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Administer Patients' OTC Hearing Aids

Your clinic may or may not dispense OTC hearing aids. Even if you do not dispense OTC hearing aids, you might want to track patients' OTC hearing aid equipment.

Sycle Pro offers you the ability to add OTC hearing aids to a patient's equipment record by:

  • importing the patient's existing OTC hearing aid kit

  • creating an invoice without an appointment

  • as a part of an appointment outcome

Whether imported to a patient record or sold to the patient by the clinic, a patient's OTC hearing aids are listed on the Patient Summary screen (Equipment → Current hearing aids).

Note

All methods used to add OTC hearing aids to patient records require the OTC hearing aid kit to be configured in the system prior to import/purchase. Refer to OTC Hearing Aids Administration Setup for instructions.

Import OTC Hearing Aids

You can add OTC hearing aids to a patient without creating a purchase. This might be done for a patient who purchased their OTC hearing aid kit outside the clinic.

Tip

Imported OTC hearing aids can be edited, repaired, and upgraded.

  1. Navigate to the Patient Summary.

  2. On the Patient Summary screen, navigate to Equipment → Current hearing aids → View All to open the All hearing aids screen.

    patient_summary-equipment-view_all.png

  3. On the All hearing aids screen, select Import → OTC hearing aid to open the Purchase Summary → OTC Hearing Aid Import

    patient_summary-all_HA-import_OTC.png

  4. Complete the fields on the Purchase Summary → OTC Hearing Aid Import screen. Some important or novel fields are defined below.

    otc-HA_import.png

    • OTC Hearing Aid: Select an OTC hearing aid. This field contains the in-use OTC hearing aids defined on the OTC Hearing Aids administration screen (see OTC Hearing Aids Administration Setup).

      Note

      The Manufacturer, Model, and Type fields can only be populated by making a selection in the OTC Hearing Aid field.

    • Kit Serial #: If applicable or available, optionally enter a serial number for the OTC hearing aid package / kit. Serial numbers are used to identify the kit. Typically, each kit has its own serial number.

    • Notes: Enter any details that are not covered by the other fields.

  5. Click Save.

After importing the OTC hearing aid, you are redirected to the Patient Summary → Equipment tab.

Sell OTC Hearing Aids

An OTC hearing aid can be sold at the conclusion of an appointment, just like other hearing aids.

Unlike hearing aids that require programming by a specialist, OTC hearing aids can also be sold without an appointment (in the same manner as batteries or accessories).

Walk In

↓

Appointment

↓

Patient Summary →

Purchase Summary

← Appointment Outcome

↓

Add OTC Hearing Aid

  1. Do one of the following to open the Purchase Summary screen:

    • For walk-ins: On the Patient Summary screen, click Purchase.

      patient_summary-Purchase.png

    • For appointments: On the Appointment Summary screen, navigate to and select Invoice Details → Add.

      appointment_summary-invoice_details-add.png

  2. On the Purchase Summary screen, select Invoice Details → Add → plus-solid.svg OTC Hearing Aids to open the OTC Hearing Aid Purchase window.

    purchase_summary-invoice_details-add-OTC_ha.png

  3. Complete the fields in the OTC Hearing Aid Purchase window and click Save.

    • If the device is in stock, select the device in the In-Stock field.

      Tip

      Multiple fields may be automatically populated after making a selection in the In-Stock field. Some of those pre-populated fields (including the serial number fields) can not be edited on the OTC Hearing Aid Purchase screen (as the device is already checked in).

    • If the device is not in stock, select an OTC hearing aid in the OTC Hearing Aid field.

    OTC_Hearing_Purchase.png

  4. Review the OTC hearing aid in the Invoice Details section of the Purchase Summary screen.

    purchase_summary-invoice_details-OTC_ha-added.png

    Tip

    If the device was not in stock and needs to be checked in, you can do this now or upon the device's arrival / delivery. See Check In and Deliver an OTC Hearing Aid.

  5. Complete any remaining work on the Purchase Summary screen (such as adding payments). If needed, click Save and Close to return to the Patient Summary or Appointment Summary screen.

    Tip

    If the OTC hearing aid is not the patient's primary device (e.g. sold as a backup), you can change the status of the OTC hearing aid to reflect this. Refer to Change a Patient's OTC Hearing Aid Status.

See also:

  1. Enter the patient's full or partial name in the Patient field. Use the Enter/Return key or click the Patient Search icon (patient_search.png) to search for the patient's record.

  2. Review the search results and click the patient's name to open the Patient Summary.