What & When to Use
Enable the Sync to Charting feature in PatientNow Essentials to link services with RxPhoto for seamless charting and checkout. Use this when charting procedures and images in RxPhoto that need to sync back to your sales register.
Prerequisites
RxPhoto integration enabled with PatientNow Essentials
Configuration
Step 1: Enable "Sync to Charting"
Go to Inventory > Click on Service List in PatientNow Essentials
Add or Edit a Service
Check the "Sync to Charting" checkbox (available only for clients with RxPhoto enabled)
[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jnh&feoid=00N3s00000QF9k7&refid=0EMRd00000EOaNF">)
⚠️ Note: This box is unchecked by default and must be enabled manually.
This sends the following data to RxPhoto:
Service ID
Treatment Point Color (from Injectables tab)
Unit of Measure (configured via consumables)
Step 2: Attach a Consumable (Optional but Recommended)
Add a backbar item so the item is automatically added to the ticket when the service is used and deducted from inventory.
Go to the Consumables Tab
Select a retail item from the "Backbar for Charting" dropdown and hit add
[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jnh&feoid=00N3s00000QF9k7&refid=0EMRd00000EOfLJ">)
You can define a Unit of Measure under Retail List (e.g., units, cc’s, cycles)
To define the Unit of Measure you will hover over Inventory > Click on Retail List > Add or Edit the Retail Item
[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jnh&feoid=00N3s00000QF9k7&refid=0EMRd00000EOXdw">)
⚠️If no unit is defined, the system defaults to units.
Workflow Steps (After Setup)
Use Synced Services in RxPhoto Charting
Open a chart and add an anatomy or markup image
⚠️Important: Image markup must be done within the form (not by pulling in an already marked-up image)
Choose the Injection option to view available procedures
PatientNow Essentials Services appear at the top, RxPhoto Services below
Use the new Filter Icon to display only PatientNow Essentials or RxPhoto procedures
Mark the image and enter quantity (e.g. 10 units)
⚠️Important: the units of measure are pulled in from the PatientNow Essential software, set up under Retail List.
4. Mark the form Director Review, Supervisor Review, or Complete to sync services with PatientNow Essentials checkout
⚠️Important: Forms must be marked one of these statuses to send to PatientNow.
Client Checkout Process
Follow your typical checkout process from the schedule or the sales register.
Option 1: Checkout from Schedule
Hover or right-click on the appointment > Click Checkout
RxPhoto charted items automatically populate the ticket
Charted services will display a "(from chart)" label to indicate they came from the photo markup indicator
Continue your checkout as normal and finish cashing the patient out.
If a charted item is not fully cashed out, it will automatically carry over on to future tickets until they are fully checked out
If the charted service differs from the scheduled one, both will appear. You can remove the scheduled service, if you are not charging the client for that service.
⚠️Important: To remove incorrectly charted items from RxPhoto, do not use the minus (–) button. Instead, set the quantity to 0 for both service and retail line items, then cash out the ticket. Charted items will continue to reappear on future tickets until they are fully cashed out.
[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jnh&feoid=00N3s00000QF9k7&refid=0EMRd00000EOy6D">)
Option 2: Checkout from Sales Register
Select the client > A popup appears: “Create ticket from chart?”
Choose Create Ticket to import RxPhoto items - this will populate services and retail items with charted quantities
[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jnh&feoid=00N3s00000QF9k7&refid=0EMRd00000EOqwj">)
Continue your checkout as normal and finish cashing the patient out.
If a charted item is not fully cashed out, it will automatically carry over on to future tickets until they are fully checked out
If the charted service differs from the scheduled one, both will appear. You can remove the scheduled service, if you are not charging the client for that service.
⚠️Important: To remove incorrectly charted items from RxPhoto, do not use the minus (–) button. Instead, set the quantity to 0 for both service and retail line items, then cash out the ticket. Charted items will continue to reappear on future tickets until they are fully cashed out.
Where to View Synced Services in RxPhoto
If you want to view which services have been synced from PatientNow Essentials:
Go to RxPhoto Web > Administration > Patient Photo Injection and Annotation
Select the "PatientNow" tab
[IMAGE — needs manual upload: rtaImage] (original: <img src="https://patientnow.file.force.com/servlet/rtaImage?eid=ka0Rd0000005jnh&feoid=00N3s00000QF9k7&refid=0EMRd00000EOXIw">)
This tab displays a view-only list of synced services, including:
Description
Unit of Measure
Treatment Point Color
Common Troubleshooting
Symptom
|
Likely Cause
|
Fix
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PatientNow Services not showing in RxPhoto
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Sync to Charting not enabled
|
Edit the service in PatientNow and enable Sync to Charting
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No units or wrong unit in checkout
|
Unit of Measure missing
|
Define Unit of Measure under Retail List
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Charted items not on ticket at checkout
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Form not marked as complete, director review, or supervisor review.
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Ensure RxPhoto form is fully completed or marked director review or supervisor review.
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Items reappear in future tickets
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Not fully cashed out
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Complete checkout for all charted items by changing the quantity to 0 and cashing out the ticket
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