Setting Up Discounts & Packages

This section tells you how to set up discounts in OfficeMate Administration, including how

• To open the Discount & Package Setup window
• To select discount products
• To build discount groups
• To set up discounts and packages

To open the Discount & Package Setup window

1. From the OfficeMate Administration main window, click Setup.
2. Select Discount & Package Setup.
3. The Discount & Package Setup window opens.

To select discount products

1. Open the Discount & Package Setup window. For information on opening the Discount & Package Setup window, go to To open the Discount & Package Setup window.
2. Click the Discount/Package Filters tab.
3. Click New.

   OR

   Select an existing discount filter from the list

4. Select a product type from the Product Type drop-down menu.
5. Select product attributes from the Base, Color, Lens Type, Material, Options, Type, and Other drop-down menus as needed.
   The attribute drop-down menus change depending on the product type selected in step 4.
   
   As you add more product attributes, product costs, and product fee information to the discount filter, fewer products will qualify for the discount.
   
   To select specific products, rather than filter the products by attributes, costs, and fees, go to step 10.
6. Select the Prod. Fee radio button to filter products by fee range or select the Prod. Cost radio button to filter products by cost range as needed.
7. Type a low dollar cost or fee in the From field as needed.
8. Type a high dollar cost or fee in the To field as needed.
9. Type the maximum quantity of product to which the discount may apply in the Qty Limit field as needed.
10. Select a product group from the Product Group drop-down menu as needed.

    OR

    Click Group Builder to create a new product group. For information on creating discount groups, go to To build discount groups.

11. Record the discount information:
    1. Select the method of discount from the Method drop-down menu.
       • Select Subtract to subtract the percent or dollar amount from the product fee.
       • Select Equals to make the product fee an exact dollar amount or to set a specific percentage amount.
       • Select Distribute to apply a discount amount to multiple products. The discount is applied to the specified products until the amount is exhausted.
    2. Select the Percent radio button if the discount is a percentage or select the Amount radio button if the discount is a fixed amount.
    3. Type the percent or dollar amount in the text box.
12. Click Save to record the discount filter.
13. To continue setting up discounts and packages, go to To set up discounts and packages.

To build discount groups

1. Open the Discount & Package Setup window. For information on opening the Discount & Package Setup window, go to To open the Discount & Package Setup window.
2. Click the Discount/Package Filters tab.
3. Create a new discount filter or select an existing discount filter from the list.
4. Click Group Builder.

   The Discount Group Builder window opens.

5. Click New Group to create a new discount group and type a group name in the Product Group text box.

   OR

   To edit an existing discount group, select the group from the Product Group drop-down menu.

6. Click Find Products to locate products to add to the discount group.

   The Find Product window opens.

7. Type the first few letters of the name of the products that you want to find in the Name field as needed.
8. Select a manufacturer from the Manufacturer drop-down menu if it is available and if it is needed to refine your search.
9. Select a designer from the Designer drop-down menu as needed.
10. Click F2 Find or press Enter to locate the products.
11. Select the check boxes next to the products that you want to add to the group.

    OR

    Click Check All to select all of the products in the results list.

12. Click Select to save your selections.
13. Repeat steps 7–12 to add additional products to the group as needed.
14. Close the Find Product window when you are finished.

    The products you selected are displayed in the Discount Group Builder window.

15. If you need to add products to the group, click Find Products and repeat steps 7–14.
16. If you need to remove any products from the list, select the check box next to the product name.
17. Click Save to save the Group.
    If you selected any check boxes in step 16, those products are removed from the group when the group is saved.
18. Close the Discount Group Builder window.

To set up discounts and packages

1. Open the Discount & Package Setup window. For information on opening the Discount & Package Setup window, go to To open the Discount & Package Setup window.
2. Click New and type the discount or package name in the Discount/Package Name text box.

   OR

   Select an existing discount or package from the list.

   To filter the list of discounts and packages, select the List Filters radio buttons.
3. Select the Discount radio button to create a discount or select the Package radio button to create a package.
   Packages are applied to the fee slip prior to charges being assigned or allocated to insurance. Packages affect both patient and insurance charges. Packages are special pricing for bundles of products or discounts that are applied to combinations of products, for example, buy a frame and opthalmic lenses and get a free scratch coat.
   
   Discounts are applied to the fee slip after charges have been assigned or allocated to insurance. Discounts affect only patient charges.
   
   Discounts and packages are applied separately on the fee slip. Discounts are only visible in the Discounts window, and packages are only visible in the Packages window. For information about applying discounts to fee slips, go to To apply discounts. For information about applying packages to fee slips, go to To apply package discounts.
4. Select the Active check box to allow users in the locations to apply the discount or package to fee slips.
5. Select the Password Protected check box to require an authorized password to apply the discount or package.
6. Select the Manual Over-ride check box to allow users in the locations to manually edit the dollar amount or percentage of the discount or package.
   When the discount or package allows for manual overrides, the user in the location may edit the discount dollar amount or percentage for individual line items on the fee slip.
7. Select the Rx Order Level Only check box if the products must be on the same lab order to qualify as a package.
8. Select the Line Item Enabled check box if the discount can be applied as a line item discount.
9. Select the Line Item Only check box if the discount can only be applied as a line item discount.
10. Select the Exclusive checkbox if the discount cannot be applied with other discounts.
11. For Required Products, select the Any radio button to apply the discount if any one of the products on the fee slip is eligible or select the All radio button to apply the discount only if all of the products appear on the fee slip.
12. Select the type of product being discounted or included in the package from the Product Type drop-down menu.
13. Select the discount code that applies to this discount or package from the Disc/Pack Code drop-down menu.
    Discount codes are assigned by OfficeMate Administration when a discount filter is created. For information about creating and editing discount filters, go to To select discount products.
    
    If you need to delete a product type and product code, click in the row you want to delete and click Delete Line.
14. Repeat steps 12 and 13 for each product type and discount code needed to complete the discount or package.
15. To set up specific dates during which the discount or package is available:
    1. Select the Use Date Range check box.
    2. Type or select the beginning date in the Start field.
    3. Type or select the end date in the End field.
16. If the discount or package is available only to members of a specific group or organization, for example, AARP members, or if you want to use the discount or package as a coupon, set up validation codes to ensure the patient’s member number falls within a specific range:
    1. Select the Use Validation Codes check box.
    2. Type the lowest possible member number in the Start field.
    3. Type the highest possible member number in the End field.
17. Click Save to save the discount or package.

For more information, watch this video.