Brightree Basics Training Guide

Brightree Basics

1

Logging In

1. Go to https://brightree.net or use search engine to search for “Brightree Login”
2. Initial login

a. Username: First initial + last name@option1
b. Password: letmein

i. Will prompt you to change your password to something of your
choice

2
Looking up Items in Inventory

1. From main Brightree screen, hover over “Inventory” tab and select “Items” from
the drop down menu.

2. Search in “Quick Lookup” or by available search criteria.

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 You can search by Item group, name, or whatever information you have
 “Wild Card” function: Acts as a keyword search and will help you find

things when you don’t know exactly how they are identified in Brightree,
or you want to see a group of similar items
 In any of the search fields, type * before and after a key word

o Example: To look for all Boost products that come in chocolate,
type “*Boost**Choc*” into the ‘Item Name’ field and select search.
It will display any items that have both of those terms somewhere
in the item name

4

Accessing a Patient File

3. From main Brightree screen, hover over “Ordering” tab and select “Patients”
from the drop down menu.

4. Search in “Quick Lookup” or by available search criteria.

 You can search by DOB, phone #, or whatever information you have
 “Wild Card” function: Acts as a keyword search and will help you find

things when you don’t know exactly how they are identified in Brightree,
or you want to see a group of similar items
 In any of the search fields, type * before and after a key word

o Example: Patient’s last name is hyphenated: “Smith-Jones”. If you
type in “Jones” in the quick lookup, it will not find it. Entering
“*Jones*” into the last name search field will pull up all patients
that include Jones in the last name, whether it is first, last or in the
middle.

5

Patient Status
1. Select “Personal” Tab

 Account Group:
o Pending Setup: Has not received initial delivery yet; still pending
something prior to start of care. Medical Records puts the account in this
status as soon as the referral is received and account is created in Brightree
o No Go: We received a referral, but cannot set up on service for some
reason; reason for this will be indicated
o Active: Patient has a Start of Care date and is no longer pending
information prior to set up
o Discharge: Will be selected when patient goes off of service with reason
indicated

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 Custom Fields
o Intake Rep: Patient Care Rep responsible for Intake
o PiP State: What is pending before patient can be set up
 If patient’s Account Group(previous page) is “Pending Setup” the
PiP state will tell you why
o Language: “None”=English, anything else will be indicated
o Start of Care Date: Date of initial delivery
o Route Day: The day the patient will be receiving monthly deliveries
o Route Option: Breaks big route days into manageable groups for
Distribution. “SD” route option means that the patient lives outside of our
delivery area and we ship their deliveries via FedEx
o Method of Feed: Primary therapy

7

Sales Order Template
 The Sales Order Template includes the standard monthly orders, formula
quantities allowed/month, etc.
 Serves as the template that monthly orders are automatically created from
o The system automatically creates monthly delivery sales order 7 days
prior to the delivery by copying the template onto a sales order
 Any change in orders, addresses, delivery dates are updated on the template to
ensure that future sales orders are created with accurate/current information
1. From Patient File, click on “Orders”
2. Select “Templates” from the Order tab
3. Select the “Template ID” of the Active template

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Note: Patient will have one active sales order for each type of therapy

8

Template Order Tab

 Order Note: Internal notes, do not print on the delivery ticket
 Delivery Note: Notes for technicians that does print on the delivery ticket
 Reference: Route Day/Route Option
 User 1: Route of Administration(Bolus, Gravity or type of pump) and

formula quantity/month(30-31 day range in some cases)
 User 2: Method of Feed

9

Template Items Tab

 Standard monthly amounts of all items

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Sales Orders
 Each sales order represents 1 delivery
 Sales orders are created automatically by Brightree from the template 7
days prior to patient’s route date

1. From Patient File, click on “Orders”

2. Select “Sales Orders” from the Order tab

3. Select the “Order ID” of the Active template

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 Status: Status of each individual sales order
o “New”: Sales order has been created either by Brightree or
employee, but it is not updated for delivery
o “Delivered”: Sales order has been updated with correct quantities,
dates, etc. for a particular delivery but has not been confirmed yet

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(aka ready to be delivered or was recently delivered, hasn’t gone
through complete billing process)
o “Closed”: Delivery was made, delivery ticket returned to billing
department sales order was confirmed/ready to bill
 Schedule Date: The day Option 1 technician will deliver or ship the
products (what to tell patient if they ask when their delivery will arrive)
 Actual Date: When the patient should start using the product and the date
of service we will bill insurance for

Sales Order “Order” and “Items” tabs
 Refer to Sales Order Template information above