Quantity Discrepancy Guide

The Quantity Discrepancy flag is displayed when:

1. The Supplier Bill Item quantity & EHR Patient Record quantity do not match (but the item exists in both systems)
2. The Supplier Bill Item does not exist or match to an item in the EHR patient record.

The sections below explain specific root causes of quantity discrepancies.

Verify Inventory Message

You will see a notification in Bill Review if Casechek has not received an inventory message since the bill was submitted. 

Resolution

If this happens, please reach out to your clinical team to verify that they have posted items to the correct patient record. To trigger the inventory message to Casechek, one of the following actions must be completed in Epic:

1. Intraop Verify was posted
2. Charges were posted
3. Addendum was posted

Note: Selecting ‘Trigger Charges’ in Epic will not generate an updated inventory message to Casechek. A post addendum must be completed for this message to trigger.

Wrong Item Added in EHR Patient Record or Item Does Not Exist in EHR

If a Bill Item has a blank or null EHR Quantity, this indicates that Casechek could not find a match in the patient record for this item. Casechek uses the ERP Item Number and the Model Number to tie supplier Bill Items to the EHR patient record. If a Bill Item is missing in the EHR patient record, this can be resolved by reaching out to the supplier and clinical to determine which one is correct.

To verify why this happened, you can start by reviewing the ‘Supplies and Inventory’ tab in Bill Review. This view contains a list of all the items on the patient inventory record from the EHR, based on the last message Casechek has received.

Casechek recommends using the search box in the upper right corner to look for a similar model number or item description. Searching for similar model names or descriptions will help you indicate where a wrong item was selected or manually added by a Clinical team member*.

*This commonly happens with “One-Time Use” items, which are items that have to be manually entered in the EHR Patient Record by Clinical because they are not built out in the ERP Item Master. However, it can also occur if the wrong item was selected when documenting the patient record.

Resolution

1. If you have determined that a wrong item was entered or an item was missed in the EHR patient record, and the Bill Item is documented correctly, follow these steps to correct the issue:
2. 1. If a One-Time Use Item is on the EHR patient record but contains the incorrect model number, Clinical will need to:
   2. 1. Delete that item from the EHR patient inventory record.
      2. Re-add a One-Time Use item with the correct model number and quantity.
      3. Re-Verify the log or post an addendum to the EHR patient record (this will push the change to Casechek Bill Review).
      4. Note: Changing the model number on an existing item in the inventory record will not trigger a change in Casechek Bill Review.
   2. If an item does not exist in the EHR patient record, Clinical will need to:
   3. 1. Add the item to the EHR patient record.
      2. Re-Verify the log or Post an addendum to the EHR patient record (this will push the change to Casechek Bill Review).
2. If you have determined that the supplier selected the incorrect item to add to the Bill, and the correct item is documented in the EHR, follow these steps to correct the issue:
3. 1. Have the rep retract the bill.
   2. Delete the line item in error
   3. Re-add the correct item and quantity.
   4. Re-submit the bill to trigger an update in Casechek Bill Review.

Quantity Variance between Bill Item and EHR

Quantity Variances result when a Bill Item has a quantity different from the EHR Patient Record quantity. This can be resolved by reaching out to the supplier and clinical to determine which one is correct.

Resolution

1. If you have determined that the wrong quantity was entered in the EHR patient record:
2. 1. Have Clinical update the quantity for the given item to the correct quantity in the EHR patient record.
   2. Re-verify the log or post an addendum to trigger an update in Casechek Bill Review.
2. If you have determined that the wrong quantity was entered on the Bill:
3. 1. Have the rep retract the bill.
   2. Update the item to the correct quantity.
   3. Re-submit the bill to trigger an update in Casechek Bill Review.