Entering Supply Codes

Enter new supplies under Barnestorm Office > Codes > Rates > Supply Codes.   Use any combination of seven (7) numbers and letters to make up the code.   Enter a detailed description about the supply, including any size (ie. 4x4 or 2inch).  The Vendor Code is optional.   If you want to keep track of which supply vendor is your usual supplier, then you can create a new vendor code from Barnestorm Office > Codes > Other Basic Codes > Vendors.  It’s also helpful if you plan to use the Supply Inventory feature to order supplies.  Enter the vendor-specific item code for the supply you are entering.  This helps for reordering supplies in the future.

Enter the correct Revenue Code, HCPCS Code, Modifiers and Place of Service.  See attached links for help as needed.

See the article attached for help with configuring the supply quantity and cost.

Printing

From the top, right corner you can search for supplies based on the code, description, HCPCS, category or vendors.   To search for supplies that are marked as DNU (Do Not Use) click the bullet DNU Item and click on Search.

To print a report of supplies, select the order you want the report to show the supplies: by code, category, HCPCS, description, vendor code or DNU Items only.  Then select if you want to print a detailed list Print Supply List or if you want to print a short list Print Short Supply List.  *Note: when printing by Category you can enter a specific category into the search field and then click the Print Supply List to only print that category (leave blank to select all). 

You have an optional box to check if you only want to include supplies that were used in the last six (6) months – Only Items Used in Last 6 Mos.

You can also print labels for the supplies.  Click on the Print Supply Labels, select a label paper you are using, enter the supply codes (separate multiple codes with a comma), enter the number of labels to print for each supply, check the box Print Vendor Code on label if needed and click on Create Labels.    

Delete a Supply Rate

WARNING:  Clicking the Delete button will automatically remove the rate for that supply item.  Please verify with the appropriate member of staff, before deleting any rates, as this will affect any supply charges previously entered using that rate.  Follow up by going to the Supply Charges screen to review those entries.

Select the supply code to pull up the information. Select the date/rate you want to delete and click the Delete button that is located in the Supply Prices window. You will not receive a warning before removing the amount, so be sure it is the correct entry to remove.  

You also have the option to Remove Duplicate Prices.  This option will only appear if you have duplicate amounts listed (see example below).  It is considered "duplicate" only if the dates are back to back.  Clicking this option will keep the "oldest dated" entry.  For example:  08/15/2017 for $4.00 and 10/12/17 $4.00.  The system will remove the entry for October.  Here is an example when the duplicate would not be removed:  08/15/16 for $4.00, 01/15/17 for $3.75 and 10/12/17 for $4.00. 

Delete or DNU

If you have a supply that was entered by mistake and never used, you can delete it.  Pull up the supply code and click on the Delete button at the top.  If a message appears that the supply has been used then it will not be deleted.  That means the supply has been entered as a charge for a patient.

If you have a supply that you wish to no longer show up as an option for staff to select from – pull up the supply code and click on the button Mark this supply code as Do Not Use at the top of the screen.   DNU will be added to the description.  Click on Save.