Item bundles provide an easy way to define grouped pricing and invoicing structure for a set of items. Item bundles are commonly used for surgical procedures, or other standard professional services such as IV catheter placement or pre-anaesthetic medication administration, but can also be utilized in many unique ways such as for routine allergy injections.
Item bundles offer fixed or flexible pricing structures and can be configured to require mandatory items to be included, or allow for optional items and variability. Also, item bundles can be used inside of other item bundles.
Overall, item bundles offer a quick and efficient way to invoice for a set of items routinely used in combination and ensure charges are not missed during invoicing. Item bundles also improve workflow efficiency because they can be selected and added with a few clicks, removing the need to add each item individually and manually.
Creating New Item Bundles
Before item bundles are available for use during a consultation they must first be defined within settings. Item bundles can be found by following: Settings > Items & Lists > Bundles.
- Select the 'Add' button to begin creating a new item bundle
- Define the item bundle name, any optional notes, and select appropriate settings. These can be updated at a later date if needed. Once done, select 'Create'
-Keep prices up to date
-Do not allow template item price changes on consultation
-Only use as template in a template
- Next, your page is refreshed to the full item bundle draft screen. Here you will continue defining item bundle details
NOTE: If using multiple departments in your cloud instance, you have a drop-down menu where you can select whether this bundle is available to all departments or only a specific department.NOTE: A 'draft' checkbox is available to mark this bundle as not ready for usage. If this is not checked, the item bundle will be active and available.
- Once the general item bundle details are defined, begin adding items using the search field or item-specific searches.
Creation Customisation Options
Default Usage Selection
Item bundles support default inclusion indications for each item. This means it can be defined that an item is mandatory and cannot be removed from the item bundle when used, or for example, is default included, but can be removed, or entirely optional.
There are 3 default selection options:
- Pre-ticked or Selected
- Un-ticked or Optional
During the bundle creation or when editing a previously created bundle, the default selection for every item row should be defined. Once an item is added to the bundle, use the edit pen icon to open the item row for editing and updating. Here is when you can select a different default inclusion choice. Use the green checkmark icon to save your selections.
Below is an example image of an item bundle when chosen for use during a consultation. You can note the different default selection behaviours. The item 'Fluid Therapy' (1) for example is marked as mandatory and cannot be removed from this bundle. The item 'Blood Pressure Evaluation' (2) is pre-checked, and marked to be included as default, but is accessible to be removed if the user chooses. And finally, the item 'IV Catheter 20g' (3) as an example is not marked to be included by default, but the user could select this item.
Using Fixed Pricing
Item bundles support the possibility to define a fixed price for the bundle, versus using pricing based upon the quantity and type of items included. When fixed pricing is marked as active, the set fixed price for the bundle will always be invoiced regardless if the quantity x price of items exceeds or falls below the fixed price amount.
To active fixed pricing, mark the setting 'Set fixed price for the template (bundle)'. Number 1 shown in the image example below.
You will note 2 new information fields appear related to fixed pricing. Number 2 shown in the image example.
You must define both the fixed price and fixed item field. The fixed price field is the amount you wish the item bundle to always invoice as. Since there can or will be variance to the price, the bundle should invoice based on item selections and the defined fixed price, a fixed price item must be defined where any pricing differences will be calculated and displayed against on invoices and during use within a consultation.
It is recommended the fixed price item is not duplicated as an item already included in the item bundle. If you wish to use a fixed price item that you intend to include in your bundle, remove the item from the item bundle items, and select it as only the fixed price item. This item will then only appear once in the item bundle print, however cannot be selected in use so for example it will always be included and the quantity cannot be changed.
In the example below, the procedure item 'Catheter IV placement' was chosen as it would only ever be invoiced in a quantity of 1 and always be included when using the bundle 'IV catheter placement'.
Using Fixed Pricing and VAT / Sales Tax
If items within the item bundle contain VAT (Sales Tax), you must ensure your fixed price item has a matching VAT rate assigned within its item's settings. If a VAT rate is not assigned against the individual fixed price item, the item bundle pricing will adjust to meet the fixed price, however, the VAT will remain calculated against the included individual items at their standard (or discounted) price. This means excessive VAT (sales tax) will be collected and not adjusted accordingly when a fixed price is defined.
Using Discount (%) Changes
To adjust any standard pricing for items, the discount (%) field will need to be used. The discount field can be accessed by selecting the edit pen icon. Discounts should be entered as a percentage in the positive value. If invoice print settings are set to show price changes on invoice print, any discount percent changes within item bundle pricing will be displayed.
Using Default Quantity
A default quantity for an item can be defined, otherwise, the default quantity included is 1. The default quantity is the default amount that will be included in the item bundle. If, for example, mandatory usage is selected, the defined default quantity will be included, however, the quantity can still be updated during the consultation.
Modifying Bundle Row Order
To change or modify the order of the item rows within your bundle, simply click the 'modify bundle row order' button available on the item bundle draft page.
Next, click and drag the item rows to move them into the correct order which they should display in use and on invoicing print. When done, select 'Save' to finalize the changes.
Using Item Bundles
Item bundles are available for search within active consultations and the Supersearch. Item bundles cannot be used during counter sale invoices.
To use an item bundle within a consultation, simply search for the bundle by name either using the general treatment item search field or select the 'bundle' button to search only through item bundles.
Once the item bundle is located, select either the name from the search results or click the 'select' button to open the item bundle details.
Within the item bundle prompt, confirm the details of each item row such as default usage, usage type, batch, quantity. If the batch number required is defined against the base item settings, the batch number must be selected within item bundle usage.
Setting Customisation Options
Show bundles in search results
This setting can be found by following: Settings > Department > Department settings > Show bundles in search results. When enabled it allows for item bundles to be searched and found within the consultation general treatment search field.