Orders

Orders

5.1 Order overview

Purpose: Manage kit ordering, dispensing, and order tracking.

The Orders section is where you create, monitor, export, and cancel orders tied to patients and order codes.

Order types

Wesper supports multiple order types depending on your workflow.

Drop Ship Orders

  • Kits are shipped directly to the patient.
  • Most common offering.
  • Kits return to Wesper after use.

Inventory Orders

  • Kits are shipped to and managed by the clinic.
  • Used when clinics maintain their own kit inventory.

Dispense Orders

  • Kits are dispensed directly to the patient on-site.
  • Typically used during in-clinic visits.

 

5.2 Placing an order

To place a new order:

  • Select the correct order type.
  • Enter the required patient and order information.

5.3 Order history & filters

The Order History table shows all orders you have access to.

Using Filters in Orders

Use filters to focus on specific subsets of orders.

Here’s a breakdown of the filters available:

  • Product: Type of test kit or product sent.
  • Group: Patient group.
  • Recipient: Patient receiving the test kit.
  • Email: Order Email.
  • Date of Birth: Patient Date of Birth.
  • MRN: Patient MRN.
  • Order Date: Orders placed within a set period.
  • Shipping Date: Orders shipped within a set period.
  • Tracking Numbers: Detailed shipment information.
  • Delivery Date: Orders delivered within a set period.
  • Return Date: Orders returned within a set period.
  • Valid Sessions: Valid testing sessions associated with an order. They may be completed sessions, to review and reviewed.
  • Field Days: Total amount of days a kit spent with the patient.
  • Order Status: Current status of each order.

Practical Examples: How to Use Filters to Improve Your Workflow

To help you get started, here are some practical examples of how to use these filters in combination to answer common questions or manage specific scenarios in your clinic.

Example 1: Tracking Overdue Orders

To find orders where patients haven’t returned their kits within the expected timeframe, use the following filter:

  • Order Status: Select "Overdue" to view all orders that have missed their return deadline.

Pro Tip:

  • Field Days: Use this filter to identify orders that are close to becoming overdue, allowing you to take proactive action before the deadline passes.

Example 2: Identifying Patients Who Received Kits but Haven’t Tested

To find patients who have received their test kits but haven’t taken any tests, use the following filter combination:

  • Valid Sessions: Set this filter to '0' to display orders where no valid testing sessions have been recorded.
  • Order Status: Select "Delivered" to focus on orders where the kits have been successfully delivered.

Using these filters, you can easily identify patients who may need a reminder or additional support to begin their testing.

Example 3: Identifying Patients Who Completed the Test but Haven’t Returned the Kit

To identify patients who have completed their tests but haven't returned their kits, use the following filters:

  • Valid Sessions: Filter for orders with one or more valid sessions completed (depending on the testing schedule).
  • Return Date: Set this filter to 'empty' to find orders where kits have not yet been returned.
  • Sort: You can also sort by field days descending to get the most critical cases.

Example 4: Identifying Patients Who Returned Devices Without Conducting Any Sessions

To find patients who have returned their test kits without completing any sessions, use the following filters:

  • Valid Sessions: Filter for orders with '0' valid sessions to identify those where no testing was conducted.
  • Order Status: Select "Returned" to show all orders where the device has been sent back.

By applying these filters, you can easily pinpoint patients who returned their devices without using them, allowing for follow-up to understand the reasons and provide any needed support.

Example 5: Monitoring Recent Orders by Specific Groups

To review orders placed by a particular group, use the following filter:

  • Group: Select the group name you want to review.
  • Order Date: You can either set a date range for the dates you are interested in or sort by order date to view the most recent ones.

This will provide a quick overview of the group’s recent activities and help you track the status of their orders.

Example 6: Viewing Unreturned Kit Fees

You can easily track unreturned kit fees, using this filter:

  • Product: In the product filter, search for "Unreturned/Damaged Kit Charge".

This filter will show you all orders related to fees for kits that were either not returned or returned damaged.

Example 7: Viewing Missing or Damaged Components

To review orders where specific components (like charging cables or patches) were reported as missing or damaged, use the Product filter:

  • Product: Select all items related to unreturned or damaged components, such as charging cable, charging pad, finger probe, wristband, patch, softshell case, etc.

This will give you a detailed list of orders where components were damaged or not returned, helping you manage inventory and follow up with patients as needed.

Bookmark Filters

Once you've applied filters that you frequently use, you can bookmark them for easy access in the future.

  1. Apply Filters: Set the filters based on your needs (e.g., specific products, order status, valid sessions).
  2. Bookmark: Save the filtered view as a bookmark in your browser for quick access. You can also rename the bookmark to reflect the filter, such as “Unreturned Kits Fees” or “Missing Components.”

Optional: If you'd like to share your filtered view with your team, simply copy the URL from your browser’s address bar and send it to them.

Exporting Orders

  • Use Export to download order data.
  • Export format: CSV.
  • Exported data reflects current filters.
  • What you see is what you get.

5.4 Cancelling orders (1-hour window)

Canceling an Order

You can cancel an order within 1 hour of placing it, at no cost.

This is the only cancellation window.

Where to cancel an order

  • Open Orders.
  • Select an order.
  • Open the Order Summary Panel (ℹ️ icon).
  • Use the Cancel Order button at the bottom of the panel.

1-hour cancellation window

  • After an order is placed, it may take a few minutes to process.
  • During processing, the Cancel Order button appears but is temporarily disabled.
  • Once processing completes, the button turns blue.

Blue button = you are within the free 1-hour cancellation window.

What happens when you cancel

  • Select Cancel Order and confirm.
  • The button turns gray.
  • The order status updates to Canceled.

Note: The order status may take up to 5 minutes to update in the Orders History dashboard.

After 1 hour

  • Cancellation is no longer available.
  • The Cancel Order button remains gray and disabled.
  • The order continues through fulfillment and cannot be stopped.

Making changes to an order

If you need to update any order details (address, patient name, etc.):

  1. Cancel the order within the 1-hour window.
  2. Place a new order with the correct information.

This is the fastest and cleanest way to apply changes and avoid fulfillment issues.

Additional notes

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