i-Clarity has two Point of Sale forms.

1. The Patient Account - This is accessed by ensuring the patient you would like to process a sale or payment for, is active on the screen and then by clicking the 'Px Sale' icon.

2. Walk-in Sales - This is accessed by clicking the 'Walk-in' icon. The form that opens will ignore the active patient record'.

The layout of both the patient account and the walk-in sale are the same. However, the walk-in sale has reduced functionality, e.g. you cannot leave an outstanding balance on a walk-in sale.

 

Features Of The Patient Account Form

A full list of the sales put through on the patient’s account, including all historical sales, will be listed in the ‘Sale Transactions Summary’ field.

It shows the date of the sale. The total value of the sale and the amount the patient has left to pay.

• Lines in white have been paid in full.
• Lines highlighted in pink have an outstanding balance the patient needs to pay.
• Lines highlighted in green have an overpayment so the patient is owed money or has a credit on their account.
• The single line highlighted in blue is the selected sale.

The total outstanding balances of all the individual sales is shown at the bottom of the column.

 

Creating A Sale

On the patient account, click on the 'Create New Sale' button.

The product the patient is purchasing now needs to be entered onto the sale.

This can be done in the following ways:

1. By clicking on one of the till buttons linked to products on your system.

2. By typing in a barcode number or scanning a barcode.

Click the enter barcode button and then scan the barcode or click enter barcode and start typing the barcode number, once you have finished typing click the enter button on the keyboard.

3. Clicking Search by description

Type the product description the patient is purchasing and click 'Go' or click the enter button on the keyboard.

Click on the product the patient is purchasing so that it is highlighted and the SCU code of the product is displayed.

Then click 'OK'.

Each of the above methods will display the product details and price on the right-hand side.

If the patient is purchasing more than one item of ay product, after the product details have been displayed on the right-hand side, click on the 'Amend Qty' button and then use the number buttons to increase the quantity number.

Click 'Add to Sale'. This will add a line item to the sale and will be shown in the bottom left-hand box.

If the patient is purchasing more than one product, you can repeat the above steps to add more line items to the sale.

Once you have finished adding all the required products to the sale, click the 'Confirm Sale' button.

This will add the sale to the patient account and open the Enter Payment screen.

You can now either proceed to take a payment for the sale or you can click the 'Cancel' button to leave the sale with a full outstanding balance for the patient to pay at a later date.

 

Entering A Payment Against A Sale

If the Enter Payment screen is not already open after adding a sale to the patient account, you can open the Enter Payment screen by highlighting the sale you would like to add a payment to.

Single click on the sale summary line to highlight it blue.

Then by clicking on the 'Enter Payment' button.

Once the Enter Payment screen has opened, click on the payment method the patient is using.

Once selected, the payment method button will turn light blue.

The full amount outstanding will be displayed at the top of the screen and in the Confirm Amount field.

If the patient is paying the full amount that is outstanding, then click on the 'Confirm Amount' button to add the payment to the confirmation box.

If the patient is only paying a deposit, e.g. not the full amount, then use the number buttons to enter a different payment amount.

The new payment amount will now be displayed in the Confirm Amount field.

Then click 'Confirm Amount' to add the payment to the Confirmation box.

If the patient is using two different payment types, e.g. half card and half cash, you can repeat the above steps so that you have two payment lines in the confirmation box.

Once the payment is displayed in the Confirm Total box, click 'Confirm Total'.

The Enter Payment screen will close, and a payment will have been recorded against the sale on the main patient account form.

 

Applying A Discount To A Sale

There are 3 ways to discount a sale. Two methods are available on the date the sale is entered on the system. The third option is used on a date after the sale was added to the patient account.

Applying A Discount When Creating A New Sale

On the Create New Sale screen, select the product the patient is purchasing as normal.

Tick the 'Adjustment Reason' box and select an adjustment reason from the drop-down list.

This will apply the discount that is set up in the Maintenance module of your i-Clarity system.

Click 'Add to Sale' and complete as normal.

Depending on the set up of your system, you may be able to enter an ad hoc sale price for a product.

After selecting the product the patient is purchasing, select a reason for the adjustment from the drop-dow list as described above. Before clicking 'Add to Sale' use the number buttons to enter a new sale price for the product. Then click 'Add to Sale' as normal.

 

Applying A Discount Before Entering A Payment

Like the above method, this can only be done on the date of the sale.

On the Enter Payment screen of the patient account, there is a button at the top left called 'Discount'.

Click on the 'Discount' button.

In the Add Discount window, select a discount reason frm the drop-down.

The new adjusted price will be displayed.

Click 'Confirm'.

The new price will be entered onto the Enter Payment screen and the main patient account screen will also be amended to match the new adjusted price.

Proceed with entering a payment as normal.

 

Reducing The Balance The Patient Must Pay On A Sale

This methd is used if a sale needs to be discounted at a later date.

On the man patient account screen, single click to highlight the sale that needs the outstanding balance reducing.

Click the 'Write Off' button.

In the write off window, enter the amount the balance needs to be reduced by.

Then type a reason for the write off and click 'OK'.

The balance outstanding will be reduced, and a write off will be entered against the sale to show the amount to pay was reduced.

 

Refunding A Sale In Full

This method of refund is used if a patient returns a product and is owed a full refund.

Tick the box next to the sale that needs refunding.

Click on the button 'Refund Selected Sale'.

This will open a confirmation window, which also guves you the option to return a product to stock.

Click 'Yes' to proceed.

A refund for the selected sale will be entered onto the system and the Enter Payment screen will open automatically.

If you are adding the refund to the patient's account so it is ready to return the payment when the patient arrives, then you can click 'Cancel'.

This will close the Enter Payment screen.

The refund will shown on the patient's account, highlighted in green because the patient is still owed the money for this refund. When the patient does come in for the refund, select the Refunded Sale line and click 'Enter Payment'. Then follow the steps below.

On the Enter Payments scree, select the method that is being used to return the payment to the patient.

The amount to be refunded will be shown as a minus figure.

Click 'Confirm Amount' and 'Confirm Total'.

 

Refunding Part Of A Sale

This method is used if the patient is due to a refund for part of a previous sale.

Click the 'Create Refund' button.

This will open the Create Refund screen. It is like the Create Sale screen but the price of all products entered will be preceded with a minus.

Using the same methods as when creating a sale, select the product that needs to be refunded.

The selected product will appear on the right-hand side of the screen.

Click 'Add to Refund'.

This will add the product line to the refund.

The price of the product to be refunded can be amended by using the number buttons if this is necessary.

Once all the products have been added to the refund, click 'Confirm Refund'.

The Enter Payment screen will open.

Select the payment method being used to return the money to the patient.

Click 'Confirm Amount' and 'Confirm Total'.