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DIFIT is a project that offers DME (Durable Medical Equipment) companies the ability to provide diabetic shoes to their patients without having to create a fitting sales network. This project will help to automate the involvement of multiple groups of people and the smooth delivery of products to patients throughout the network.
To start off, here is a narrative regarding the operation of the desired OpenERP-based system from the perspective of the major user categories:
Category One: DME (Durable Medical Supplier)
* Login and Password for multiple users (DME)
* Patient Intake (from DME):
After logging in, the DME will need the ability to input good lead information; patient name, verified eligibility, Rx, and AOB. The system should allow for mass upload or input (more than one patient at a time). Then the system should generate a patient ID number (first name + number), and send lead information to corresponding store & Di-Fit headquarters.
* Status Updates
DME needs the ability to log in and check the ‘statuses’ of each patient’s shoes based on the process defined below.
Category Two: Retail Stores
* Login and Password for multiple users; multiple stores and multiple users in each store.
* Ordering For DME Referral:
After logging in, store will need ability to verify patient through patient ID number and/or confirmation code/number. Once patient is verified, the fitter will need the ability to log the order for shoes and insoles. Shoes- select manufacturer and input the shoe order. The fitter should be able to fill out a product order form and patient intake form, if necessary. Insoles should be the same process, but will be generated through the scanning software provided by the manufacturer. Final ordering step is to submit. The system will then send product order information to manufacture for ordering, and confirmation to Di-fit and the DME.
* Ordering For a Walk-in:
If a patient is not affiliated/sent by a DME the store rep should be able to click a ‘walk in’ button which will allow them to fill out a patient intake form. ***All walk-in orders must go into automatic hold status (No products ordered from manufacturer). An AOB will be signed at assessment and all information will be sent to Di-Fit headquarters to work.
The shoes and insoles will then be shipped to the retails store, where they will be married. The retail store will need the ability to confirm in the system that shoes are ready to be picked up. The system should then notify the corresponding DME and Di-Fit.
* Fit and Delivery
After the DME is notified that the patient’s shoes are ready for pickup they will need to call their patient and tell them to pick up shoes in the store where they ordered the shoes.
Once the patient arrives in the store, the fitter will then deliver the shoes and ensure they fit properly (fitting). The fitter will need the ability to have the patient ‘sign off’ (using corresponding signature pad for process) that the shoes fit, and attach the fitting form in the system. The system will send copy of the fitting form to the DME to bill.
Also, the fitter will need the ability to do an exchange where the shoe will be sent back and the shoe (not insole) ordering process will start over. Confirmation sent to both DME and Di-Fit.
Category Three: Di-Fit
Di-fit will need the ability to confirm all stages of the process and be able to view, by DME, all orders in progress.
Billing- Di-Fit will need the ability to run fitting reports by DME for billing services bi-weekly.
Di-Fit will generate accounts payable reports for the shoe stores broken down by rep
Generate order aging process reports to track all orders, by DME and Store, through the process.
*** SEE ATTACHMENT FOR BREAKDOWN OF USERS, DATA TABLES, WORKFLOWS AND REPORTS