Understanding invalid item usage

Item Usage Syncs

An Item Usage Sync is the process of updating quantities within the Petly Plans application. The system looks at the practice management software for any code that starts with WP and attempts to import it into the application to update plan item usage. If the quantity used is above what is allowed or if any plan item does not match what exists within the pet's plan, it is sent via email to the addresses listed within Portal Settings.

For over usage, make corrections to the invoice within the PiMS and, within the Petly Plans application, select Reports > Plan Item Data > Unaddressed Item Over Usage to view and mark over usage addressed (approved) or go into the plan itself and delete the item from usage history.

Here are a few instances where invoicing negatively affect Petly Plans Usage:

1. If an item is marked used in the Petly Plans application and the invoice with the plan item is then voided or deleted in the PiMS, open the respective plan in the Petly Plans application to manually correct item usage (Within the Usage History tab, delete the line item).

Example: Invoice 123 is created for Roxy Jones with the plan items used that day. The invoice is closed and the client is checked out. The next day staff realizes the items should have been invoiced for the owner’s other pet, Rosy Jones. The decision is made to void invoice 123 in the PiMS and create a new invoice for the correct pet. Management must log in to the Petly Plans application and manually correct the item usage for Roxy Jones so services are again made available.

2. If an invoice with wellness plan items is corrected the day after the invoice is closed by creating a second invoice, item usage on the plan must be checked for accuracy.

Example: Invoice 456 is created for Fluffy Miller with plan items. The next day it is discovered that the Provider credited for the services was not correct. The manager decides to create a new invoice, add the exact WP services with a negative quantity of 1 for the incorrect provider, and add the WP services with a positive quantity of 1 for the correct provider. Since the Petly Plans application does not recognize negative quantities, the items are marked used 3 times. The next day, once the Petly Plans application syncs item usage overnight, the manager will need to correct the item usage by deleting the line item within the Usage History tab of the Client Summary Page.