Entering Supply Codes in Barnestorm

Supply codes can be managed in Barnestorm Office > Codes > Rates > Supply Codes. Follow the guidelines below to enter and maintain your agency’s supply list.

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🔹 Adding a New Supply

• Use a 7-character alphanumeric code (letters and/or numbers) to create a unique supply code.

• Enter a clear and detailed description, including size or measurement (e.g., "4x4 gauze" or "2-inch tape").

• The Vendor Code is optional. However, if you want to track preferred vendors, you can add new vendor codes under:
  Barnestorm Office > Codes > Other Basic Codes > Vendors

• Vendor codes are especially helpful if you're using the Supply Inventory feature to reorder items.

• Include vendor-specific item codes to simplify future reorders.

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🔹 Required Coding

Ensure you enter the correct:

• Revenue Code

• HCPCS Code

• Modifiers

• Place of Service

📌 Need help? Refer to the linked articles for code guidelines.

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🔹 Configuring Quantity and Cost

Refer to the attached article for step-by-step guidance on setting up:

• Default supply quantities

• Cost per unit

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🖨️ Printing Supply Information

You can search and print supply lists by:

• Code

• Description

• HCPCS

• Category

• Vendor

• DNU (Do Not Use)

To find DNU-marked supplies:

• Click the DNU Item option

• Then click Search

🧾 Supply Reports

Choose how you'd like to sort the report (e.g., by Code, Category, or Vendor), then pick from:

• Print Supply List (full detail)

• Print Short Supply List (summary)

✅ Tip: When printing by Category, you can filter a specific category in the search field, or leave it blank to print all.

📅 Optional: Check the box "Only Items Used in Last 6 Mos." to filter recent items.

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🏷️ Printing Supply Labels

To print supply labels:

1. Click Print Supply Labels

2. Choose your label paper

3. Enter the supply codes (comma-separated)

4. Enter the quantity of labels per item

5. Optional: Check Print Vendor Code on Label

6. Click Create Labels

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❌ Deleting Supply Rates

⚠️ Warning: Deleting a rate will remove it permanently and affect any previous supply charges using that rate. Always confirm with your team before proceeding.

To delete a rate:

1. Search for the supply code.

2. Select the rate/date.

3. Click Delete in the Supply Prices window.

No confirmation prompt appears—make sure it's the correct entry.

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🧹 Remove Duplicate Prices

This feature is available when identical prices exist on consecutive dates.

Example:

• ✅ Will delete: 8/15/17 - $4.00 and 10/12/17 - $4.00 → deletes 10/12

• ❌ Will not delete: 8/15/16 - $4.00, 1/15/17 - $3.75, 10/12/17 - $4.00 (non-consecutive or different prices)

Delete or Mark Supply as DNU

• If the supply was entered by mistake and never used, you may delete it.

  • Open the supply code

  • Click Delete

  • If it has been used in patient charges, deletion will be blocked.

• To hide a supply without deleting:

  • Open the supply code

  • Click Mark this supply code as Do Not Use

  • DNU will be added to the description

  • Click Save