Overview
NikoHealth's Pick Up and Exchange workflow allows you to manage equipment returns and swaps directly within your existing Order or Appointment workflows.
Pick Up vs Exchange
When you mark an item as a Pick Up, the system automatically stops the active rental billing for that item. When you mark an item as an Exchange, billing continues uninterrupted because the patient is simply receiving a replacement.
Action | What It Does | Billing Impact |
Pick Up | Returns the item from the patient's active inventory | Stops the active rental automatically |
Exchange | Swaps the item for a replacement | No billing change — rental continues |
Picking Up or Exchanging Equipment via an Order
You can Pick Up or Exchange equipment when completing an Order from the web application.
Open the order you want to complete in the NikoHealth web application. Begin the Complete flow for the order. In the Order Completion Wizard, expand the customer items on hand.
For each item you are retrieving, select the appropriate action:
Choose Pickup if the item is being returned and the rental should stop.
Choose Exchange if the item is being swapped for a new one and billing should continue.
Complete the remaining steps in the order workflow (e.g., confirming delivery of any new items, capturing signatures) and finalize.
What Happens After Completion
Inventory updates automatically. Picked-up items are transferred out of the patient's active inventory.
Rental billing stops immediately for any item marked as a Pickup.
An audit trail is created, documenting the pickup or exchange, including timestamps and signatures.
Items returned to inventory may need to be moved to the appropriate warehouse location by a back-office user for refurbishment or restocking.
Picking Up or Exchanging Equipment via Appointment
Appointments can be created with the Appointment Type set as Equipment Delivery or Equipment Pickup.
When you go to complete this Appointment Type, in the completion wizard, you can expand the customer items on hand.
This will show you all of the items the customer has. For each item on hand, you can choose to Exchange or Pick Up.
For each item you are retrieving, select the appropriate action:
Choose Pickup if the item is being returned and the rental should stop.
Choose Exchange if the item is being swapped for a new one and billing should continue.
If applicable, capture the patient's electronic signature as proof of pickup and complete the appointment.
What Happens After Completion
Inventory updates automatically. Picked-up items are transferred out of the patient's active inventory.
Rental billing stops immediately for any item marked as a Pickup.
An audit trail is created, documenting the pickup or exchange, including timestamps and signatures.
Items returned to inventory may need to be moved to the appropriate warehouse location by a back-office user for refurbishment or restocking.