What is the procedure to correct a wrong quantity (value) when incorrectly invoiced in the PIMS?
If a wrong quantity is invoiced in the PIMS (Practice Information Management System), and that invoice syncs incorrectly to Covetrus Care Plans, here's the general procedure to correct it:
🔁 Steps to Correct Quantity in Care Plans
- Correct the Invoice in the PIMS
- First, void or adjust the incorrect invoice directly in your PIMS.
- Ensure the corrected quantity is properly reflected in the updated invoice.
- Trigger a Resync
- After correcting the invoice, the PIMS should automatically resync with Care Plans.
- Depending on your integration, this may happen in real time or require a manual sync.
- Verify in Care Plans Portal
- Log into the Covetrus Care Plans portal.
- Navigate to the pet’s care plan and check the “Consumed Services” section.
- Confirm that the corrected quantity is now accurately reflected.
- Manual Adjustment (if needed)
- If the sync doesn’t update automatically, you may need to manually adjust the service usage in the Care Plans portal.
- This can typically be done by editing the service entry or contacting Covetrus support for assistance.
- Document the Correction
- For audit and client transparency, document the correction in both the PIMS and Care Plans notes.
- Notify the pet owner if the error affected their billing or service eligibility.
🛠️ Tips for Avoiding Sync Errors
- Use standardized service codes that match between PIMS and Care Plans.
- Train staff on invoicing protocols to prevent quantity mismatches.
- Regularly audit care plan usage reports to catch discrepancies early.
note: this article has been written solely using MS Co-Pilot