How to Add Non-Billable Items to Your Inventory List and Patient Visits in Practice Mate

If you need to track non-billable products or services for accounting or inventory purposes, you can easily add them to a patient visit in Practice Mate. These non-billable items are excluded from insurance claims but can still be recorded to maintain internal records and apply billing to the patient when needed.

Steps to Add Non-Billable Products/Services to the Inventory List:

1. In Practice Mate, click the Manage Office tab.

2. Under List Maintenance, select Product Inventory.

3. Click the Add New button above the list.

4. Enter the Product Details.

• Fill in required fields: Product Code and Description.

• Fill in remaining optional fields as needed:  

• Category: Allows you to group charges by type, such as Vitamin Supplements or clerical fees like medical records.

• Unit of Measure (UOM): Allows you to add a unit of measure for the item, if needed.

• Unit Cost: The amount it costs your practice to obtain a product or provide a service

• Unit Price: The amount the patient is charged and expected to pay

• Qty On Hand: This field displays the current quantity of the item once it has been added and updated; it will remain empty until after the item is added.

• Min Qty: Allows you to set a minimum stock level to help remind you when it’s time to reorder.

• Max Qty: Allows you to set a maximum stock level to help prevent over-ordering.

• Location: Shows which office location carries the item, if applicable.

• Avg. Lead Time: Allows you to set how much time is needed for the item to become available, including any required preparation time.

• Comments: Allows you to add notes about the item for other users, such as precautions or special instructions.

5. Click Update to save the product or service to your inventory.

• Once added, the product will now appear in the Search box when entering non-billable products/services in a Patient Visit.

Steps to Add Non-Billable Items to a Patient Visit:

1. Create or Edit a Patient Visit.

2. Click on the Billing Info tab within the visit.

3. Below the Billable Line Items section, click show non-billable products/services to reveal fields specifically for entering non-billable items.

4. Click the ellipsis (...) under the Product Code column to open the search box to view your Product Inventory List.

5. Select the desired Product from the list.

6. Edit the quantity in the Qty column, if needed.

• If you're manually entering a product or service, make sure to also update the Line Charges column accordingly.

7. Click Update to save the changes to the visit.

Important Notes:

• Non-Billable Products/Services added to a visit will not appear on any claims generated from that visit.

• Any charges added to the Non-Billable Products/Services section in a Patient Visit will automatically be marked as Patient Responsibility for accounting purposes.

• These items are used only for internal accounting and inventory tracking.

• You can apply payments toward Non-Billable Products/Services just like you would for standard patient or insurance payments.

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