultation, the patient is marked as archived.

Item subgroup A subgroup for the item to be categorized to. Using subgroups helps to organise items for inventory management and reporting purposes. See how to create subgroups.
Performed by requirement Option for whether the Performed by field is required, not required, or based on the item’s subgroup when adding the item to a consultation. This setting is available when the Settings > General > Department settings > Enable consultation treatment item performer info setting is enabled.
Vaccination Used for vaccine items. See also Vaccine options.
Classification This feature is used by UK clinics. For more information, see Medicine Types (UK).
Default administration method A default administration method for this medicine. When the Settings > General > Department settings > Medicine administration method setting is enabled, this can be manually changed when adding the medicine to a consultation.
Not for food production When selected, a warning is shown when the medicine is added to a consultation.
Species The item can only be used for the selected species on consultations and treatment estimates.
Off-label medicine This feature is used by UK clinics. When selected, a note is added on the prescription printout that the medicine is prescribed under the cascade. 
Off-label species The medicine is marked as an off-label medicine for the selected species. By default, all species are selected.

Visibility options

Field / Option Description
Hide on consultation When selected, the item is not visible on the consultation page and cannot be found using the item search on a consultation, invoice, counter sale, estimate, or item bundle page or using the super search.
Hide on consultation search When selected, the item cannot be found using the item search on a consultation page but is visible on the consultation page if added from a bundle or used as a linked item. The item is also hidden from the item search on consultation invoices. The item works with bundles.
Hide on counter sale search When selected, the item cannot be found using the item search on a counter sale but is visible on the counter sale if added from a bundle or used as a linked item. The item works with bundles.
Hide on ordering search If selected, the item cannot be added to purchase orders but can be added to and removed from stock. This can be used, for example, for items that are made in the hospital and never ordered from a supplier.

Vaccine options

This section is visible when the Vaccination checkbox under Item options is selected. For more information, see Recommended Vaccine Item Set Up.

Withdrawal periods

If relevant, you can add the withdrawal period for the medicine. This is shown and can be edited when adding an item to a consultation.

Medicine instruction templates

You can add species-specific templates for the medicine which can be used in the Instructions field when the item is added to a consultation.

Attachments

You can attach documents to be included when adding the item to a consultation. The documents can be printed out to be shared with the client (for example, safety information regarding a medication).

Stock and Pricing

See how to manage your stock.

Wholesalers

Primary and secondary wholesaler and item codes: Based on this information, the item can be added to a wholesaler’s purchase order. When you add the item to an order, the primary wholesaler is selected by default for the order.

Linked items

Field / Option Description
Linked items Items associated to this item. When an item that has another item linked to it is added on a consultation, the linked item is also automatically added. You can use this, for example, in the recommended vaccine item setup.
Group on invoice printout If selected, the item is grouped to one row on invoice printouts if added more than once. The quantity and price of the item are hidden, and the sum and the totals are shown. A separate row is created for each patient.
Auto open linked item modal This option is available for the US market. When selected, the linked item is automatically opened when this item is added on a consultation.

Stock options

See also Manage Item Unit and Package Settings.

Field / Option Description
Package description A description of the package size, for example, bottle, carton, box, or case
Default usage size How the item is typically sold (as package or unit)
Shelf location The shelf location of the item. If the item is stocked in multiple locations, consider creating stock locations.
Controlled substance Used for medicines which contain controlled substances. In the UK, written prescriptions of medicines marked as controlled substances have a fixed validity of 28 days.
Unit description A description of the unit size, for example, capsule, tablet, dose, or mL
Units in the package How many units are included in one package, for example, the number of capsules in a bottle, or millilitres in a vial. Once a medicine item has been used, this field can no longer be changed and a new item must be created.
Minimum usage quantity The minimum quantity that can be sold on a consultation or a counter sale. For example, a strip of Clavamox (14 tablets) could be '1' for the minimum usage quantity. This setting is available when the Settings > Department > Enable minimum charge, prices and units setting is enabled.
Batch number required When selected, the item cannot be added to a consultation without selecting a batch and users cannot dispense or administer more than the quantity on hand. For example, if a user needs to sell 60 tablets and there are 54, they need to do the initial transaction for 54. When the remaining 6 tablets come in, the are invoiced separately.
Hide from stock reports Used for items that do not need to be managed using the Provet Cloud stock function and included in stock reports. This is typically used for items that are not ordered or received using the stock function, for example, medications made in-house.

Alert level

See also Set Up Stock Alert and Optimum Levels.

See also Find Items Below Alert or Optimum Level.

Field / Option Description
Alert level The minimum number of packages that should always be on hand. Helps to identify stock items which need to be ordered due to a critically low stock level.
Optimum level (packages) The ideal number of packages that should be on hand. Helps to identify stock items which are below the ideal stock level but not yet critically low. This setting is available when the Settings > Department > Enable optimal stock levels setting is enabled.
Location alert levels Department and stock location specific alert and optimum levels (if stock locations are used in your Provet Cloud)

Waste management

If required, you can define waste management options for the item.

Field / Option Description
Waste type

No waste: No waste quantity is added when using the item.

Fixed: The default waste quantity is always added as the waste quantity for the item.

Round up: The waste quantity is rounded up to the nearest default quantity. For example, if you define the default waste quantity as 5 ml and use 7 ml on a consultation, 3 ml is added as the waste quantity.

Default waste The default waste quantity for the item. Can be defined for units and/or packages.

Cost centers

If cost centers used, you can add the account number to be associated with the item. 

Pricing options

Field / Option Description
VAT group The VAT group for the item. This setting is required. VAT groups can be defined in Settings > General > VAT management.
Exclude from automatic discounts When selected, the item is excluded from automatic discounts (for example, discount schemes associated to a tag or item).
No department rates When selected, the department rates do not apply to the item.
No commissions When selected, commissions do not apply to this item.
Hide zero item row on invoice printout When selected, the item is not visible on printed invoices or estimates if it has a 0 price. The selling price of the item is automatically set to 0.00.

Pricing

Field / Option Description
Purchase price The price you pay for the product when you buy it from a wholesaler. The purchase price is calculated with and without the selected VAT.
Net purchase price Calculated based on Wholesaler discount %, Producer discount %, and Special discount %. This discount does not affect the client selling price.
Selling price Markup percentage is added to the purchase price to calculate the selling price. If a markup is not defined, it is calculated automatically based on the purchase price and the selling price. Disable automatic selling price calculation: If not selected, changing the purchase price updates the selling price. If selected, changing the purchase price updates the markup percentage.
Minimum price A minimum price below which the item cannot be discounted. For more information, see Set a Minimum Charge and Minimum Price for an Item and Overview of Sales Items in Provet Cloud.
Minimum charge A minimum charge that is always invoiced as the item's base price. If the total exceeds the minimum charge, the normal item pricing applies. For more information, see Set a Minimum Charge and Minimum Price for an Item and Overview of Sales Items in Provet Cloud.
Handling fee A handling fee added to administered or dispensed medicines. The handling fee is added to the item total cost. For more information, see Set Handling Fees for Medicines.
Injection fee An injection fee added to medicines administered in consultations. The injection fee is added to the item total cost. For more information, see Set Injection Fees for Medicines.
Alternative prices Alternative prices can be used, for example, when selling an item by units instead of packages. For more information, see Add Alternative Prices for an Item.

See Also

Overview of Sales Items in Provet Cloud.

Create a New Item

Create Item Subgroups

Manage Item Unit and Package Settings

Set Up Stock Alert and Optimum Levels

Recommended Vaccine Setup

Set Handling Fees for Medicines

Set Injection Fees for Medicines

Add Alternative Prices for an Item

Set a Minimum Charge and Minimum Price for an Item

Medicine Types (UK)

Off-Label Medicines: Overview and Settings

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