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Setting up your products

Updated
The actions described in this lesson require a Manager permission on your clinic.

Overview

Products on Embodia allow your clinic to sell items such as exercise equipment, rehab tools, books, or other self-care products directly to your patients.

This feature is ideal if you:

  • Sell items like resistance bands, braces, pelvic health tools, etc.
  • Want to include products directly on invoices
  • Want to offer patients the ability to purchase your products online
  • Manage your inventory and get notified when your inventory is running low.
  • Prefer to manage product sales within the same system as your billing

By adding products to your account, you can easily include them in invoices, track sales, and offer a more complete patient experience - all without needing a separate retail system.

Setting up your products

To manage your products, click Billing > Billing settings > Our products in the top bar:

 

Managing clinic products on Embodia

 

Start by adding a category by clicking on Add category and filling up the popup form. Once a category is added, you can add a product to it by clicking on Add product:

 

Managing clinic products on Embodia

In the popup form, you can enter:

  • The name of the product;
  • An internal code for the product (optional);
  • A description of the product (optional);
  • If you want to allow patients to purchase this product directly from the patient portal (ie: on your online booking page);
  • A thumbnail image of the product (optional);
  • Payment method
  • Tax rate
  • Questionnaire - If you specify a questionnaire in this field, the patient will be asked to complete the questionnaire being able to proceed with the purchase of the product;
  • Whether the product should be active (you can only bill for active products).

Once the first product has been added you can add more variants by clicking on the Add a variant link:

 

Managing clinic products on Embodia

Setting up tax scenarios on a product

The actions described in this lesson are optional and only used for guideline purposes. You will always have the ability to select any tax rate when billing for a product whether you've added tax scenarios or not.

You can create as many tax scenarios as you like for each product. 

If you will be charging different tax rates on a product depending on the scenario, you can attach those scenarios to the product. For instance, assume a product is subject to HST unless it has been prescribed by a physician, then you can create 2 tax rate scenarios: A "When prescribed by a physician" scenario without any tax rate, and a "Default tax rate" with an HST tax rate.

To add a tax scenario, click on the Add a tax scenario link and fill out the popup form with the scenario and the tax rate.

 

Managing tax scenarios for products on Embodia

Managing your inventory

You can use Embodia to manage your inventory. Inventory management is just for guideline purposes; Embodia will not prevent you from billing for a product if it shows that it is out-of-stock on Embodia.

To manage the inventory, click on the Manage link next to a product variant:

 

Managing your clinic's inventory on Embodia

 

On the product management page, click on Add or remove from inventory.

Managing your clinic's inventory on Embodia

 

In the popup form, add a date, a short description of the action and the amount (use a positive amount to add to the inventory, use a negative amount to remove from the inventory).

Setting up inventory alarms

As mentioned in the previous lesson, you can use Embodia to manage your inventory. You can also set up custom alarms to receive an email notification when your inventory goes below a certain threshold.

To set up an alarm on a product inventory, click on the Manage link next to a product variant:

 

Setting up inventory alarms on Embodia

 

On the product management page, click on Manage alarms.

 

Managing inventory alarms on Embodia

 

In the popup form, add a threshold amount, and the emails to notify (for multiple emails, simply separate them with a comma).

Allowing patients to purchase products from the patient portal

Important: Embodia does not support shipping and handling of products. By enabling direct purchase of products from the patient portal, you understand that you are responsible for the delivery of products to the purchaser.
To enable this functionality, you also need to be have at least one payment method that can accept card payments.

Once you've set up a product and its different variants, you can make a product directly purchasable by the patient from the patient portal. To do so, click on the "edit" icon next to the product, and then check the "Allow patients to purchase this product directly from the patient portal" checkbox:

 

 

In the pop-up form, you can provide:

  • Payment method: This needs to be a payment method that can accept card payments;
  • Tax rate: (Optional) which tax rate to apply to the purchase of this product. Leave this field blank if you will not be charging taxes.
  • Questionnaire: (Optional) a questionnaire that a patient needs to fill out before being able to purchase the product. If left blank, the patient will not be asked to fill out any questionnaires before being allowed to purchased the product.

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