Recording Product Usage in Charts and Sending to Checkout

Chart Product Usage allows providers to document the products used during a treatment and send that information to the Register. This connects the clinical record with checkout while helping maintain accurate product usage, lot history, pricing, and inventory.

Product usage may be recorded through a Product Usage Table or while marking injection sites on an Annotation + Injection Tracking page.

 

Before You Begin

Before providers can record product usage in a chart:

• Enable and configure Product Usage Tracking for the applicable products and services. See Product Usage Tracking.
• Add a Product Usage Table or Annotation + Injection Tracking page to the chart definition. See Creating a Chart with Chart Designer.
• If products must be tracked by lot or expiration date, configure Lot Tracking separately. See Configuring Lot Tracking.

Chart Product Usage is not available for ad hoc charts because an ad hoc chart is not associated with an appointment service.

 

Record Product Usage in the Chart

Open the chart, select Edit, and navigate to the Product Usage Table or Annotation + Injection Tracking page.

Providers can record:

• The product
• The existing lot, when required
• The treatment area
• The units applied
• Optional notes when using the Product Usage Table

On an Annotation + Injection Tracking page, use the Inject tool to place an injection marker and associate it with the applicable service, product, lot, treatment area, and units. See Using Image Annotation and Injection Tracking in Charts for complete instructions.

When expected products and amounts are configured in the Service definition, Meevo prepopulates them in the chart. Providers can review the defaults, adjust them, or add products manually. Meevo calculates the total units from the amounts recorded for each treatment area.

For once-per-day charts covering multiple services, product usage is organized by service so each service can be documented and sent to checkout separately.

Product Lots and Expiration Dates

A lot is required only when the selected product is configured to Track Lots.

The lot list displays existing lots for the selected product. Expired lots remain identifiable in the list. New lots cannot be created during charting; they must be created through Purchase Order Receiving or Inventory Count.

Replace Unspecified Treatment Areas in the Product Usage Table

When a configured default amount does not include a treatment area, Meevo displays it as Unspecified.

An unspecified treatment area can remain while the chart is saved as a draft. Before the usage can be sent to checkout or the chart can be submitted or completed, replace it with the actual treatment area.

 

Send a Service to Checkout

After completing a service’s product-usage information:

1. Review the products, lots, treatment areas, and units.
2. Select Ready for Checkout for the service.
3. Confirm that you want to send the information. Meevo saves the usage and makes it available to the Register. If the chart was New, it moves to Draft.

For an appointment with multiple services or add-ons, each service can be sent as its documentation is completed. Sent services become read-only while usage for the remaining services can continue to be edited.

Saving the chart as a draft does not send any unsent usage to the Register. When the chart is submitted for approval or marked complete, Meevo validates all required product usage. If validation passes, it sends any services that have not already been marked Ready for Checkout. If required information is missing, the chart cannot be submitted or completed.

 

If Usage Must Be Corrected Before Checkout is Complete

If sent information needs to be corrected: 

1. Undo Ready for Checkout for the service.
2. Confirm that you want to withdraw the usage from checkout.
3. Update the product-usage information.
4. Mark the service Ready for Checkout again.

 

Review Charted Usage in the Register

Product usage received from the chart appears with the applicable service in Register.

• Provider-entered rows are view-only.
• Front desk staff can add products that were not documented in the chart.
• Corrections to provider-entered information must be made in the chart.
• Applicable product quantities and pricing are included in the transaction.
• Recorded lot information is used for inventory and traceability.

 

When Product Usage is Not Ready

If required product usage has not been sent for a service or add-on, the Register identifies the affected item and prevents checkout.

The product-usage icon is outlined in red, and Meevo explains which services are not ready. The provider must complete the usage in the chart and mark the affected services Ready for Checkout.

Checkout cannot be finalized until all required services and add-ons are ready.

 

Changes Made While Checkout is Underway

Meevo checks the chart again when the transaction proceeds to payment, is finalized, or is resumed from hold.

If the provider changed or withdrew the usage after the transaction was opened:

• Register updates the product usage and transaction balance.
• The front desk is notified that the transaction changed.
• The updated transaction must be reviewed before payment continues.
• Any affected Product Unit Package redemption may need to be applied again.

If a service is no longer ready, checkout remains blocked until the provider sends the usage again.

 

Complete Checkout

When the transaction is finalized, the product usage is identified as Checked Out in the chart. The recorded usage is then used for inventory, client history, reporting, and any applicable lot tracking.

 

When No Chart is Assigned

If no applicable chart is assigned to the appointment service, the chart validation rules do not apply. Staff can continue recording product usage and lot information through the Appointment Book or Register.