Choice Medical

Daily Tip:

Delivery Ticket Instructions

Purpose

This guide explains how to create Delivery Tickets and Sales Orders in Brightree, including patient lookup, navigation, insurance selection, item entry, and workflow rules.

Step 1 — Look Up the Patient

  1. Open the hamburger menu in Brightree.
  2. Select ORDERING → PATIENTS.
  3. Use the Quick Lookup box to search for the patient:
    • Enter LAST NAME
    • Use formats like: SMITH, SMITH,JOHN, SMI,J, S,JOH
    • You may also enter the Patient ID Number

When the patient appears, click NEW SALES ORDER.

  • A blank Sales Order opens.
  • Scheduled Date defaults to today; change if needed.
  • Delivery Note → prints on the delivery ticket (use sparingly).
  • Order Note → internal information only (does not print).

Step 2 — Move to the Clinical Tab

IMPORTANT

You must move through tabs left → right in order to avoid data or billing errors.

On the Clinical tab:

  • Doctor and diagnosis codes auto-populate.
  • Update if the information does not match the Written Order or specific equipment being provided.

Step 3 — Insurance Tab

Insurance information pulls from the patient chart.

For private pay:

  • Uncheck Include this Payor Level on Sales Order on all payors.

For insurance orders:

  • Make sure the appropriate payor levels are checked.
  • Confirm the PAY PCT:
    • Medicare → 80%
    • Commercial/Other → 100%

Mark INSURANCE VERIFIED once validated.

Step 4 — Items Tab

This is where you add equipment or services.

Option A — Quick Add (fastest, least used)

  • Requires exact Item ID or barcode.
  • Choose rental/purchase, quantity, and ID.
  • Click QUICK ADD.

Option B — Add Item (most common)

  • Click ADD ITEM in the upper-right corner.
  • Use the search tools to find items by name, category, or description.

FAQ — Delivery Tickets & Sales Orders (Collapsible)

How do I find the patient before creating a delivery ticket? Go to Ordering → Patients, then search by last name, partial name, or Patient ID.
What is the quickest way to search for a patient? Use the Quick Lookup box—Brightree auto-suggests after three characters and supports formats like LAST,FIRST or partial initials.
Why shouldn’t I enter the Actual Date on a Sales Order? Actual Date is used for billing and POD processing. Entering it early can interfere with delivery workflows.
What’s the difference between Delivery Notes and Order Notes? Delivery Notes print on the delivery ticket; Order Notes are internal only and do not print.
Why must I move left-to-right through the tabs? Each tab feeds information into the next. Skipping tabs can create billing errors or missing data.
What does the PAY PCT value mean? It is the payer’s allowed percentage: 80% for Medicare; 100% for most commercial payers.
What does the “Insurance Verified” box do? It confirms active coverage and must be completed before finalizing the order.
When should I use Quick Add? Use Quick Add only when you know the exact Item ID or barcode. Otherwise, use Add Item for safer search.