Meal Ordering (Clinical Setting)
If you are interested in adding meal ordering to your Nutritics account, please contact firstname.lastname@example.org
This guide will show you:
- How to set up your outlet in Nutritics
- How to set up your patients' profiles for meal ordering
- How to publish your existing menus and enable ordering
- The patient-facing side of the ordering system
- Limiting items that can be ordered on a menu
- How to manage your orders in the orders dashboard
- How to Export orders
- Filtering orders in your Dashboard
If you have not already built up your menus in Nutritics, please see our guide on menu creation here.
If you have not already created a patient profile in Nutritics, please see our guide on this here.
To enable ordering on your account you must first set up your outlet on Nutritics.
Click on the cog icon in the top right corner of the screen, click on ‘settings’ then ‘ordering’.
- Search in the search bar and select your outlet from the list.
- Add in your outlet details.
- Set the width of your thermal paper rolls used for docket and receipt printing. Dockets and receipts can be printed from the orders dashboard.
- Tick the days that your outlet is open to take orders. If ordering is enabled on your menus, patients will only be able to order on days the outlet is open. Use the calendar to mark any holidays on which the outlet is closed. Patients will not be able to place orders for those days.
- Under the meal services heading, specify how your customers can receive their orders, e.g. bed service, pick up.
- Choose how your outlet is set up i.e. beds and wards or rooms and floors.
- If desired, share your outlet - type a Nutritics username or email address to enable sharing with the user. If your licences are part of an organisation or group, you will see all users of the organisation when you click ‘add user’. You can also choose to share with all account holders within the organisation. You will have the option to share the outlet with read only or read & write privileges after adding a collaborator.
If required, allow patients to pay for their order directly from your digital menus. Payments will be collected by Nutritics payment partner Stripe. Follow the instructions on-screen to connect Stripe with your Nutritics account.
Once your Stripe account is connected, it can be accessed from the main menu in Nutritics > settings > ordering.
- Set up the waiting staff, areas and tables. This information will be visible on ‘eat-in’ orders in the ordering dashboard.
- Set up the staff and beds/wards or rooms/floors. If desired, staff members can be assigned pin codes that they will need to enter to gain access to menus. If staff members log into a menu and then a patient orders from that menu, you will be able to see the staff member associated with the order in the orders dashboard.
Specify the beds/wards or rooms/floors.
Pro tip: A bed/room and ward/floor can be assigned to a patient in the patient profile.
In QuickDish, you can change the patient’s bed when ordering a meal. Open the patient and click the bed icon in the top right:
Choose a new bed or remove the patient from the bed by choosing ‘Checkout patient’:
You can also see the patient’s check in date or when they were assigned to the bed in the top right corner.
When ordering a meal, the menu can be filtered by bed/room number and the patient’s dietary requirements including allergies* and texture grade requirements** will be taken into account and any unsuitable meal options will be removed from the menu.
*Allergies and other dietary preferences can be specified in the dietary preferences/allergies section of the patient profile.
**If a patient is suffering from dysphagia, their texture grade requirements can be specified under the grouping section of the patient profile.
Menu item texture grades can be tagged by opening a recipe, scrolling to the grouping section, clicking '+Group' and choosing on the appropriate texture grade.
Once the menus and the outlet have been set up, open the menu you would like to publish from the Nutritics content explorer and review the menu settings. If you haven’t already created your menus in Nutritics, please see our guide on menu creation here.
When ordering for your patient (or if they are ordering for themselves) you can see a running nutritional summary using our meal planning tool. Once you add an item to the basket, click the ‘i’ icon to view the meal’s nutritional content in comparison to the client’s individual targets:
These figures will update automatically as items are added to or removed from the order. You can also view contributions per meal in comparison to targets e.g. when ordering the patient’s dinner meal you can see the nutrition summaries for lunch and breakfast also:
Once the menus and the outlet have been set up, open the menu you would like to publish from the Nutritics content explorer and review the menu settings. If you have not already created your menus in Nutritics, please see our guide on menu creation here.
Menu settings are accessed by clicking on the grey slider icon in the top right corner of the menu workspace.
Within the settings menu, there are several tabs that allow for the customisation of the menu:
Choose the information to be displayed on paper and digital menus
- Enable calories and allergen information, an ingredient list and front and back of pack nutrition information.
- Choose the look of the menu e.g. apply a light or dark theme and select how many menu items or ‘tiles’ are displayed in each line.
- Enter a disclaimer to be displayed on all menu items, or add a welcome message for your menu.
- Decide whether to display photos on the menu. When photos are not included the menu item will be collapsed until clicked on:
- Decide whether to ‘Show Therapeutic Meals as Standard’ on your menu. Therapeutic meals are items tagged with a group in Nutritics such as #renal, #diabetic etc. If this is switched off, special items will be hidden until a patient under this grouping is selected.
- Type in a welcome message/instructions to display to customers when the menu is loaded. Use the toolbar to format the text. Click on the picture frame icon to upload an image.
Choose how patients can interact with the menu.
- Interactive mode allows customers to scroll through the menu and click on menu items for more information/ordering purposes and is recommended where menus are being displayed on touchscreens. Untick this option is your menu will be displayed on a digital display or TV that is not a touchscreen.
- Tick ‘Allow users to go back to the list of menus’ to allow patients to exit the current menu they are viewing and browse all published menus. Tick ‘The screen resets to the list of menus’ and the menu will return to the list of published menus after a period of inactivity.
- Enable a ‘featured items’ screensaver and menu items will flash on screen when the menu is left idle.
Enable ordering to allow patients to place orders from the digital menu. Orders will appear in the ‘Orders’ folder in the Nutritics content explorer.
- Enable card payments from this tab.
- Max advance orders per day: This allows orders to be booked for subsequent days. Define how many advance orders can be booked each day.
- Min lead time: Set the minimum amount of time and order can be placed before it’s due i.e. the minimum lead time it will take the kitchen to produce an order for this menu. For example, if the lead time is set to 15 minutes and a patient tries to place an order at 3pm, the earliest ‘due time’ slot will be 3:15pm.
The lead time for orders can be controlled in 2 places:
- In the ordering tab of individual menu settings as described above.
- The minimum lead time can also be controlled by the kitchen in the live orders dashboard.
Click on the meal service type e.g. bed service and use the plus or minus icons to edit the due time. Note the due time can only be increased here and cannot go below the due time set on an individual menu e.g if the lead time of a menu is set to 20 minutes but the kitchen is busy and needs more time to fulfill the orders, they could set the lead time from the dashboard to 30 minutes and this lead time will be applied. If the kitchen is quiet however and wants to decrease the lead time e.g. to 15 minutes, this would need to be changed in the individual menu settings.
- Allow orders for specific meal/time slots: This should be used where meal times are at a set times e.g. breakfast is served at 8am, lunch is at 12pm and dinner at 6pm.
- Allow orders at custom times: Allows patients to choose their order ‘due time’ from automatically calculated time slots. Define how many orders the kitchen can handle in a set amount of time.
- This will determine the number of due time slots that are visible to the customer when ordering from your menu.
- Set the default order type (this will be the first option shown to patients when selecting how they wish to receive their order).
- Set the service operating hours for each order type (or leave this blank to accept orders at all times).
- Set an optional fee for orders. Note that card payments will need to be enabled for this to work (scroll to the top of the ordering tab to enable payments).
- Select what information is required from the patient e.g. name, address, phone number (this must be ticked to enabled SMS notification to patients that their order has been received).
- Choose to be notified via email each time a new order is submitted.
- Choose to send patients an SMS message confirming their order. Note you will need to collect patient phone numbers (enabled from the ordering tab of your menu settings) for this to work.
- Send patients a confirmation email summarising their order.
Publish your menus to make them ‘live’ i.e. staff and patients can view and interact with your menus on a digital display.
- Staff login can be enabled from this tab. Staff members can be assigned pin codes that grant them access to menus. Pin codes can be assigned by clicking on the 'add users’ shortcut or from the outlet settings accessed by clicking on the cog icon in the top right corner of the screen.
- Enable order summary for staff to prompt an order review before placing
- Tick ‘Require Patient Verification for Self-Ordering’ to require a check before ordering. Patients will be required to input their date of birth or ID number to open the menu. This will ensure that all dietary requirements and allergens sync across and filter out unsuitable menu items when opening the menu.
- Menus are made live from the publishing tab using the drop-down. Choose if the menu is published immediately or schedule a date and time for the menus to go live. Click here for more information on scheduling menus.
- Live menus have an orange circle beside the menu title in the Nutritics explorer and on the digital button in the menu workspace.
- Click on the digital button to preview your digital menu.
- Tick 'Show this menu in Libro smartphone app’ to publish the menu in Libro and allow Libro users to browse the menu on their smartphone
Choose how the menu will be accessed by patients in the ‘sharing’ tab.
- Copy and paste the menu URL to display the menu on a website, tablet or other displays
- Embed the menu on a website using the code provided by clicking 'Embed'
- Alternatively, display the QR code online or at an outlet for customers to scan and access the menu
- To see your full menu list, click ‘get main menu url’. This will provide you with a link to a list of all active and inactive digital menus in your Nutritics account.
Pro tip: You can insert '#' followed by a ward name at the end of your share link and bookmark. This will allow ward staff to open the menu directly showing their bed layout.
Menu settings can be saved as a template and applied to other menus. Click ‘save as’, name your template and the template will be saved for reuse.
To apply a template, click on the template name and select apply. Right-click on the template name to set it as the default menu layout, to update the template or to rename or delete the template.
Templates can be applied to an individual menu, a menu 'folder' group or all menus across your account by selecting the relevant option from the drop down shown above.
To limit the number of items that can be ordered from a menu, click on 'Choose Columns' from your menu workspace.
Order limits can be set using the columns under the 'Administration' heading.
- Sold out: Enable this and tick any items that are no longer available. The item will still appear on your digital menu, but will bear a 'sold out' banner.
- Min and max order: Setting a min order means the customer must select at least this many menu items from this menu group e.g. create your own breakfast by selecting 2 meats.
Setting a max order means the customer cannot select any more than the specified number of items from this menu group e.g. make your own sandwich, choose 1 bread, 1 meat and 3 salads.
Any order limits will be displayed on the digital menu beside the menu group name.
If a menu is password-protected, a staff member will be required to log in to see the menu.
Enter the pin assigned to the staff member in your outlet settings.
Menu items are shown in a tile format.
Patients can click on the language dropdown at the top of the screen to translate the menu into their preferred language.
Patients can scroll through and filter the menu by clicking on the tabs along the top.
Patients can also filter by their dietary preferences and allergies by clicking on the drop-down menu at the top of the screen. Clicking on the ‘choose’ button allows for the selection of a specific ward/floor and bed/room.
The patient’s dietary requirements including allergies and texture grade requirements will be taken into account and any unsuitable meal options will be removed from the menu.
Open a patient’s order history by clicking the clock icon in the ordering bar:
Choose a previous order to quickly populate the basket and reorder:
Alternatively, start from scratch: clicking on a menu item will open it (the information on display e.g. calories, pricing, etc. can be controlled from the menu settings).
Specify the desired number of servings and any notes for the kitchen.
Items are added to a basket at the bottom of the screen. Depending on the menu set up, patients can choose bed service, pick up or delivery by following the prompts on screen.
An order confirmation will show before confirming the order.
If payments are enabled, patients will be prompted to enter their card details to complete their order.
Patients will receive on-screen confirmation of their order.
Ordering via a patient's QR code
To get a patient/bed's QR code click on the 'Start' button in the top left corner. Choose Digital Menus > Get QR code per bed.
A zip file will download containing all QR codes per bed. These can be printed and distributed to beds for scanning at meal times.
The codes can be scanned using a phone or tablet to order for the patient directly. Alternatively, open a menu and click on the menu icon in the top left to access the QR scanner. This screen will open automatically when a menu is loaded after a staff member has entered their pin.
Choose the bed manually, or scan the unique QR code to load information.
The order dashboard is accessed via the Nutritics Content Explorer. Click ‘Orders’ then ‘Live Orders’.
A summary of all orders is shown in the first panel. Items are organised into the food and recipe groups set up in the Nutritics account, or by menu groups.
You can hide this group name by going to Settings>Ordering and clicking ‘Hide groups on order summary dashboard’:
The number of servings is written beside the menu item name. You can click the item to expand this and view any modifications also.
Individual orders are shown to the right of the summary panel.
Order information includes an icon displaying if the order is for bed service, pick up or delivery; the order number; the time the order is due; patient details including allergies, bed number; and the order items organised into groups.
Click on the paperclip icon beside a patient name to see more information on the patient.
Toggle a condensed view of the orders or enable fullscreen mode using the icons in the top right corner of the screen.
We’ll condense the order for easy viewing but you can click on an order to isolate it and view it alone.
Select the button beside the total order count in the dashboard to open all orders in a new panel. This panel allows you to view all orders and modifications associated at once.
Control the minimum lead time for orders directly from the orders dashboard. Click on the due time and use the plus / minus icons to increase/decrease the lead time. This is useful for ensuring the kitchen is not overloaded with orders.
Click on an item in the order summary panel to view all orders containing that item. In the panel that expands, you will see if any orders require a modified version of that item, for example if the patient has added any notes to their order.
Where items are on multiple orders, you can click the three dots to the right of the item to tick these off in bulk.
Right-click on an item to view the cooking instructions and ingredient list. You can adjust the number of servings required and the ingredient list will update automatically.
Keep track of order progress by clicking on order items to tick them off.
Change the status of an order using the drop-up menu on individual orders, or set order status in bulk from the order summary panel.
Print a receipt or docket for an order by clicking on the printer icon on individual orders. Note that the width of the thermal rolls used for printing must be specified in your outlet settings accessed by going to the menu in the top right corner of the screen > settings > ordering.
Print dockets in bulk based on their status by clicking on the printer icon in the order summary panel. All dockets printed will be ordered by bed.
Print labels per item ordered by right clicking over the meal:
Alternatively, print an individual label for a modification by clicking the three dots to the right of the request:
New orders can be placed directly from the order dashboard by clicking on ‘new order’. This will open a list of menus.
Select the relevant menu and order as normal.
You can export order data to excel or an inventory list.
Set any parameters for your export via the filtering function. Click the arrow in the search results bar to set these.
Click ‘Export to’ in the top right corner to export the order list.
These can be exported via Excel as an order summary sheet. This sheet will show the items ordered per menu, menu group, areas, areas and groups or wards and beds and if any modifications were requested. Data includes totals by menus, totals by areas, totals by groups and information on the order number, bed, ward, resident name, staff name/ID, resident fluid grade etc.
Filter orders using the search bar at the top of the screen. Orders can be filtered by:
- Due time
- Date the order was placed or days offset e.g. days in advance, setting this to 0 will show today’s orders, setting this to 1 will show orders for tomorrow, setting it to 2 will show orders for 2 days time, and so on
- Ward/floor and room/bed number
- The menu the customer ordered from e.g. bar menu, main restaurant menu
- Fluid and solid texture grades
- Menu Staff member (if staff login is enabled on menus)
- Order status e.g. pending, ready for collection
- Meal groups e.g. breakfast, soups, salads
Save commonly used searches by setting your search criteria and clicking ‘Save’ and give the search a title.
Saved searches can be pinned to the dashboard for immediate selection:
You can also right click the saved search to ‘set as default’. This will automatically load the search when you open the dashboard. You can further decide if the search should be saved for your account or your device. This is useful for saving different searches on one account but different devices.