Batch Order Entry (BOE) Order & Review Process
This article covers the steps needed to place an order with
Batch Order Entry (BOE). This mode is most commonly used for higher levels of
care in retirement communities, but can be used for any departments that want
their staff to process future date orders for their customers.
For details on
BOE Setup, please refer to BOE(Batch Order Entry) Mode Setup - New Process Mode
Department Select
Upon logging into BOE, a user will need to select a
Department. Once they select one, they will be prompted to sign in with their
Operator Sign In code. They will then be taken to the Session Setup page.
Session Setup
Upon selecting a department, the user will be taken to the
Session Setup screen. Here, a user will determine the customers, the
nutritional filtering rules (when Advanced Nutrition is licensed), the date
range, and the service periods of their BOE session.
The user must select at least 1 customer to establish a BOE
session. This can be done in 1 of 2 ways:
- Select Specific Customer(s): The user will search for and select specific customers for the BOE session.
- Select Customers using Filters: The user will use filters such as Customer Type, Report Groups, or Apartment Search Strings to determine the customers for the BOE session.
The Apartment Search String follows a particular set
of rules. The '?' can be selected to bring up the following instructions
dialog:
A user will also select their nutritional filtering rules
for the BOE session on this screen. Nutritional filtering is set here as
multiple modes may be used across a BOE session. This section will only display
if the community is “Advanced Nutrition Licensed”.
Please note that the mode
settings for allergies/dietary tags/ingredients filtering rules will not apply
to the storefront of BOE, and filtering is set at a per sessions basis during Session Setup.
The user will select the Date Range for their BOE session by
using the date pickers for the beginning and end date. Service periods can be
determined by 1 of 2 ways:
- Range: The user will determine the starting service period and the ending service period. The BOE session will then use all service periods beginning from the starting service period on the first date to the ending service period of the last date.
- Select: The user will select specific service periods that will be used for all dates within the date range.
Once all the required fields have been set, the user can
proceed to the Service Dashboard by selecting the "Next" button
located on the bottom right of the screen.
Service Dashboard - Order Taker
The Service Dashboard of BOE is where a user will be able to
manage and view all orders for their BOE session. This dashboard displays a
data grid that lists all customers and all service periods for the session. Selecting the Icon Key will help users understand the symbols used to represent the status:
Upon selecting any active cells, the user will be taken to
the Storefront. Some service periods may be disabled on the Service
Dashboard. This is because the request time (which is when the orders for that
service period will print) has already passed. A user will be able to see the
status of these orders on the Service Dashboard, but they will not be able to
select them and enter the storefront to modify them.
A user can also select the "Next" button located
on the bottom right of the screen to immediately be taken to the first
unspecified order on the Service Dashboard.
Service Dashboard - Order Approver
The Service Dashboard will mostly look the same for an Order Approver, but they will have the option to toggle between Review Mode & Order Mode.
This slightly alters the colors used to represent cells, as an Order Pending Review icon 
looks like this for the reviewer, instead of green, since their work is not yet completed.
Service Dashboard - Orders in Other Locations
On the Service Dashboard, an exclamation will appear on a service period if one or more orders exist already for a Service Period, whether that be in the same department or another department. When you attempt to open a service period with this marker for that customer, either by clicking on them in the Service Dashboard or using the Next Button, you will see a pop-up containing the order information for all the detected orders. An Order Taker or Reviewer can see information about the order, including what is in the order, which department it’s for, and the time it’s set for. Information about orders in other locations is read only, so no action can be taken through BOE.
Storefront - Order Taker
This storefront is where a user will be able to place orders
for a customer for the service period. The user can also set an order to
"No Service Requested", with the option to add a Note.
To create an order for the current customer and service
period, the user must add an item to the cart. Upon doing this, the order will
be created. Please note that if there is a default item set to the mode of this
service period, that default item will also be added to the cart once an item
is selected. As soon as any item is added to an order, the current batch order
will have its status set to "Order". There is no button that needs to
be pressed in order to submit changes. Also note that if the current service
period is set to "No Service Requested" for the customer, adding an
item will delete the No Service Request and create a new Order.
If you would like to reset an order, simply press the Reset button 
. This will delete any order or no
service request associated with this service period and customer.
Storefront - Service Period Recap
When you are done with the current order, you can select the arrow key on the top right of the page to proceed to the next customer, or the Service Period Recap 
button to see the current progress for the customer. This will take
you to the next unspecified service period for the current customer, or next customer if the current customer is already completed.
Storefront - Orders in Other Locations
From the storefront, you will see an alert in the cart for any existing orders during the Service Period for the customer selected, which will open up the same pop-up mentioned earlier.
Storefront - Order Approver
If a user has the TS Order Approver role assigned to them, both the Service Dashboard and Storefront will default to Review Mode. Here, Approvers will have the ability to quickly review a customer's order items. They can then either edit them, delete them, or mark them for adjustments if someone else needs to make the change. The 'Needs Adjustment' status can be set for the entire order, or singular items.
After an order is Approved, it is marked as such, and can only be reverted from this status by an Order Approver. Servers cannot alter an order after it gets approved. The approval of an order is tracked in the database, in the event that this information is needed.
Optional - Process Service Periods
Service Periods will print automatically based on the Request Time set in the Mode level settings. However, if a user with the Invoke BOE Processing function wishes to print tickets early, they can do so by selecting the Admin Gear 
and selecting 
. This will then open up a table that shows recently completed service periods, upcoming service periods, and when those service periods will auto-process. The user can then manually select one or more service periods to print those tickets immediately, instead of waiting for the auto-processing.
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