Choice Medical

Daily Tip:

Looking up an Item in Brightree

What This Guide Covers

How to locate items in Brightree using:

  • Item ID
  • Item Name
  • Procedure Code (HCPCS)

Includes wildcard search tips to avoid missed items.

Wildcard Searching (MOST Important)

Wildcard = Your Best Friend

Brightree requires exact matches unless you use wildcards.

Use the wildcard symbol:

* = “anything goes here”

Example: For the item named E0143 - 30026

  • Searching 30026 → ❌ No results
  • Searching *30026* → ✅ Finds item E0143 – 30026

ALWAYS use wildcards when you are unsure of spelling, formatting, or item structure.

1. Searching by Item ID

Best First Method

This is the most accurate and fastest search method.

Steps:

  1. Click into Item ID
  2. Enter the ID (use wildcards when needed)
  3. Press Enter or click Search

If nothing appears:

Note

Try Item Name next.

2. Searching by Item Name

Good Backup Method

Use when Item ID is unknown or when Item ID search returns no results.

  • Type part of the name
  • Use wildcards, e.g. *walker*
  • Expect multiple items, since names are not unique

3. Searching by Procedure Code (HCPCS)

Extremely Useful

Procedure codes help locate items even when names vary.

Steps:

  1. Type the HCPCS into Procedure Code
  2. Select from dropdown
  3. Press Search

This will return all items tied to that HCPCS.

This is helpful because:

  • Insurance billing uses HCPCS
  • Many retail items use X9999
  • Item names are inconsistent across vendors and staff

Improving Search Results

Filtering Tools

Narrow down search results by adding:

  • Manufacturer
  • Vendor
  • Item Group
  • Item Category

Good for “long list” searches.

Important Notes

Item ID Must Be Unique

Each Item ID is unique in Brightree.

Item Names Are Not Unique

Many items may share the same name format.
Example: “rollator” may appear multiple times.

FAQ

Why didn’t my exact number return any results? Because Brightree requires **exact** formatting. If the item has letters, hyphens, or extra numbers, a plain number search will fail. Use a wildcard search like `*1234*`.
Should I always start with Item ID? Yes. Item ID is the most exact match and returns the fewest false positives.
Why do wildcard searches work better? Because data entry varied over the years. Wildcards allow Brightree to match the item **anywhere** in the field.
What if I only know part of a code or name? Use contains searches such as: `*part*`
Why do I see X9999 on retail items? Retail and general store items often use the generic HCPCS code `X9999`.