Topics Items/DME Search:  
Introduction: The Items/DME screen serves the dual purpose of facilitating the addition of Items or Durable Medical Equipment (DME) to the current Encounter and providing a snapshot of both estimated and actual consumption. Item/DME details are presented in tabular format, showcasing key information such as Name, Unit, Required Quantity, and Actual Quantity for Items, and Name, Manufacture, Unit, etc. for DMEs. Users can add more items/DME to the encounter by accessing the list of pre-defined items/DMEs via the icon. Users can allocate required items to specific Procedures through the Specialty Template Master screen (Accessible via Settings → Configuration → Specialty column → Template → Assign button → Inventory Items popup). All items assigned to a Procedure template are automatically added in this screen once the corresponding Procedure template is answered in the encounter on the Specialty screen.

The admin-level property itemsdme.default.tab determine the position of the tabs on this screen. If this property is set to 0 - DME, then the DME tab is displayed as the first tab followed by the Actual and Planned tabs. If the property is set to 1 - Actual/Planned, then the Actual tab is displayed as the first tab followed by the Planned tab, and the DME tab is displayed as the rightmost tab. The default value of this property is 0 - DME:

Field Descriptions:

DME Tab
This tab facilitates the addition and dispensing of DMEs within the current encounter. The top section displays comprehensive details of the DME, while the bottom section displays the list of selected DMEs. Clicking on any DME record in the bottom section triggers the display of its related details in the top section. The user interface and functionality of this screen closely resemble that of the Prescription screen.

Top Section:

This section displays DME details in the following fields:

DME: This field is an autocomplete field which displays the name of the DME. The DME List search icon next to this field invokes the Search DME popup which displays all DMEs present in the Items/DME Master.

Reason: This text field allows users to add the reason for dispensing DME in the encounter. It has a character limit of 512. This field can be expanded by clicking on the icon on the bottom right corner of the text field.

Manufacturer: This is a non-editable display-only field which displays the name of the manufacturer associated with the DME as specified in the Manufacturer field on the Items/DME Master. It remains blank if the manufacturer is not added for the DME.

Unit: This is an editable text field where a numerical unit of the selected DME can be specified. This unit is carried over to the Assessment screen for the respective CPT/HCPC code associated with the DME when the DME is dispensed. This field supports only numerical values, so if any alphabets or special characters are entered in this field, then an alert message is displayed stating: Invalid DME Unit. Only numeric values supported.
Note:
  • This field does not auto-populate the existing Stocking Unit associated with the DME on the Items/DME Master.
  • If no unit is specified in this field, then 1 unit is carried over to the Assessment screen by default.
  • Upon dispensing the DME, units present under the CPT/HCPC button on the Items/DME Master are multiplied by the Unit value entered on the Items/DME screen. The resulting total value automatically populates on the Assessment screen in the Units column.
Diagnosis: A click on the icon invokes the ICD Mapping (Assign ICDs) popup which displays all the Assessments ICDs present in this encounter. A maximum of 20 ICDs can be selected from this popup which are then displayed in the Diagnosis field.

Add CPTs button: A click on this button invokes the Assign Codes CPT/HCPC popup which can be to associate CPT/HCPC codes to DMEs. This button is displayed only if the following pre-requisites are met:
  • The patient’s insurance is EDI enabled and is associated with the patient’s encounter as the Primary or Secondary insurance.
  • The selected DME does not have any CPT/HCPC codes associated on the Items/DME Master screen.
Each DME must be selected individually to add the CPT/HCPC codes. Once selected and saved, the CPT/HCPC codes are displayed to the right of the button. Selected codes can be removed by unselecting them from the Assign Codes CPT/HCPC popup, even if the DME has been dispensed.

Note: The Update button, which was earlier used to save modifications made to DMEs, has been removed from the Items/DME screen.

Bottom Section:

Del: This checkbox facilitates the deletion of the selected DME. To delete the DME, select this checkbox and click on the save button.

Sel: This checkbox facilitates the selection of a DME.

DME: Displays the name of DMEs. On hovering the mouse over a DME name, the tooltip displays DME details. An Add DME icon next to the column name invokes the Search DME search popup to allow the selection of additional DME codes. A maximum of 5 DMEs can be added at one time from this popup. If more than 5 DMEs are selected, a popup message stating Selected Max No Of Codes appears, indicating that the maximum number of codes has been reached.

Manufacturer: Displays the name of the manufacturer associated with the DME. The tooltip displays manufacturer details.

Units: Displays the unit associated with the DME. The tooltip displays unit details.

Reason: Displays the information added in the Reason field. If the added reason exceeds the width of the column, then is it displayed with three dots … for continuity. The tooltip displays the full reason.

ICD Codes: Displays the diagnosis codes associated with the DME. If more than one code is present, then it is displayed as a comma separated list. If the added ICD codes exceed the width of the column, then they are displayed with three dots … for continuity. The tooltip displays the full list of ICD codes. To automatically associate ICD codes present on the Assessment screen with DMEs on this screen, the property order.assign.icds.rule must be set to any of the following values:
  • A - All Assessment ICDs are assigned to tests automatically
  • P - Only Primary Assessment ICD is assigned to test automatically
  • B - Both Assessment and non-Assessment ICDs are assigned to test automatically
Any of these automatically associated ICD codes can be deselected from the ICD Mapping (Assign ICDs) popup invoked via the Diagnosis icon, if required.

RFA Response Status: Displays the RFA Response Status received on the PreAuth Tracking screen for the RFA generated for the DME in an RFA Enabled Encounter. This column remains blank when the RFA is in Unprocessed status. This column is displayed irrespective of whether the encounter is an RFA Enabled Encounter.

Dispensed: Displays either Yes or No based on whether the DME is dispensed.

Actual Tab

Scanned Code: The code of the Item that is required to be added in the encounter is to be entered. After entering the Item code, click the Update button to add the scanned code Item in the list.

Item Code: Displays the code of the Item.

Name: Displays the name of the Item.

Qty: The actually consumed quantity of the Item is to be entered. The Issue unit is displayed besides the Qty field.

Update button: On click the button updates the entered Scanned Code with the Quantity details in the Item's list.

Del: The column displays the checkboxes to delete the Items. Select the checkbox of the required Item(s) and click the save button to delete the respective Item(s).

Item Description: The column displays the name of the Item. Click the [+] button to add any new Items to the list from the Items search popup.

Unit: The column displays the Issue unit of the Item.

Req. Qty: The column displays the required quantity of the Item (which are added from the Items search popup) as 0. For the Items automatically added from the Procedure template, whatever the quantity value is set in the Procedure Template is displayed.

Act. Qty: The column displays the actually consumed quantity of the Item. By default, it is displayed as 1.

Planned Tab

The Planned tab displays the information of those Items that are added from the Procedure.

Procedure: The column displays the name of the Procedure template. All the Procedures in the list are highlighted in Yellow to distinguish its assigned Item(s) that are displayed underneath.

Items Description: The column displays the name of the Item added from Procedure.

Req. Qty: The column displays the required quantity of the Item as defined in the Procedure template.

Unit: The column displays the Issue unit of the Item.

Notes: The Notes entered in the Edit Item Notes popup are displayed in the Notes field. Click the button to invoke the Edit Notes popup and enter the required Notes for the Item.

Action buttons:

save button: Click on this button once all Items and DMEs are added to save them for the current encounter. This button is also used to save any changes made to existing Item and DME records.  When this button is clicked for sales items, the CPT/HCPC codes associated with the items on the Items/DME Master are added to the encounter’s Assessment screen under the CPT/HCPC tab with Source as Item and tooltip as Sales Item.

save&dispense button: Click this button to save and dispense multiple DMEs simultaneously with one click. This button is initially disabled on navigating to the Items/DME screen and is enabled only when a new DME is added on the screen. On click, the following is observed:
  • The save&dispense button becomes disabled.
  • All newly added DMEs are saved and dispensed.
  • Any existing DMEs in a saved status are also dispensed.
  • The Sel checkbox for each DME becomes selected and disabled.
  • For sales items, the CPT/HCPC codes associated with the items on the Items/DME Master are added to the encounter’s Assessment screen under the CPT/HCPC tab with Source as Item and tooltip as Sales Item.
  • The DME and DME List search icon become disabled, disallowing users from editing the DME name. However, if a Reason or CPT/HCPC codes are added to the DME, they can be saved via the enabled save button.
If the newly added DMEs are saved via the save button, the save&dispense button becomes disabled. To dispense such DME, users must select the Sel checkbox for each DME and click on the dispense button. Note:
  • If a saved DME that has not been dispensed is present on the screen and a Reason or CPT/HCPC codes are added/deleted for this DME, the save, save&dispense and reset buttons are enabled to allow users to save those changes or save and dispense the DME.
  • If a user edits the Reason or adds ICDs or CPT/HCPC codes to a DME after it has been dispensed, then only the save button is enabled. The save&dispense button remains disabled.
reset button: Click on this button to discard all changes made on the DME tab until the last save action. This button is present only on the DME tab.

dispense button: Click on this button to dispense the selected DMEs for the patient. On click, the DME's CPT/HCPC codes (associated on the Items/DME Master or via the Add CPTs button) are added under the CPT/HCPC tab on the Assessment screen for the encounter with Source as Item and tooltip as DME. This button is present only on the DME tab.

cancel button: Click on this button to close this screen and be redirected to the Face Sheet. This button is present only on the Actual and Planned tabs.

act=req button: Click on this button to make the Actual Quantity equivalent to the Required Quantity for Items. This button is applicable only for Items added from Procedure and is displayed only on the Actual and Planned tabs.
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