This article covers frequently asked questions about creating and using products.
DEFINITIONS
A product is a service or inventory item that you sell to your clients.
For more information on adding products, see Add products and services.
Product classes are used to categorize your products. For example, anesthesia, controlled substances, dentistry, etc. Product classes are used to filter reports.
For more information on product class administration, see Add and manage product classes.
A special action is a link between products and other areas of Neo. They are used to manage reminders, callback tasks, print forms, and update patient fields.
To learn more, see Manage special actions.
Enter lot numbers or serial numbers as a batch number in Neo.
To learn more, see Enter batch numbers and expiration dates.
SETUP
Enter your practice's default tax rate in Administration > Branch Settings. The default tax rate will be applied to any new product you add.
If most of your products and services are tax free, we recommend you use the 0% tax rate as your default rate. You can change the rate for a specific product in its product details.
To learn more, see Add or edit a tax rate.
Go to Administration > Product Settings to add or update product classes.
Note: You must have System Admin permission to add or update product classes.
To add or update a product, click your name in the menu bar, and then click Products. When adding a product, you will set up information such as pricing, supplier, and labeling notes.
Note: You must have the Product Admin or System Admin permission to add or update products.
To learn more, see Add products and services.
On the Products page, click the menu button on the row of the product and select Edit Batches to enter expiration dates and lot numbers.
Note: You must have the Product Admin or System Admin permission to enter expiration dates and lot numbers.
For more information, see Enter batch numbers and expiration dates.
Special actions to manage reminders, callback tasks, print forms, and update patient fields are available in Neo.
To learn more, see Manage special actions.
|
Special Action |
Definition |
Example |
|
Create Reminders |
Creates new reminders and can delete existing reminders of the same type when added to a consultation and the invoice is closed (marked ready to be paid). |
Rabies reminder created in 1095 days and delete current rabies reminder. |
|
Recurring Reminders |
Create reminders that recur for a set amount of time, beginning when the patient has reached a specified age. |
Reminder to administer heartworm medication every 30 days. |
|
Delete Additional Reminders |
Delete other reminders in addition to the reminders listed in the Create Reminders section. |
Reminders in a series should delete reminders that occurred before this one. For example, the Rabies Vaccine - Three Year reminder should delete the Rabies Vaccine - One Year reminder. |
|
Create Callback Tasks |
Automatically creates new callback tasks for the line item provider when added to a consultation and the invoice is closed (marked ready to be paid). |
Task to call a client 2 days after a dental extraction for a patient comfort check. |
|
Print Forms/Certificates |
Link forms so they can be printed when the product is entered and saved on a consultation. |
Discharge instructions, patient visit summary |
|
Update a Patient Field |
Mark a patient as deceased, neutered/spayed, or update a patient extra field to a specific value. Patient fields are updated when the invoice is closed (marked ready to be paid). |
Select Set patient to deceased on euthanasia and cremation products. Select Set patient to neutered/spayed on spay and neuter products. |
|
Create Device Work Order |
Not supported in North America |
|
By default, no rows will display in the Special Action window until a special action has been added to a section (Create Reminders, Recurring Reminders, Delete Additional Reminders, Create Callback Task, Print Forms/Certificates).
To add a special action, click the plus sign button.
To learn more, see Manage special actions.
You can add an unlimited number of special actions in each section (Create Reminders, Delete Additional Reminders, Create Callback Task, Print Forms/Certificates) per product.
You can only configure one recurring reminder per product.
No, the callback task note is not a required field when configuring a callback task special action.
On the Product page, click the menu button on the row of the product and select Edit Stock Levels. Enter the minimum quantity to have on hand in the Min box. This can be zero. If the box is left blank, the O/H box will not be automatically updated when you receive or use the product.
We recommend you also enter your current on-hand (O/H) quantities after completing a physical inventory count.
Note: You must have the Product Admin or System Admin permission to add or update products.
To learn more, see Adjust stock levels.
After selecting the product you wish to link inventory to on the Products page, click the Linked Products button. Search for and select the inventory product you want to link. Edit the quantity if needed. More than one linked product can be added. Click Save when done.
Only products with a Min quantity will appear in the Linked Products search.
Note: You must have the Product Admin or System Admin permission to add or update products.
For more information, see Link service and inventory products.
A single product cannot be set up with tiered pricing. To manage tiered pricing, you should set up separate products for different pricing levels. For example, single dose heartworm medication and 6-pack heartworm medication.
Minimum fees cannot be added to products. You can add a fixed fee (dispensing fee) which will be added to the product price each time the product is entered on a consultation or incorporate into your markup rate when setting up products.
For more information, see Add products and services.
There is currently no setting to flag a product as a controlled substance. We recommend adding a Controlled Substance product class and assigning all controlled substances to it, so you can easily reconcile your controlled substances.
To learn more, see Reconcile controlled substances.
Products can be assigned to a new product class in bulk in Administration > Product Bulk Changes.
If you are reassigning products to a new product class so that you can deactivate a product class, remember to reassign all active and inactive products to another product class.
For more information, see Make bulk product changes.
USAGE
Click your name in the menu and click Products. To search for a product on the product list, enter the part or all of the product name and click Go. You can also click the first letter of the product name to only search that portion of the list.
When you add a product to a consultation line, Neo automatically will select the batch number and expiration date recorded with the oldest expiration date (today or future).
For prescriptions /refills or products tracked as vaccines, users can choose the batch number used from a drop-down list.
Use Product Bulk Changes to update pricing, markups, fixed fees, and more for more than one product at a time.
For more information, see Make bulk product changes.
TROUBLESHOOTING
A product’s quantity automatically depletes on-hand (O/H) stock levels when you dispense items and receive orders as long as the Min box for the product contains an amount.
To learn more, see Adjust stock levels.
After navigating to the patient's Consults tab, press CTRL+F, and then enter the product name you need to search for in the patient's record. Use the arrows to find other occurrences of the word in the patient record, if needed. The batch number will display below the product name.
An expiration date must be entered in the Batch Numbers window for it to print on the dispensing label using the [expiry_date] form variable.
To learn more, see Enter batch numbers and expiration dates.
Controlled substances that the practice needs to track must be entered as a product on the consultation. While Neo cannot currently export a file to electronically upload to your reporting agency, this will allow you to reconcile your controlled drug log with what’s been sold or used in Neo.
To ensure you set up your controlled substances to allow for optimal reconciliation, see Reconcile controlled substances.
Add tracking to your vaccine and rabies products to give you advanced options and the ability to track the product in the patient record on the Vaccines tab. Rabies vaccines have additional tag options.
To learn more, see Manage vaccines, rabies tags, and certificates.
You can find which products are assigned to a specific product class either by viewing the Product List or running the Inventory Listing report.
For more about how to run the Inventory Listing report, see Run reports.
Only diagnostic products downloaded through the Directory of Services for your lab provider can be
included in diagnostic classes to ensure diagnostic ordering works properly.
Product classes can only be created in Administration > Product Settings, so that we can ensure the list is standardized for reporting, filtering product lists, and making bulk changes to products.
For more information, see Add and manage product classes.