Doc-To-Help Standard Template - My Vision Express



Chapter 1: System Setup GuideSetup OverviewMost of the information that you enter during the initial setup process will customize My Vision Express to work according to your business needs and will rarely need to be altered thereafter. The setup information will be used by the different modules in the program to optimize data entry, security and the core functionality of the application in general. The checklist in Table 1, shows you the setup sections that you must complete according to what type of user you are. Table 1 - Implementation ChecklistSetup Item \ User TypeOpticianDoctorNo Insurance BillingInsuranceNo EMREMRFacility AddressProviderCategoriesCommission StructureSales TaxVisionWeb Setup (Optional)Company InformationCompanyLocation SettingsInternet SettingsMail/SMTP Settings CalendarLogoCommissionsSecurityVSPPhysician/Resource (Inhouse)Physician – PCP/ReferralsEmployeesSuppliers/Labs SetupFrame Markup FormulasRecall ReasonsInventory Setup and MaintenanceFrame InventoryLens TreatmentsSpectacle Lens InventoryContact Lens InventoryOther InventoryServices MarketingMarketing DetailInsurance CompaniesInsurance PlansInsurance Plan Fee ScheduleExamsAlertsExam CategoriesEducationStampLow Vision QuestionsTemplatesClipboard CategoriesRequired FieldsPatient Custom FieldsReceipts/Statements NotesChanging Screens, Reports, Receipts and Labels with Customizer (Optional)AdjustmentsWeb LinksFacility Address Screenfig. I - SEQ fig._I_- \* ARABIC 1Access the Facility Address screen: File > Setup > Facility AddressThe Facility Address setup screen ( REF _Ref298414852 \h fig. I - 1) allows users to create multiple facility records for one or more providers and setup the NPI and Place of Service (POS) information to be defaulted on insurance claims. Click Add to add a new facility address and fill in the fields in the ‘Details’ tab. Check the ‘All locations’ checkbox if the facility has more than one location and is used by providers on all locations. Uncheck the ‘All locations’ checkbox if the facility is not used at all locations, the ‘Facility Locations’ tab will become available. Highlight one or more locations of the providers that use this facility.Once the facility records have been created, users can go to the REF _Ref298844325 \h Provider Screen to assign the facilities that a provider uses and designate one as the default for that provider. Provider Screenfig. I - SEQ fig._I_- \* ARABIC 2fig. I - SEQ fig._I_- \* ARABIC 3Go to File > Setup > Provider on the main application menu to access the Provider screen REF _Ref265845738 Error! Reference source not found.( REF _Ref298415069 \h fig. I - 2) This screen allows you to add and modify insurance providers. Providers could be groups or individual practitioners. There are two basic roles for them; billing and rendering. A group has its own NPI number, typically has the name of your office or practice and is used for billing purposes. An individual practitioner has an NPI number under his personal name and could act as rendering provider, billing provider, or both.NOTE: The numbers that appear next to certain fields on this screen correspond to the box numbers on HCFA/CMS 1500 paper forms.A provider may be added by importing the provider’s information from the NPPES database maintained by the Centers for Medicare & Medicaid Services (CMS). The procedure for importing NPPES information is: Click on Import to open the Lookup Service screen box ( REF _Ref298415090 \h fig. I - 3).Type the name of the provider that you want to import in the ‘Search’ field and click Search. On the search results, mark the ‘Selected’ checkbox on the provider record that you want to import and click OK.To add a provider from scratch select the ‘Details’ tab on the Provider screen. Enter the information in the ‘Insurance Number’ box and the ‘Insurance Type’ box. If you are adding a group provider enter the full group name on the ‘Last/Practice’ text box. If you are not adding a group provider, you will need to complete the ‘First Name’ and ‘Last Name’ boxes for the rendering provider.Select a location for the provider from the ‘Location’ drop-down box. If this parameter is not specified, the provider will be available on all locations. If the provider is an outside lab, make sure that the ‘Outside Lab’ checkbox is checked. Complete the ‘Provider Signature’ box. If this text box is left blank, box 31 of the HCFA/CMS 1500 form will read “Signature on File”.Enter the provider’s address and phone number in the specified text boxes. In the ‘Federal Tax Type’ drop-down box select either ‘EIN’ or ‘SSN’. Enter either the EIN or SSN in the corresponding text box. If you will use this provider on authorizations and claims submitted through the Eyefinity/VSP interface, you must enter the VSP ‘User ID’, ‘VSP Password’ and ‘VSP Office ID’ assigned by Eyefinity/VSP to this provider. The user ID and password are the same that you would use to log into the Eyefinity website. However, before you start using the Eyefinity/VSP interface, you must notify Eyefinity’s Customer Care (877-448-0707) that you intend to use My Vision Express to submit claims. They will then give you the ‘VSP Office ID’ number required here. Contact Eyefinity at least two business days before the date which you would like to start processing claims through the My Vision Express Eyefinity/VSP Interface.NOTE: To be able to submit claims through the VSP interface using a given provider, its record must have a ‘Phone’ specified.To Enter the Provider’s insurance numbers, click Add on the lower right of the Provider screen. Fill in the ‘Insurance Number’ field and make a selection from the ‘Insurance Type’ drop-down list. To delete an insurance number, click to highlight the appropriate number and click Delete at the lower right of the screen.NOTE: The ‘Insurance Type’ drop-down list can be modified in the Provider Insurance category group in the Categories setup screen. For more information, refer to the Categories Setup section on this chapter. fig. I - SEQ fig._I_- \* ARABIC 4In the ‘Facilities’ tab ( REF _Ref298415243 \h fig. I - 4) you can link a provider with one or more facilities. Select a provider from the Provider panel at the top of the screen. Then select one or more facilities from the Available Facilities panel. You may select multiple facilities for any given providerAfter you have selected the facilities for the provider, you should go back to the ‘Details’ tab and designate one of them as the default for that provider in the ‘Default Facility’ drop-down mission Structure Screenfig. I - SEQ fig._I_- \* ARABIC 5Go to File > Setup > Commission Structure from the main application menu. The Commission Structure setup screen ( REF _Ref298415298 \h fig. I - 5) allows users to specify how employee commissions are to be calculated. Commissions may be based upon orders, the product types, or specific products. Once the commission structures have been specified, you can assign them to individual employees, inventory items, and inventory item types (see the sections on Employee Setup, Inventory Setup and Maintenance, and Company Information further down this chapter). To add a new commission structure: Click on Add. In the ‘Structure Name’ box type the name of the commission. Select the type of commission from the ‘Commission Type’ drop-down box. The different types of commissions are described in table 2.Table 2 – Commission structure typesStructure TypeDescriptionApplicable toExampleInventory Item typeInventory ItemEmployee recordGross percentageCommission is based on a percentage of the retail price of the product or service sold.■■■The commission is 10% of the retail price plus a $5 special incentive. On an item priced at $100, the commission would be:0.10 Gross %×$100Item price+$5Spiff=$15Margin percentageCommission percentage changes after a certain dollar amount (the margin amount) of the order total.--■Your commission is 10% on the first $40 (margin amount) of an item and 15% on the remaining balance. On a $100 item, the commission would be:0.10 % on amountup to margin×$40Margin amount+0.15% on amount over margin×$60Amountover margin=$13AmountCommission is a fixed amount on each product or service sold, irrespective of its price.■■-Your commission is $10 plus a $5 special incentive on a certain item. Regardless of the item price, the commission would be:$10Fixedamount+$5Spiff=$15fig. I - SEQ fig._I_- \* ARABIC 6The flowchart on ( REF _Ref298415975 \h fig. I - 6) illustrates how commissions are calculated in My Vision Express. Notice that there is a hierarchy in the way that commissions are applied. First, the system will check if a commission has been assigned to the record of the employee processing the order. If so, it calculates the margin or gross commission percentage (as specified on the employee record) and adds the special incentives (spiffs). Otherwise, the system checks if there is a commission assigned to a commissionable item on the order. If this is the case, it calculates the gross percentage or the fixed amount commission (as specified on the inventory item setup) and adds the spiffs. Finally, if no commission has been specified for either the employee or the item, the system will check if one has been assigned to the item type. If it has been, it calculates the gross percentage or the fixed amount commission (as specified on company information setup) and adds the spiffs.NOTE: A spiff is only meaningful when the commission structure where it is set is attached to an inventory item or item type. A spiff set on a commission structure attached to an employee record will never affect a commission calculation. NOTE: Spiffs attached to an inventory item and its item type will both be cumulatively added to the commission (as long as the item type is commissionable). This is why amount commission structures have their own separate spiff field.To assign a commission structure to an individual employee, go to File > Setup > Employee from the main application menu (see the Employee Setup section further down this chapter). To assign a commission structure based on an individual inventory item, go to File > Inventory from the main application menu. Select one of the inventory listing screen for the item type that you want to modify and double click on the item in question to modify it and enter the commission information on the corresponding fields (see the Inventory Setup and Maintenance section further down this chapter). To assign a commission structure to an inventory item type or to mark an item type as commissionable, go to File > Setup > Company Information from the main application menu and select the ‘Commission’ tab as explained in the next section of this chapter.As explained above, once an employee’s commission has been setup, the employee gets paid that commission plus any spiffs on inventory items and item types sold. On an item priced at $200, if you pay a margin commission of 10% on the first $40 and 15% on the balance remaining, plus a $7 item type special incentive and $10 inventory item special incentive, you would get:0.10 % on amountup to margin×$40Marginamount+0.15 % on amountover margin×$160Amountover margin+$7Item typespiff+$10Inventoryitem spiff=$45If an employee record has no commission assigned to it, the commission assigned to the individual inventory item is used plus any spiffs setup for that item type. For example, if your commission is 10% gross percentage on an item worth $100 plus $7 item type spiff and a $10 item spiff, you will have:0.10 Gross %×$100Itemprice+$7Item typespiff+$10Inventoryitem spiff=$27If neither the employee nor the individual item has any commission information, then the commission assigned to the item type is used. In this case the commission is a simple summation of the spiff amount assigned to the item type plus the gross percentage or the flat amount specified for the item type.After setting up your commissions and processing a few sales, you can view a report of the commissions earned by employees during any given date range by going to File > Reports > Order > Employee Commissions from the main application menu. For more information, refer to the Order Reports section of Chapter pany Information ScreenCompany Information setupfig. I - SEQ fig._I_- \* ARABIC 7To access the Company Information screen select File > Setup > Company Information from the main application menu. The Company Information ( REF _Ref298933515 \h fig. I - 7) setup screen is where you enter the basic information about each one of your business locations. Here you can specify the address, office hours, logo, and commissionable items for each one of them. There are also global settings that will affect the entire practice, such as the application security configuration and the Internet configuration. You can also use this screen to synchronize your inventories among the different locations. You will have to go through each one of the tabs as explained in the following subsections.NOTE: Click Save on the main application toolbar when you are done entering modifications on the Company Information pany Tabfig. I - SEQ fig._I_- \* ARABIC 8Select a location listed in the top panel of the Company tab ( REF _Ref298416533 \h fig. I - 8) and enter the pertinent company information in the ‘Details’ section in the bottom panel. This information will be used on your receipts, lab copies, insurance claims, and some letters. NOTE: If you use the E-Prescribe feature, this information will be sent with every electronic prescription. The ‘Company code’ is the location that you are currently logged into and is displayed on the application title bar. Multi-location practices will have a different company code for each location. The Add button will be visible only when you purchase an additional location license and a My Vision Express representative connects to your computer to add the new location to the list. The Delete button allows you to delete a location from the list.If you would like to copy inventory items from all locations to one specific location, highlight the desired location and click on the button for the specific inventory type that you would like to copy (Frames, Contacts, Spectacle or Other/Services). This will copy each unique inventory item from all the other locations to the highlighted location. Location Settings Tabfig. I - SEQ fig._I_- \* ARABIC 9This tab specifies the settings that are specific to the individual location. In the ‘Location Settings’ section, enter the ‘Default Lens Rx Expiry’, ‘Default Contacts Rx Expiry’ and/or ‘Default Rx Pad Expiry’ in months. These values will be used to calculate the expiration date on the different prescription types, based on the prescription date.You can choose not to print the company information on the header of preprinted receipt forms by clearing the ‘Print your company name and address on receipts’ checkbox.If your practice does not use Eyefinity/VSP, clear the ‘Eyefinity’ checkbox. This will remove –once you Save restart the application– the VSP tab from at the end of the Company Information screen, the Eyefinity options from the ‘Payments’ tab on order screens, the VSP authorization options from the patient profiles and the option to submit a claim to Eyefinity from the ‘Provider’ tab of the Insurance screen. Specify your ‘Cylinder (Spectacle Lens Order)’ preference with either the ‘Plus (+)’, ‘Negative (-)’ or ‘None’ radio buttons. The ‘Negative (-)’ radio button is selected by default.To assign an X-Charge transaction folder for the selected location, click the check box next to the ‘X-Charge Transaction Folder’ text box and locate the appropriate folder in your computer. Enter the merchant ID for the selected location in the ‘X-Charge Merchant ID’ field. Separate X-Charge Merchant IDs can be created for individual locations to allow users to pull up separate X-Charge reports for each of those locations. If no ‘X-Charge Merchant ID’ is specified, the X-Charge Reports will load for the default merchant.NOTE: X-Charge is the only credit card merchant supported by My Vision Express at this time.For version 10.0 of My Vision Express, you must update the X-Charge application to version 7.1.5. In addition, you will need to switch to IP mode since the X-Charge Transaction Folder will no longer be supported. To perform this change:Go to File > Setup > Company Information and switch to the ‘Location Settings’ tab.Clear the ‘Enable X-Charge Transaction Folder’ checkbox.Enter the host name for the machine running the X-Charge utility in the ‘X-Charge Server IP’ text box.In the ‘X-Charge Port’ text box, enter the port where the X-Charge application is listening.Select a facility from the ’32. Default Facility on CMS-1500’ drop-down box. The selected facility will automatically fill the ‘Facility Address’ box in the ‘Provider’ tab of the Insurance module. If no facility is specified, the ‘Facility Address’ box will filled from the facility of the selected physician’s default group provider. If the default group provider has not been specified either, the ‘Facility Address’ box will be filled from the physician’s default group provider’s address. For more information refer to the Insurance Claims section on Chapter 8.Use the ‘Location Default Tax Rates’ section to apply up to two separate tax rates for products and/or services offered at your practice. The ‘Sunglass Tax rate’ field applies taxes on any frames sold on an order that does not include prescription lenses. The ‘Rx Frame Tax rate’ field applies taxes on any frames sold that includes prescription lenses.System Settings Tabfig. I - SEQ fig._I_- \* ARABIC 10The settings in this tab are global and apply to the whole system regardless of the location that you are currently using. The ‘Date Format’ and ‘Phone Format’ list boxes define how dates and phone numbers are displayed in the software.Check the ‘Add inventory to all locations’ checkbox if you have more than one location and keep the same inventory at all locations. If checked, inventory entered at one location will be entered in all other locations. The ‘Tax on discount’ checkbox determines whether the system should calculate the sales tax before or after discounts are applied to an item. If the checkbox is checked, the sales tax will be applied before the discount is credited. If the checkbox is not checked, the discount will be credited before applying the sales tax. Check the ‘Synchronize Patient Family Address and Home Phone’ checkbox to automatically synchronize patient family address and the home phone number with other family members.The ‘Commission formula’ drop-down box determines the setting for commission calculations based upon the retail or the cost of the item being sold. Commissions based on cost apply to gross and amount commission types only, not to the margin percentage commission type. The ‘E-Prescribe Site’ is a unique customer number assigned by Insight Software. This number can only be entered by a My Vision Express representative once you have executed an E-Prescribe Agreement with Insight Software, LLC.If you plan to export patient health records using the HL7 standard, you must use the ‘CCD Organization Code’ field to specify the OID (Object Identifier) that identifies your provider or organization as the party generating those records.NOTE: An OID is a globally unique ISO (International Organization for Standardization) identifier that can be obtained from an ISO Registration Authority. HL7 (Health Level Seven International) is also a Registration Authority and you may obtain an OID directly from their registry at . You can also use the HL7 OID Registry to register an OID assigned by another Registration Authority.You have the ability to grant access to certain employees (who otherwise would not have it) to patient’s Personal Health Information (PHI) in the event of an emergency. To do so, check the ‘Declare Emergency to Allow Emergency Access’ checkbox.NOTE: To grant an employee emergency access, you must go to the Employees setup screen (File > Setup > Employees), select the employee record, check the ‘Emergency Access’ checkbox and click the Save button in the main toolbar. The employee will then have to check the ‘Emergency Access’ checkbox in the Logon screen (a new sign in is required) to gain access to patients’ PHI.In the ‘Insurance’ section, verify the place of service code in the ‘Medicare Service POS’ text box (the default is 11 for doctor’s office). For a list of codes refer to the Center for Medicare & Medicaid Services website: PlaceofServiceCodes/Downloads/posdatabase110509.pdf. If you are going to electronically submit insurance claims through a clearinghouse, use the remaining fields on this section to specify the clearinghouse information and account information. For Gateway EDI, use the values specified in figure 9 REF _Ref283111899 \h \* MERGEFORMAT Error! Reference source not found. and enter the ‘Interchange Sender ID’ and ‘Application Sender Code’ that Gateway EDI assigns to your office.In the ‘VisionWeb’ section, if you use this interface, specify the installation folder of VisionWeb’s RouteOne software and a ‘Status Timeout’ in seconds. For more information on VisionWeb, see Chapter 15.If you use DVI to transmit your orders to labs, enter the installation folder for the DVI RXWizard in the field provided. For more information, refer to the DVI section of Chapter 16.If you subscribe to the OptiPort interface to order contact lenses, check the Production checkbox and enter your Client Identification as provided by OptiPort. For additional information, see the OptiPort section of Chapter 16.Internet Settings Tabfig. I - SEQ fig._I_- \* ARABIC 11Mail/SMTP Settings PanelThe ‘Mail/SMTP Settings’ section configures My Vision Express to send emails to patients, physicians, suppliers, labs, employees, etc. The emails may contain PDF attachments of letters, reports, receipts and lab copies. Your ‘SMTP Server’ is typically in the form of mail. or smtp.. The standard ‘Port’ value is 25, but your ISP may use a different port number for security reasons. The ‘User Name’ is your full email address for most providers, but some may use just the portion of your email address in front of the @ sign. Enter your ‘Password’ and a ‘Reply-To’ address. This last setting you to send emails from My Vision Express and receive responses at a different email address. Lastly, if your provider requires SSL encryption to authenticate, check the ‘Use SSL Encryption’ checkbox.Click Send Test E-Mail to open the email screen and send a test message.Click E-Mail Signature to create a signature that will appear at the end of every email message that you send.Clearing House PanelIf you are using Gateway EDI as a clearinghouse and would like to submit your claims via FTP, Gateway EDI will provide you with a ‘User Name’ and ‘Password’ to upload the claims to their server. The ‘Send Claims Via FTP’ checkbox needs to be checked to enable this feature.NOTE: Setting up these parameters allows My Vision Express to send claims from the ‘Payments’ tab of the Insurance module and from File > Batch > CMS1500 directly to Gateway EDI through FTP, so that you would not need to upload your claims manually. The program notifies you when claim files finish uploading. For more information, see Chapter 8.Patient Eligibility (Gateway EDI) PanelIf you subscribe to Gateway EDI’s patient eligibility service, enter the ‘User Name’ and ‘Password’ for it here. For more information on this feature, see the Insurance Tab section in Chapter 4.Calendar Tabfig. I - SEQ fig._I_- \* ARABIC 12The settings on this tab control the behavior of the Calendar module. Begin by specifying the starting and ending times for the calendar in the ‘Calendar Settings’ section ( REF _Ref298417121 \h fig. I - 12). This will specify the first and the last time slots displayed each day on the calendar. The duration of each time slot is defaulted to 15 minutes on the ‘Default duration’ box, but you can override this parameter and set it to the interval that works best for your office. The ‘Closed color’ drop-down box allows you to select a color for those time slots when the office is closed. The ‘Not Available color’ drop-down, specifies the color for the time slots when a physician is not available. On the ‘Work Week’ section, you can set your office hours. Use the ‘Closed’ checkboxes for those days of the week when your office is closed. Any exceptions to your office hours (e.g.; lunch hours, holidays, etc.) could be specified on the ‘Business Hours Exceptions’ section. Select your time zone in the ‘Time Zone Settings’ drop-down box.On REF _Ref298417827 \h fig. I - 13 the Calendar is configured for 15 minute time slots starting at 8 am and ending at 6 pm. However, the schedule for Monday is set 9 am until 5 pm. This example would result in four time slots marked as closed at the beginning of the day ( REF _Ref298417121 \h fig. I - 12) and four other time slots marked as closed at the end of the day. This gives you the flexibility required to schedule appointments before opening time or after closing.fig. I - SEQ fig._I_- \* ARABIC 13The example in REF _Ref298417827 \h fig. I - 13 also included a scheduled lunch break. To configure an exception like this:Click Add… to open the Availability Exceptions screen ( REF _Ref298417392 \h fig. I - 14).fig. I - SEQ fig._I_- \* ARABIC 14In the ‘Exception time’ section, select the ‘Start’ time and either the ‘End’ time or the ‘Duration’ of the exception. To set a date range for the recurrence, fill in the ‘Start’ date field in the ‘Range of recurrence’ section. If the recurrence will repeat indefinitely, make sure that the ‘No end date’ radio button is selected. If the recurrence will end on a specific date, click the ‘End by’ radio button and fill in the date.To set a pattern for the recurrence, select the appropriate radio button in the ‘Recurrence pattern’ section. If the exception will recur:The same day every month, click the ‘Day’ radio button and enter the numerical day of the month when this will happen.The same day on a given week every month, click the radio button in the middle and select the week and day from the drop-down lists.The same day of the week every a certain number of weeks, select the ‘Week’ radio button and enter the number of weeks between recurrences. Select the day of the week from the radio buttons below.Select whether the exception will make the office ‘Available’ or ‘Not Available’ from the radio buttons to the right.Enter an ‘Exception reason’ to be displayed on the time slots affected by this exception. Click OK to save your changes or Cancel to disregard them.If you use the Eppointments interface to book appointments on the web, you need to enter a ‘Store number’, ‘User id’ and ‘Password’ under the section for ‘The Appointment Book (TAB)’. These credentials are assigned to you by Eppointments and allow My Vision Express to interface with TAB. For additional information, see the Eppointments section of Chapter 16.Logo Tabfig. I - 15If you want your company logo printed on patient statements and prescriptions, add your company logo under the ‘Logo’ tab. The image must already be saved on your computer in bitmap (BMP) format. Click Browse… to locate the logo file on your computer’s file system. If you do not want any logo to print, click missions Tabfig. I - SEQ fig._I_- \* ARABIC 16Check the item types that are to be assigned a commission structure in the Commissionable panel. Highlight a product type from the grid. Assign a commission structure to product type from the ‘Structure’ drop-down box.NOTE: The commission structure applied to the “Spectacle” product type is enabled by the ‘Lens’ checkbox on the ‘Commissionable’ panel. The one applied to the “Other” product type is enabled by the ‘Lens Treatments’, ‘Other’ and ‘Services’ checkboxes for the corresponding inventories.Security Tabfig. I - SEQ fig._I_- \* ARABIC 17My Vision Express handles security based upon user groups. Six security groups are predefined in the application: Administrator, Billing, Doctors, Lab, Opticians and Reception. NOTE: In order to add, delete, or modify user groups refer to the Categories section. On the ‘Security’ tab ( REF _Ref298417596 \h fig. I - 17), you can define the level of access members of each group have to different areas of the program. Select the group that you would like to adjust from the ‘Security Group’ drop-down box.Expand the desired screen or module listed under ‘Description’. The screen or module will display a list of buttons, tabs, fields, and dependent screens. Select the desired status from the ‘Status’ drop-down box. “Enabled” means that members of the security group that you are editing will have access to the feature selected. A “Disabled” feature will be visible to members of the security group at run-time, but it will be disabled (grayed-out) so that they do not have access to it. An “Invisible” feature is not available or even visible to the members of the group. NOTE: Make sure that at least one security group with one active member has the Company Information feature (screen) “Enabled”. Otherwise, you would lock every user out of this screen and would need to contact My Vision Express Support to re-enable access to it. It is recommended that you keep every feature “Enabled” for the “Administrator” security group.NOTE: Once you have setup the level of access for your security groups, you should assign each of your users (employees) to a security group. For more information refer to the Employees section in this chapter.Enter the number of seconds in the ‘Auto log-off for MVE’ field that the application is allowed to remain idle before automatically logging off. The purpose of this feature is to prevent unauthorized use. The default is 86,400 seconds (the equivalent to one day), but you may want to lower this value to just a few minutes if you have a lot of foot traffic around your computer terminals. Custom Security SettingsYou can click the Custom… button to allow different user groups to enable or disable specific security features. You must be logged in as an Administrator in order to use the Custom Security feature. Click the Custom button.On the Enable/Disable Features screen select the features you wish to modify and click OK.The following screen will ask you if you want update all security groups.Answer “Yes” if you want to save the changes for all security groups.Answer “No” if you want to specify which security groups the changes will affect.In order to save the changes, logout and then login again.VSP Tabfig. I - SEQ fig._I_- \* ARABIC 18This tab allows you to view the pricing information that your office negotiated with VSP for insurance transactions. You can also click News to read news updates from Eyefinity/VSP or the ‘GO TO Eyefinity’ image to open your default browser and navigate to the Eyefinity website.NOTE: Click the ‘Save’ and ‘Close’ icons on the toolbar after you are done making changes to the Company Information screen. Any change to the settings on this screen will take effect after restarting My Vision Express.Categories Screenfig. I - SEQ fig._I_- \* ARABIC 19To edit a category, go to File > Setup > Categories from the main application menu.The Categories screen ( REF _Ref298417718 \h fig. I - 19) is essential for customizing My Vision Express to your needs. Most of the entries in list controls (i.e. list boxes, drop-down boxes, combo boxes) in My Vision Express will get their values from this screen.fig. I - SEQ fig._I_- \* ARABIC 20My Vision Express installs predefined items for each category. However, you may require some items that are not listed, or there may be items listed that you do not use. If you customize each category to include only those items you need, you will find that data entry is faster and more accurate.Select the category that you would like to work with by clicking on the ‘Category Group’ on the left. The list of items under that category will appear on the ‘Category Items’ list to the right.To create a new item, click on Add and enter a description for it on the “Category Items” column.The number in the “Sort” column indicates the order in which the items will appear on the list controls. The higher the number, the lower the actual position on the list controls will be. To speed up data entry, you can cluster the items that you use the most often at the top of their corresponding category by assigning the lowest sort numbers to them.The ‘Active’ checkbox indicates whether the item actually displays on the list control at run time. If you do not want to delete an item altogether; but you do not want it to be available at run time either, clear this checkbox.To delete an item, click on it to select it and click on Delete.NOTE: Items that have certain values grayed out are required by the system and cannot be deleted or modified.On the bottom left-hand corner of the screen, there are three radio buttons to filter the categories available for editing. Select from ‘Exam’, ‘Non Exam’ and ‘All’.Click Save and Close on the main application toolbar after you are finished making changes to the Categories screen. A popup screen will inform you that you need to restart the application before the changes to the Categories screen will take effect.Clipboard Categories Screenfig. I - SEQ fig._I_- \* ARABIC 21Go to File > Setup > Clipboard Categories from the main application menu in order to access the ‘Clipboard Categories’ screen.The Clipboard Categories setup screen allows you to create new categories for text strings that you use repeatedly. Once the category groups are created here, the actual text strings can be added to the category groups in the Categories setup screen which was covered in the previous section.To paste one of these text strings on a field, right-click on the field, select Clipboard followed by the appropriate category and text that you want to use. To view multiple clipboard categories at once, click Multiple… to open the Clipboard screen. You can also open this screen by selecting Tools > Clipboard from the main application menu. For more information, refer to the Clipboard section on Chapter 12.On the Clipboard Categories, click Add to setup a new category group. Enter a number into the ‘Sort Order’ field to select the order in which it will display on the right-click pop-up menu at run time. To delete a clipboard category, click on it to highlight it and then on Delete. You can also copy an existing clipboard category into a new one by clicking to highlight the category that you are copying from and then on Copy.Click Save and Close on the main application toolbar when you are finished making changes to this screen.Physician – PCP/Referralsfig. I - SEQ fig._I_- \* ARABIC 22In order to add outside physicians to the system, go to the Physician – PCP/Referrals Setup screen ( REF _Ref298417827 \h fig. I - 13) by selecting File > Setup > Physician – PCP/Referrals from the main application menu. Create a new record for an outside physician by clicking the Add button. To edit the selected physician’s information, complete the ‘Details’, section at the lower half of the screen. You can remove an outside physician from the system by selecting it and clicking Delete.Export the list of outside physicians to a text file on your computer by clicking Export, specifying the path for the export file and clicking OK. The export file will be named REFPHY.TXT.Sort the physician list displayed on this setup screen by clicking Sort…. This is not to be confused with the ‘Sort order’ field which actually determines the sorting of outside physicians at run time.To filter the physicians displayed on this screen, click Filter….To import a physician’s information, including his NPI number, click Import… to open the Lookup Service screen. Type in the ‘Search’ field the name of the physician you want to look up and click Search. Check the ‘Selected’ checkboxes next to the physicians you want to import and click OK.‘Taxonomy’, ‘UPIN’, ‘Medicare’, ‘Medicaid’, ‘State License’, ‘Blue Cross’, ‘VSP’, ‘Plan Network’, ‘EIN’, ‘SSN’, ‘CHAMPUS’, ‘Commercial’, ‘Location #’; Each of these fields will be available as a ‘Referring ID number’ in the Insurance module under the ‘Referring Provider’ when generating claims (see Chapter 8). The NPI number will also be used on claims and will be printed on prescription forms.Click Save and Close on the main application toolbar when you are finished making changes to thePhysician – PCP/Referrals Setup screen.Physician/Resource (Inhouse) Screenfig. I - SEQ fig._I_- \* ARABIC 23Go to File > Setup > Physician/Resource (Inhouse) from the main application menu in order to access the Physician/Resource (Inhouse) Setup screen ( REF _Ref298417988 \h fig. I - 23). This screen is where you would add physicians, technicians, exam rooms, and any other resource that you would want to schedule in the Calendar module.NOTE: Orders generated by in-house physicians will appear under “Inhouse Sales” in the Sales & Payment Summary report (see Chapter 11). Orders by physicians who are not in-house will appear under “Outside Sales”. Click the Add button to add a physician or resource. To edit the selected record, use the fields in the ‘Details’, ‘Availability’ and ‘Availability Exceptions’ tabs in the lower half of the screen. You can remove the selected record by clicking Delete.Export your physician/resource list to a text file on your computer by clicking Export, specifying the path for the export file and clicking OK. The export file will be named REFPHY.TXT.Sort the physician/resource list displayed on the setup screen by clicking Sort…. This is not to be confused with the ‘Sort order’ field which actually determines the sorting of in-house physicians and resources at run-time.To filter the physicians displayed on this screen, click Filter….To import a physician’s information, including his NPI number, click Import… to open the Lookup Service screen. Type in the name of the physician you want to look up in the ‘Search’ field and click Search. Check the ‘Selected’ checkboxes next to the physicians you want to import and click OK.Click on the Signature… button to import the selected physician’s signature for prescriptions. Details tabfig. I - SEQ fig._I_- \* ARABIC 24The ‘Details’ tab contains the following fields:‘Location’; Select the main location for a physician or resource.‘Single Location’; check this box if the ‘Location’ specified is the only location or the physician or resource.‘Preappoint’; For physicians that want to use pre-appointments (see Chapter 3), check the ‘Preappoint’ checkbox.‘Taxonomy’, ‘UPIN’, ‘Medicare’, ‘Medicaid’, ‘State License’, ‘Blue Cross’, ‘VSP’, ‘Plan Network’, ‘EIN’, ‘SSN’, ‘CHAMPUS’, ‘Commercial’, ‘Location #’; Each of these fields will be available as a ‘Referring ID number’ in the Insurance module under the ‘Referring Provider’ when generating claims (see Chapter 8). The NPI number will also be used on claims and will be printed on prescription forms.‘ePrescribe’; If the physician subscribes to the My Vision Express E-Prescribing interface, make sure that the ‘ePrescribe’ checkbox is checked. For more information, refer to Chapter 14. Availability tabfig. I - SEQ fig._I_- \* ARABIC 25The ‘Availability’ tab allows you to specify the times when a physician or resource is available for any service, available for a specific service, or not available at all. Click on a time slot that is not “Closed”. The Physicians Availability Settings screen will appear.Specify the general availability (“Available”/”Not Available”) or specific service offered for the physician during the time slot specified.Availability Exceptions tabfig. I - SEQ fig._I_- \* ARABIC 26The ‘Availability Exceptions’ tab allows you to configure an exception to the schedule specified in the ‘Availability’ tab:Click Add… to open the Availability Exceptions screen ( REF _Ref298418161 \h fig. I - 26).Select the ‘Start’ time and either the ‘End’ time or the ‘Duration’ of the exception in the ‘Exception time’ panel.To set a date range for the recurrence, fill in the ‘Start’ date field in the ‘Range of recurrence’ panel. If the recurrence will repeat indefinitely, make sure that the ‘No end date’ radio button is selected. If the recurrence will end on a specific date, click the ‘End by’ radio button and fill in the date.To set a pattern for the recurrence, select the appropriate radio button in the ‘Recurrence pattern’ panel. If the exception will recur:The same day every month, click the ‘Day’ radio button and enter the numerical day of the month when this will happen.The same day on a given week every month, click the radio button in the middle and select the week and day from the drop-down lists.The same day of the week every a certain number of weeks, select the ‘Week’ radio button and enter the number of weeks between recurrences. Select the day of the week from the radio buttons below.Select whether the exception will make the physician or resource ‘Available’ or ‘Not Available’ from the radio buttons to the right.Enter an ‘Exception reason’ to be displayed on the time slots affected by this exception. Click OK to save your changes or Cancel to disregard them.Click Save and Close on the main application toolbar when you are finished making changes to the Physician/Resource (Inhouse) Setup screen.EmployeesTo add or edit the employee profiles go to File > Setup > Employees from the main application menu. fig. I - SEQ fig._I_- \* ARABIC 27The Employees Setup screen REF _Ref266782166 Error! Reference source not found.( REF _Ref298418279 \h fig. I - 27) allows you to create or edit employee profiles with contact information, security privileges, commission information, etc. Once activated, an employee profile allows the employee to work within My Vision Express by logging in with their own user ID and password. The information on the employee profiles allows the system to:Authenticate users of My Vision Express;Keep track of: Each employee’s patient interactions.What each employee entered into the system. Which employee communicated with the client.Which employee fitted items or delivered an order.Track changes to orders, payments and inventory. Add a new employee by clicking Add and enter the information in the fields provided on the lower half of the screen. Change the information of an existing employee by highlighting his record from the data grid on top and editing the fields on the lower half of the screen.When an employee becomes no longer employed, their record is deactivated by clearing the ‘Active’ checkbox in the middle right-hand side of the screen. An employee record that has been deactivated cannot be used to login or do anything else in the application.Under the Add button, another button will toggle between Show Inactive and Hide Inactive to display or hide the deactivated records. NOTE: Employee records cannot be deleted. Former employees are made inactive, however their records remain in the system.For employees to be able to login to My Vision Express, a ‘User ID’ and ‘Password’ must be assigned to their profile. The System Administrator must ‘Confirm’ the password when it is first assigned and every time that it is changed. The ‘User ID’ must be unique. Employees can also sign in using their Windows security credentials by entering the ‘Session Domain’ and ‘Session Username’. The ‘Session Domain’ is the name of the domain computer for the network. The ‘Session Username’ is the username used to log into the domain. For more information, see the Log On section on Chapter 2.The System Administrator has the ability to grant access to certain employees (who otherwise would not have it) to patient Personal Health Information (PHI) in the event of an emergency. To grant an employee emergency access, you must check the ‘Emergency Access’ checkbox in his profile. NOTE: To declare an emergency, you must go to the Company Information setup screen select the ‘Settings’ tab, and check the ‘Declare Emergency to Allow Emergency Access’ checkbox. Employees that have been granted emergency access must check the ‘Emergency Access’ checkbox in the Logon screen in order to have access to patients’ PHI during a declared emergency.A ‘Security group’ must be assigned to each employee. Employees assigned to a specific security group, will share the level of access specified for the entire group on the ‘Security’ tab of the Company Information setup screen (for more information, see subsection 7 of the REF _D2HTopic_2100 \* MERGEFORMAT Company Information section earlier in this chapter).The ‘Administrator’ checkbox (not to be confused with the “Administrator” security group) gives to the employee the ability to delete patients, orders, appointments, exams, and claims. At least one active employee should be defined as an Administrator.If an employee is paid a gross percentage or margin commission, specify the commission information in the ‘Commission’ group box. You can choose a commission structure from the ‘Structure’ drop-down box (see the REF _D2HTopic_2693 \* MERGEFORMAT Commission Structure section earlier on this chapter). Clearing the ‘Structure’ drop-down box, enables you to specify unique commission values for the employee.One of three ‘E-prescribe user type/roles’ must be selected for employees who will use the E-Prescribing interface:“Licensed Prescriber/doctor” identifies the employee as a doctor, nurse practitioner or physician assistant who can write prescriptions without any oversight. “Staff/admin” identifies the employee as clerical staff who cannot prescribe medications but can do medication entries for the doctor, setup pharmacy favorites for the location and patients, and setup account health plan lists. “Staff/nurse” identifies the employee as a user who can write prescriptions on behalf of a doctor after consulting with the doctor first.NOTE: Be careful when doing this. Once you assign an e-prescribe role, you cannot change it yourself. In the rare instances when there is a valid reason to change a role, you will need to contact the My Vision Express Customer Support Department.To link the employee to an in-house physician (so that the user is not prompted to select a doctor when using e-prescribing functions) click the ‘Link Inhouse Physician’ drop-down list to select a physician. This physician will be used for e-prescribing when the employee is logged into the application.Click Save and Close on the main application toolbar when you are finished making changes to this screen.Suppliers/Labs Setupfig. I - SEQ fig._I_- \* ARABIC 28The Supplier/Labs setup screen ( REF _Ref298418320 \h fig. I - 28 REF _Ref289783969 \h Error! Reference source not found.) allows you to create a list of vendors and optical laboratories in My Vision Express. You can also specify the product types that of those vendors and labs supply. A supplier could provide contact lenses, frames, spectacle lenses, other products, or a combination of these item types. It could also be a lab. The Information on this screen is used when entering inventory or placing an order. Go to File > Setup > Supplier/Lab from the main menu to open the Suppliers/Labs screen.To add a new supplier or lab, click Add and fill in the fields in the Supplier Details section at the bottom of the screen. Make sure the appropriate checkboxes are checked if the supplier carries ‘Frames’, ‘Lenses’, ‘Contacts’ or ‘Other’ items. If the supplier is also a lab, make sure the ‘Lab’ checkbox is checked. To delete a supplier or lab, select the appropriate record and click the Delete button. My Vision Express interfaces with VSP, VisionWeb, Labzilla, Optivision, Innovations and DVI for electronic submission of lab orders. If you are setting up a lab that uses one of those interfaces, select the appropriate ‘Job Transmission method’. Then, if your lab supports:Labzilla or Innovations: enter the ‘Lab ID’.VSP: enter the ‘VSP lab code’. VisionWeb: enter the ‘Bill account’, ‘Ship account’, ‘Login’ and ‘Password’.Optivision: enter an ‘E-mail’ address.DVI: enter the DVI lab WEB# in the ‘Lab ID’ textbox and your DVI account WEB# in the ‘Login’ textboxVSP labs can also be imported by clicking Import VSP Lab… which opens the VSP Labs screen for you to select the lab that you want to import from a list of VSP labs.NOTE: Make sure that you Add a new lab record before clicking Import VSP Lab…. If another lab or supplier is selected when you import the VSP lab, it will overwrite the information for that lab or supplier. Click Save and Close on the main application toolbar when you are finished making changes to this screen.Frame Markup Formulasfig. I - SEQ fig._I_- \* ARABIC 29The Frame Markup screen ( REF _Ref298418442 \h fig. I - 29) allows you to specify the formulas used to calculate the retail price of frames being added into your frame inventory. During this process, you can manually override the retail price calculated by the system (based on these formulas) for any given frame. Frame markup formulas calculate the retail price for a frame by multiplying its group cost, adding a fixed amount UPC CD, the group cost field is automatically imported from the CD into My Vision Express and, if a markup formula applies to them, the retail price is calculated automatically. To import frames from the SPEX UPC CD, go to File > Inventory > Transactions > FRAMES Data import from the main application menu. Refer to the to it or both. If you are importing frames from the SPEX REF _D2HTopic_2265 \* MERGEFORMAT Frames Data subsection under the REF _Ref266461488 \* MERGEFORMAT Inventory Setup and Maintenance section further down this chapter for additional information.You can access the Frame Markup screen by going to File > Setup > Frame Markup. Here you can Add new markup formulas, select one and Delete it, or apply one to your frame inventory by selecting it and clickingUpdate Pricing…. You can also change a formula by selecting its record and editing the fields in the ‘Frame Markup Details’ group box.The frames that a formula applies to could be narrowed down by ‘Collection’ and group cost. For a formula to apply, a frame’s group cost must fall within the range specified by the ‘Start Group Cost’ and ‘End Group Cost’ fields. The ‘Collection’ could be left blank if the formula was to apply to any frame collection in inventory. Formulas are applied as follows:When ‘Ceiling’ is set to “Down”: 'Retail Price'='Group Cost'×'Multiplier'+'Amount'+'Ends with'When ‘Ceiling’ is set to “Up”: 'Retail Price'='Group Cost'×'Multiplier'+'Amount'+'Ends with',In other words, if the ‘Ceiling’ is “Down”, the result of ('Group Cost'×'Multiplier'+'Amount') will be rounded down and the ‘Ends With’ amount will be added to the retail price. If the ‘Ceiling’ is “Up”, the result of ('Group Cost'×'Multiplier'+'Amount') will be rounded up and the ‘Ends With’ amount will be added to the retail price.NOTE: The floor and ceiling functions round a real number to the largest previous and the smallest following integer, respectively. More precisely, floor(x) = ?x? is the largest integer not greater than x andceiling(x) = ?x? is the smallest integer not less than x.As an example, you can have a frame markup formula like the one selected on (Fig. 28) with a ‘Multiplier’ of 2.0, an ‘Amount’ of 50.00, an ‘Ends With’ of 0.99 and the ‘Ceiling’ set to “Down”. Note that this formula will apply to frames on any collection with a group cost in the range between $1 and $500. Suppose that there is a frame with a group cost of $30.25 which is within that range. The retail price for that frame would be:$30.25'Group Cost'×2.0'Multiplier'+$50'Amount'+$0.99'Ends with'=$110.50+ $0.99=$110.00+$0.99=$110.99In a similar case, with the ‘Ceiling’ set to “Up” instead, the retail price for the frame would be:$30.25'Group Cost'×2.0'Multiplier'+$50'Amount'+$0.99'Ends with'=$110.50+ $0.99=$111.00+$0.99=$111.99Finally, the ‘Next Multiple of Ten’ checkbox will round the price up to the next multiple of 10. Thus, checking this box would cause the two examples above to round up to $120.00:Click Save and Close on the main application toolbar when you are finished making changes to this screen.Procedure Code Modifiersfig. I - SEQ fig._I_- \* ARABIC 30Go to File > Setup > Modifier from the main menu to access the Modifier screen ( REF _Ref298418567 \h fig. I - 30). Here you can edit the list of modifiers that affect the procedure codes for insurance billing. The most commonly used modifier codes are initially installed with My Vision Express. For more information, refer to the next section on REF _Ref276472475 \h Procedure Codes.To add a modifier code on this screen, click Add and fill in the ‘Modifier’ and ‘Description’ fields at the bottom of the screen. To delete a modifier code, select the appropriate code and click Delete.Click Save and Close on the main application toolbar when you are finished making changes to this screen.Procedure Codesfig. I - SEQ fig._I_- \* ARABIC 31The Procedure Codes screen ( REF _Ref298418626 \h fig. I - 31) allows you to edit the procedure codes required when processing insurance claims. Procedure codes related to optometry and ophthalmology are initially installed with My Vision Express.When entering a claim, procedure codes are automatically filled in the ‘Charges’ tab of Insurance screen (box 24D of the HCFA/CMS1500 paper form) if the claim is generated from an order whose items have been assigned a procedure code during inventory setup. All the information defined for the procedure code is automatically brought into the corresponding fields for the product or service in the insurance claim. For more information, refer to Chapter 8.To access the Procedure Codes setup screen, go to File > Setup > Procedure Codes from the main menu.To add a procedure code, click Add and fill in the fields in the ‘Procedure Code Details’ section at the bottom of the screen. You can remove a procedure code by highlighting its record and clicking Delete. You can also change a procedure code by selecting its record and editing the fields in the ‘Procedure Code Details’ group box.You can also import procedure codes from a comprehensive list by clicking Import… to open the Lookup Service screen (Fig. 31). Here you can search for a procedure code, select it and then click OK to finish importing it. You can click the VSP Import… button to open the Import VSP Option Codes screen. Select the codes to import and click the Import button.fig. I - SEQ fig._I_- \* ARABIC 32The ‘Code’ textbox is where the procedure code itself is entered. Each code could apply to several inventory items of type “Contact”, “Frame”, “Other” or “Spectacle”. Select a ‘Type’ for each procedure code in the dropdown box provided. Specify your usual and customary price for the selected code in the ‘U&C’ field. If the selected code has already been assigned to one or more inventory items and you make a change on this field, you will be prompted if you want to update the pricing for the inventory item or items in question when you save your changes. The description for the selected procedure code is entered in the ‘Description’ text box. You can also associate up to four diagnosis codes to it in the drop-down boxes provided. If you want the procedure code to be available in other areas of the application, make sure that the Active checkbox is checked.Click Save and Close on the main application toolbar when you are finished making changes to this screen.Inventory Setup and Maintenancefig. I - SEQ fig._I_- \* ARABIC 33The Inventory module in My Vision Express allows you to work with six separate item lists for frames, lens treatments, spectacle lenses, contact lenses, other and services. The first six options of theFile > Inventory submenu ( REF _Ref298418788 \h fig. I - 34) allow you to access each one of these lists.On the main application toolbar, there is an inventory drop-down menu ( REF _Ref298418788 \h fig. I - 34) that allows you to browse the different inventories by clicking the corresponding buttons. The Other button in this menu allows you to see the lens treatments, services and other items in the same screen box. The Item Details button allows you to see the inventory information on any item by entering its ‘UPC’ (or scanning its UPC barcode). You can also access this menu by going to Tools > View Inventory.fig. I - SEQ fig._I_- \* ARABIC 34When adding items to an order, their price, description and other details –as setup on inventory– will populate the corresponding order fields. You also have an option to have the software automatically update your onhand counts on those items whenever sales orders are processed for them.Inventory items can also be assigned procedure codes in order to bill insurance companies. When you generate an insurance claim from an order, the procedure codes assigned on inventory to the order items will transfer along to the claim.You can assign UPC numbers and generate barcode labels for your entire inventory. This will speed up your point of sale and inventory receiving processes if you use barcode scanners.The functionality across all five inventory listing screens is very similar. Take for example the Frame Inventory Listing screen shown on ( REF _Ref298418884 \h fig. I - 35) you can access this screen by going to File > Inventory > Frames on the main application menu). From this screen you can add a new inventory item (a frame in this case) into your inventory by clicking the Add… button and, in the Add/Modify screen that opens up, entering the new item information. Also, from the listing screen, you can edit an inventory item by double-clicking its record or highlighting it and clicking Modify….If you need to add an item that is very similar to one that is already in your inventory, you can select the existing item and click Duplicate…. On the Add/Modify screen that opens up, you can make adjustments to the new record and click OK to save it.The Add/Modify screens are different for each inventory listing. However, there are some common settings for all of them: When an inventory item has the ‘Inventory’ checkbox checked, the quantities specified on patient orders will be deducted from its on-hand count in inventory.You can specify a ‘Procedure code’ to be used for insurance claims. In the case of the Add/Modify Spectacle Lens Inventory screen, you can assign multiple procedure codes to each spectacle lens.A commission could be assigned to an inventory item based on a commission ‘Structure’ (see the section on REF _D2HTopic_2693 \h \* MERGEFORMAT Commission Structure earlier in this chapter) or an item-specific ‘Commission type’. When using this last option, you will also need to specify an ‘Amount’ or a ‘Gross percentage’ (optionally, you can also enter a special incentive or ‘Spiff’).Each item should have its own unique ‘UPC’ number. You can use the manufacturers UPC number, specify your own or let the system assign one to the item (for the last option, leave the ‘UPC’ field blank when setting up or importing the item and a unique value will be automatically assigned).NOTE: UPC numbers automatically assigned by the system will start with the sequence 400000.The ‘Locations’ tab will let you specify a ‘Reorder Point’ and up to two different sales tax rates (‘Tax 1’ and ‘Tax 2’) for each location. If you have more than one location, you can click the Transfer button to send a certain quantity of the current item from the selected location to other locations.From the ‘Transactions’ tab you can generate new inventory transactions for the current item and view the existing ones when the ‘Transactions’ radio button is selected. Selecting the ‘Sales’ radio button lets you see all the patient orders that include the current item.To remove inventory items, select the records to be removed and click Delete if you only want to remove them from the ‘Location’ selected on the top ‘Filter’ group box. If you had multiple locations and want to remove the items selected from all of them, you can click the Delete from All button instead.NOTE: The data grids on each of the inventory listing screens support multiple selections. Thus, you can select a range of records at once by clicking on the first record in the range and then pressing and holding the [Shift] key on your keyboard while clicking on the last record in the range. You can also toggle on and off the selection of individual random records by holding the [Ctrl] key on your keyboard while you click on the records in question.Frame Inventoryfig. I - SEQ fig._I_- \* ARABIC 35You can access the Frame Inventory Listing screen ( REF _Ref298418951 \h fig. I - 36) by going to File > Inventory > Frames on the main application menu. Here you can setup a new frame without specifying a quantity or an inventory transaction. A frame added in this fashion will have an on-hand count of zero since on-hand quantities are only affected by inventory transactions and patient orders.You can import a list of frames from a comma separated values (.csv) file. To do so, click the Import… button. A screen will pop up with formatting instructions, click OK on it and locate the .csv file on your computer. Click Open to import the records on the file.Whenever you ‘Add’ a new frame or ‘Modify’ an existing one from this screen, the Add/Modify Frame Inventory screen ( REF _Ref298418983 \h fig. I - 37) is displayed for you to enter the frame information. The only fields required by the software to setup a new frame are ‘Manufacturer’ and ‘Frame name’. You can enter the manufactures ‘UPC’ number for the frame in the text box provided or –if you leave this box blank– the system will assign a unique, systemgenerated UPC number to the frame. In addition, you can enter a ‘User SKU’ which works as an alternate UPC at order time.If you want to select one or more valid lens styles for the frame, click to select them in the ‘Valid Lens Styles’ list box at the right of the screen. When specifying this frame in a spectacle lens order, selecting a lens that is not of one of the styles in this list will trigger a warning notifying the user that the lens style does not match the frame. If no valid lens style is defined for the frame, all lens styles are considered valid for it.fig. I - SEQ fig._I_- \* ARABIC 36If you want to upload a frame trace file from your computer, enter the path and file name in the ‘Trace file’ text box or click the button to the right of it to browse for the trace file in your computer. This trace file is attached to orders that contain its frame and is forwarded electronically to labs supported by any of the My Vision Express lab interfaces.The ‘Retail price’ of the frame could be entered directly on its own field or it could be calculated based on its ‘Group cost’. If the frame is within the group cost range and matches the collection specified by one of the formulas on the Frame Markup screen (File > Setup > Frame Markup), the ‘Retail price’ will be calculated based on that formula. You can also click the Pricing… button to assist you in calculating a different price for the frame being edited.The ‘Source’ drop-down box could be set to “Order” or “Inventory”. The first option specifies that the frame is to be ordered from a supplier, the second causes the frame to be sold from inventory. If you pick one of these options, it will default on patient orders that include the frame that you are editing. The ‘Lens range’ drop-down lets you select the power range that a frame can accommodate. This can be either the combined power of the lenses or the sphere equivalence. Once this information is set, My Vision Express can validate the corresponding lens parameters in the order and ensure that it meets the specified criteria for the frame. At order time, if the lenses specified are out of range, the user will get a warning message. To add new lens ranges, click the ellipsis button next to the ‘Lens range’ drop-down.Lens Treatmentsfig. I - SEQ fig._I_- \* ARABIC 37The Lens Treatments Listing screen ( REF _Ref298418983 \h fig. I - 37) can be accessed by going to File > Inventory > Lens Treatments. In it, you can add new spectacle lens treatments or edit the existing ones by clicking the Add… or Modify… buttons respectively. In either case, you will be presented with the Add/Modify Lens Treatments screen ( REF _Ref298419033 \h fig. I - 38). A ‘Category’ must be specified for each lens treatment.NOTE: The list of options in the ‘Category’ drop-down can be edited from the Categories setup screen (File > Setup > Categories) by selecting the “Other Products” group in it. The ‘Type’ for lens treatment ‘Category Items’ must be set to “Lens Treatment”.Specify the ‘Retail price’ of the lens treatment. You can price your lens treatments per pair so that you do not have to change the quantity at order time. In the rare instances when a treatment applies to just one lens, you would need to adjust the price (divide it by 2) in the order itself.If you want to send the lens treatment inventory item to VisionWeb or Labzilla labs, make sure the ‘Send to Lab’ checkbox is checked. If you intend to request this treatment from a VSP lab, specify a ‘VSP code’.fig. I - SEQ fig._I_- \* ARABIC 38Spectacle Lens Inventoryfig. I - SEQ fig._I_- \* ARABIC 39You can access the Spectacle Lens Inventory Listing screen ( REF _Ref298419081 \h fig. I - 39) by going to File > Inventory > Spectacle Lens on the main application menu.Click Add... to setup a new spectacle lens in inventory or select a lens from the list and click Modify… to edit it. The Add/Modify Spectacle Lens Inventory screen ( REF _Ref298419148 \h fig. I - 40) will be displayed. On this screen, a spectacle lens ‘Style’ must be specified. You should also enter a ‘Material’ and ‘Lens’ name to help you differentiate the lenses. The lists of spectacle lens styles and materials could be edited on the Categories screen (File > Setup > Categories). If you inventory right and left lenses separately, select the ‘OD’ or the ‘OS’ radio button. Otherwise, leave the default option (‘OU’) selected.If you bill this lens through the Eyefinity/VSP interface, make sure that the proper ‘VSP code’ is selected. On the upper right hand side of the screen, you can enter as many procedure codes as necessary for the options (i.e. style, material, tint, etc.) on the lens. You can also add as many ‘OPC’ (Optical Product Code) codes as necessary.NOTE: Base codes must be specified as V2100 for every single-vision lens and V2200 for every multifocal or progressive lens. When you are entering an order, the system will substitute the base code with one in the range of V2100 – V2114 (for single vision) or V2200 – V2214 (for multifocal or progressive) based on the sphere and cylinder powers of the lens ordered.Spectacle lens items can be priced on a per pair basis or individually. Select “Pair” or “Each” respectively on the ‘Unit’ drop-down box. The ‘Retail’ price itself could be determined in one of two ways:If procedure code pricing is in place, the ‘Retail’ price will be the sum of the prices for the procedure codes specified and can only be changed by adjusting these.If procedure code pricing is disabled, you can enter the retail price directly on the ‘Retail’ field.If you input a value in the ‘Oversize diameter’ field, an oversize charge will be added at order time together with the V2780 procedure code when the lens item being edited is specified for a prescription that exceeds that diameter. Also, when using this lens item on an order, you will get a warning message if the prescription exceeds the diameter specified under ‘Max diameter’. In order for the V2780 code to be added to the order automatically, you need to assign it to an item in the Lens Treatment Listing screen (File > Inventory > Lens Treatments). Go to from the main menu. For more information, refer to the Lens Treatment section further down this chapter.fig. I - SEQ fig._I_- \* ARABIC 40NOTE: The lens diameter is calculated as follows:Diameter = Frame A + Frame Bridge - Lens OU PD Far + Frame ED + 1You can select a ‘Pricing grid’ if you want to charge extra for lenses whose sphere or sphere/cylinder combination fall within certain ranges. To add a new grid or edit an existing one, click on the ellipsis button next to the ‘Pricing grid’ field.Pricing, Add and Prism GridsThe Pricing Grid…, Add Grid…, and Prism Grid… buttons on the right hand side of the Spectacle Lens Inventory Listing screen ( REF _Ref298419148 \h fig. I - 40) allow you to setup additional charges for spectacle lenses according to the values of their sphere, sphere/cylinder combination, add and prism parameters. In addition to charges, the grids will automatically adjust the procedure codes in accordance with the aforementioned parameters.The pricing grid is based on the sphere or the sphere/cylinder combination of the lens. You can setup multiple pricing grids and assign them to different spectacle lens items. However, you can only have one add and one prism grid and they will both affect the entire spectacle lens inventory.NOTE: You must have two items in your Lens Treatments Listing screen: one with the V2220 (Bifocal) procedure code and another with the V2320 (Trifocal) for the add grid to work properly. For the prism grid, you must have one lens treatment item linked to the V2715 procedure code. For more information, refer to the preceding Lens Treatments Listing section.Contact Lens InventoryTo access the Contact Lens Inventory Listing screen ( REF _Ref298419193 \h fig. I - 41), you can go to File > Inventory > Contact Lens from the main menu. In this screen, you can add new contact lens inventory items or edit the existing ones. For existing lenses, the ‘Manufacturer’, ‘Lens Name’, ‘Type’, ‘Style’, ‘Default Retail’, ‘Location Retail’ and ‘Procedure Code’ can be edited directly on the data grid.fig. I - SEQ fig._I_- \* ARABIC 41You can add contact lenses to your inventory by using the Opti-port Import… button. When you do this, the Contact Lens Import OPTI-PORT screen ( REF _Ref298419253 \h fig. I - 42) will be displayed. From this screen, you can select the ‘Manufacturer’ and ‘Lens Name’ combinations that you want and click the Import button.NOTE: The data grid in the Contact Lens Import OPTI-PORT screen supports multiple selections. Thus, you can select a range of records at once by clicking on the first record in the range and then pressing and holding the [Shift] key on your keyboard while clicking on the last record in the range. You can also toggle on and off the selection of individual random records by holding the [Ctrl] key on your keyboard while you click on the records in question.fig. I - SEQ fig._I_- \* ARABIC 42NOTE: Keep in mind that for every contact lens name that you select to import here, all configurations available will be downloaded. Do not select too many lenses to import at once since it could take a very long time to download every configuration for a large selection.If select a contact lens and its corresponding trial to be imported from Opti-Port, they will be linked together in inventory. In other words, the ‘Trial Lens name’ drop-down box in the retail lens will have the proper trial lens name selected. fig. I - SEQ fig._I_- \* ARABIC 43Back in the Contact Lens Inventory Listing screen, after importing a contact lens, you can specify the pricing and configurations for it by editing its record (double-click on it or highlight it and then click the Modify… button).When you edit a contact lens item or when you use the Add… button to specify a new contact lens from scratch, the Add/Modify Contact Lens Inventory screen ( REF _Ref298419294 \h fig. I - 43) will open. In this screen, you can specify the ‘Manufacturer’ in a combo box that allows you to either type a new manufacturer name or select from a drop-down list of existing ones. You can type the ‘Lens name’ in the text box provided and select the ‘Trial Lens name’ from the drop-down box immediately below.NOTE: At order time, you can click the Issue Trial button from the ‘Soft Contact’ or ‘Hard Contact’ tab of the Order screen (or the Trial button in Quick Order) to switch to the contact lens specified in the ‘Trial Lens name’ field for the contact lens selected in the order.You can select the number of ‘Units’ from the drop-down box provided. You can also mark the contact lens as a ‘Hard Contact’ or ‘Inventory’. If you mark it as ‘Inventory’, the system will keep track of its on-hand count based on the quantities received and sold.In the ‘Pricing’ section, you can enter the full ‘Retail price’ for the ‘Units’ specified. If you also enter a ‘Cost’, the ‘Profit’ per unit is displayed immediately to the right.Optionally, you can price a 6 and/or a 12 month supply of the lens. For this, use the ‘6-mths price’, ‘12-mths price’ and ‘Qnty’ boxes. The ‘Profit’ calculated on each line is on a per unit basis.In the ‘Insurance/Commission’ section, select a ‘Procedure code’ for insurance billing from the drop-down box provided. For employee commissions, either select a ‘Structure’ or specify the item commission details using the fields provided (‘Spiff’, ‘Commission type’, ‘Amount’ and ‘Gross percentage’).In the ‘Locations’ tab, specify the following information:Check the ‘Active’ checkbox for every location that carries the contact lens.Specify the quantities and prices for 6 and 12 month supplies for each location. For any given location, if no quantity or price is specified here, the values from the ‘Pricing’ section will be used at order time instead.Specify the ‘Retail Price’ for each location. For any given location, if a retail price is not entered here, the ‘Retail price’ from the ‘Pricing’ section will be used at order time instead.Enter the tax rates (if any) that apply to this item on each location.In the ‘Transactions’ tab:If you are keeping track of the on-hand counts for the contact lens, you will see the quantities of lenses that have been received, returned or adjusted when the ‘Transactions’ radio button is selected. You can also create one of these transactions by clicking the Add… button.When you select the ‘Sales’ radio button, you will see any order that has been processed involving the current contact lens.The Details… button allows you to see additional information on the transaction or sales order selected. You can see this information also by double-clicking on either record type.In the ‘Configurations’ tab:You can click the Add button to specify a new configuration for the contact lens. You can enter the prescription parameters for the new configuration or edit those for existing ones directly on the data grid. In the columns provided, for each configuration you can:Edit the ‘UPC’ code.Edit the prescription parameters in terms of ‘Color’, ‘Material’, ‘Base Curve’, ‘Diameter’, ‘Sphere’, ‘Cylinder’, ‘Axis’ and ‘Add Power’.Specify the ‘Cost’.View the total quantities ‘Purchased’, ‘Sold’, ‘On-Hand’ and ‘On Order’.Specify a ‘Reorder Point’ and a ‘Max Inv.’ These values will determine at what inventory count an order should be placed for the configuration in question (‘Reorder Point’) and the number of units to be ordered (‘Max Inv.’ - ‘On-Hand’).To remove configurations from the list, select them and click the Delete button.To get the latest configurations available from Opti-Port, click the Update Config button.To create a new purchase order for the current contact lens, select the configurations desired and click the Create PO… button. If no configuration is specified and the Contact Lens is new, the system will automatically generate a default configuration for each location. In the Contact Lens Purchase Order screen that opens up, specify the ‘Order Qty.’ for each configuration and click the Create PO button to finish creating your PO. Other Inventoryfig. I - SEQ fig._I_- \* ARABIC 44The Other Inventory Listing screen (File > Inventory > Other) ( REF _Ref298419352 \h fig. I - 44) allows you to specify fees, adjustments, gift certificates and miscellaneous items not covered by the other four inventory listing screens. You can add new items or edit the existing ones by clicking the Add… or Modify… buttons respectively. In either case, you will be presented with the Add/Modify Other Inventory screen ( REF _Ref298419401 \h fig. I - 45). Every item on this listing must have a ‘Category’ and ‘Name’ assigned to it.NOTE: The category list for inventory items of type “other” can be edited from the Categories screen (File > Setup > Categories) by selecting the “Other Products” group. The ‘Type’ column for other ‘Category Items’ must be set to “Other”.fig. I - SEQ fig._I_- \* ARABIC 45To setup gift certificates, you can create an inventory item on this screen for every gift certificate denomination (item price = certificate denomination) that you sell and a single one without any denomination (item price = 0). This last item without denomination could be added to the order when a patient or customer is redeeming a certificate. When doing this, you need to override the retail price for the item and specify the amount being redeemed as a negative number.Services Inventoryfig. I - SEQ fig._I_- \* ARABIC 46The Services Listing screen (File > Inventory > Services) ( REF _Ref298419504 \h fig. I - 46) allows you to add new service items or edit existing ones by clicking the Add… or Modify… buttons respectively. In either case, you will be presented with the Add/Modify Services screen.NOTE: The ‘Name’ field is required for all services. Selecting a ‘Procedure Code’ will enter the procedure code description in the ‘Name’ field.fig. I - SEQ fig._I_- \* ARABIC 47You can use a service with the ‘Appointment’ checkbox checked to schedule appointments in the Calendar module; if you leave this box unchecked, you can only use this service for exams and orders then. Enter the default ‘Duration’ for appointments using this service. You can override this default duration when you are setting up an appointment for the service in question. Select a color from the ‘Color’ drop-down list to assign the color in which the service will appear on the calendar when viewing the calendar’s color coding scheme by services.NOTE: When a service has a recall reason attached to it and is charged to a patient in an order with an inhouse physician, the patient’s record automatically gets updated with the order date as the last exam date. Also, the first recall date in the patient record will automatically get updated. For more information, refer to the Recall Reasons Setup section further down this chapter.Physical Countsfig. I - SEQ fig._I_- \* ARABIC 48NOTE: Please read the following section very carefully and make sure that you understand it thoroughly. You can end up clearing out your inventory on-hand counts if you use the Physical Counts screen improperly. It is recommended that you restrict access to this screen to the “Administrator” user group only. You can implement this restriction in the ‘Security’ tab of the Company Information setup screen. For more information, refer to the Company Information section earlier in this chapter. The Physical Counts screen (File > Inventory > Physical Counts) ( REF _Ref298419575 \h fig. I - 48) allows you to reconcile the on-hand quantities in My Vision Express with your physical inventory counts. You should synchronize your inventory before adjusting your physical count from this screen. You will get a reminder to do so whenever you access this screen.To begin with the physical count process, select the proper ‘Item type’. If you are using the ‘Scan’ tab, the items scanned must match the item type selected. The ‘Location’ will default to the one where you are logged in and the current ‘Date’ will also be defaulted.If you are using a barcode scanner to scan in inventory items, make sure you are in the ‘Scan’ tab. If you are manually entering your counts, make sure you are in the ‘Manual’ tab. Scan your items in the ‘UPC’ field of the ‘Scan’ tab or enter the quantities ‘Counted’ in the ‘Manual’ tab. If you use the ‘Manual’ tab, all items that exist in an inventory will display once you have selected an ‘Item type’.On the ‘Scan’ tab, you can display those records that have not been scanned by clicking Fill Un-Scanned Items. The scanned quantity for un-scanned items is defaulted to zero. To group all identical items into a single line, click the Consolidate button. From the ‘Scan’ tab, you can print the list being displayed (to use as a worksheet while taking your inventory) by clicking Print Scan. Once you finish taking your inventory, you can enter the counts from the worksheet in the ‘Counted’ column in the data grid. After entering the counts, you can click Print Scan again for the report to show the physical count ‘+/- Variance’. You can get a similar report on the ‘Manual’ tab by clicking Print instead of Print Scan.On both tabs, if the ‘Item type’ selected is “Frames”, you will have a Frame Barcode… button available at the bottom of the screen that could be used to generate barcode labels for an item selected on the data grid. The system will generate as many labels as the ‘Counted’ column of the grid specifies. Thus, for the Frame Barcode… button to work, this number must be greater than zero. To save your work on this screen, click Update On-Hand. To exit, click the Close button on the main application toolbar.TransactionsThere are four inventory screens in the File > Inventory > Transactions submenu: Frames Data Import, Inventory Transactions, Receiving, and Returns. They allow you to control your inventory levels on the different item types in the application. Frames Data ImportManufacturers Tabfig. I - SEQ fig._I_- \* ARABIC 49The Install from FRAMES data SPEX UPC screen (File > Inventory > Transactions > FRAMES Data Import) ( REF _Ref298419661 \h fig. I - 49) allows you to import frame information from the SPEX UPC CD to automate inventory setup and maintenance. It allows you to get costs, sizes, color, product style, etc. for most frames from most major US distributors. NOTE: The SPEX UPC CD is a third party product provided by FRAMES Data. You can visit their website at products/spex-upc.aspx or you can contact them at 800-739-7555 to purchase your own SPEX UPC CD subscription.When you get your monthly SPEX UPC CD, you need to load it into My Vision Express to have the newest frame information available to import. To do this:In the ‘Manufacturers’ tab, click Install….In the Browse for Folder screen that opens up, select the drive letter for the drive where the SPEX UPC CD is located and click OK to load a listing of the manufacturers contained on that CD.Click on each of the manufacturers that you carry or will carry in inventory or Select All if you want to load all the manufacturers on the CD.Click the Load Frames button.This will copy the information on the CD to a cache table that will remain in use until the next time that this operation is performed. Throughout this manual, when we refer to the SPEX UPC CD as the source of frame information, we generally refer to this cache table of loaded frames.NOTE: After pressing Load Frames, the process of loading the information from the CD could take from several minutes to a few hours depending on how many manufacturers you select. After loading the frames from the SPEX UPC CD, you can use the information loaded from different locations in the program:In the Install from FRAMES data SPEX UPC screen itself, you can access the ‘Loaded Frames’ to add information on new frames to your inventory. Also in the Install from FRAMES data SPEX UPC screen, you can use the ‘Quick Import’ tab to import a group of frames from the SPEX UPC CD by picking their ‘Manufacturer’, ‘Collection’ and ‘Style’. The Receiving screen (File > Inventory > Transactions > Receiving) will first look up in inventory any frame that you specify; if the frame cannot be found in inventory, the system will try to locate a SPEX UPC CD record for it.The Purchase Orders screen (File > Inventory > Purchase Orders) will first look up in inventory any frame that you specify; if the frame cannot be found in inventory, the system will try to locate a SPEX UPC CD record for it.Loaded Frames Tabfig. I - SEQ fig._I_- \* ARABIC 50NOTE: If the ‘Loaded Frames’ tab is disabled or invisible, click View Loaded Frames to access it. In the ‘Loaded Frames’ tab ( REF _Ref298419724 \h fig. I - 50):Use the ‘Manufacturer’, ‘Collection’, ‘Style’ and/or ‘Color’ drop-down boxes to narrow down the list of frames that you want to work with.Click Search to view the frames from the CD that meet criteria specified.Select the frames that you want to import and click the ↓ button to move them to the lower data grid so that they can be edited.NOTE: If you are using a barcode scanner, you can skip these steps and simply scan the barcode label of the frame or frames into the ‘UPC’ field towards the middle of the screen.Once a frame is in the lower data grid, its wholesale cost – as specified in the SPEX UPC CD – is defaulted into the ‘Cost’ and ‘Group Cost’ columns. If a markup formula applies, the ‘Retail Price’ is calculated based on it. You can override the values defaulted on the ‘Cost’, ‘Group Cost’ and ‘Retail Price’ columns. If you do not want to keep track of the on-hand count for the frame, clear the ‘Inventory’ checkbox.NOTE: You can edit markup formulas in the Frame Markup setup screen (File > Setup > Frame Markup).To bring the frames from the lower data grid into inventory, click on Import. Click on the Print Barcode button to import your frames and generate barcode labels for them.Quick Import Tabfig. I - SEQ fig._I_- \* ARABIC 51You can use the ‘Quick Import’ tab ( REF _Ref298419779 \h fig. I - 51) to import a group of frames from the SPEX UPC CD by selecting their ‘Manufacturer’, ‘Collection’ and ‘Style’. Once you select your values for these three fields (‘Collection’ and ‘Style’ can be left blank), you can click the Search button to display the matching frames. Select the frames that you need and click the Import button to import their information into inventory.Inventory Transactionsfig. I - SEQ fig._I_- \* ARABIC 52The Inventory Transactions screen (File > Inventory > Transactions > Inventory Transactions) allows you to process adjustment transactions of inventory items. Select the proper inventory ‘Item type’. The ‘Location’ will default to the one where you are logged in and the current ‘Date’ will also be defaulted.If you are using a barcode scanner to scan items, make sure you are in the ‘Scan’ tab. If you are manually entering the item quantities, make sure you are in the ‘Manual’ tab. Scan your items in the ‘UPC’ field of the ‘Scan’ tab or enter the quantities in the ‘Counted’ data grid column in the ‘Manual’ tab. If you use the ‘Manual’ tab, once you have selected an ‘Item type’ all items of that type in inventory will be displayed.On the ‘Scan’ tab, you can display those records that have not been scanned by clicking Fill Un-Scanned Items. The scanned quantity for un-scanned items is defaulted to zero. From the ‘Scan’ tab, you can print the list being displayed by clicking Print. Enter the item quantities in the ‘Counted’ column in the data grid.On both tabs, if the ‘Item type’ selected is “Frames”, you will have a Frame Barcode… button available at the bottom of the screen that could be used to generate barcode labels for an item selected on the data grid. The system will generate as many labels as the ‘Counted’ column of the grid specifies. Thus, for the Frame Barcode… button to work, this number must be greater than zero.To save your work on this screen, click Update On-Hand. To exit, click the Close button on the main application toolbar.Receivingfig. I - SEQ fig._I_- \* ARABIC 53You can access the Receive Inventory screen ( REF _Ref298419867 \h fig. I - 53) by going to File > Inventory > Transactions > Receiving from the main menu. In this screen you can enter items received, canceled or back ordered from a supplier by either scanning their barcodes or selecting them from a list using the Frames…, Contacts… or Other… buttons. You can also load the items in a PO by clicking the Select PO… button. The ‘Attach Invoice’ checkbox allows you to scan an image of your supplier’s invoice which can be subsequently viewed by clicking the View Invoice button.For each item loaded in the data grid, enter the actual ‘Cost’ of the item as specified in the supplier’s invoice. Also, enter the amounts ‘Received’, ‘Canceled’ and/or ‘Back Ordered’ in the columns provided. Click the Update on Hand button to synchronize the on-hand counts in inventory.Returnsfig. I - SEQ fig._I_- \* ARABIC 54You can use the Returns screen (File > Inventory > Transactions > Returns) ( REF _Ref298420059 \h fig. I - 54) to return items to a supplier. You can specify the items to be returned by either scanning their barcodes or selecting them from a list using the Frames…, Contacts… or Other… buttons. In the ‘Return’ column of the data grid, enter the amounts to be returned for each item. Click the Update on Hand button to synchronize the on-hand counts in inventory.Note: Receiving and Returns screens cannot be open at the same time Barcode Labelsfig. I - 55You can generate barcode labels in My Vision Express for any inventory item. In addition to the barcode label buttons throughout the inventory listing and transaction screens, there are two screens in the program that are dedicated to this process.As its name indicates, the Frame Barcode Labels screen ( REF _Ref298943144 \h fig. I - 55) allows you to print barcode labels for frames. The Barcode Labels screen (File > Inventory > Barcode Labels) will let you generate barcode labels for everything else. On this last screen, selecting “Other” from the ‘Type’ drop-down box, will let you search for items in both the services and other inventories.On either screen, you would start by searching for the items that you want to label (if you tick the Show ReOrder checkbox, only items with a reorder point will be displayed). You can then click on the appropriate items and the default count of one will be defaulted in the ‘Labels’ column of their record. If you needed more than one label for any given item, you could override the count on that column for it.Once you have specified the labels that you want to print, click Apply at the lower right hand corner of the screen. The labels will be displayed on the Preview tab and you can print them by clicking Print.Barcode labels can be printed on labels of most sizes. Specialty barcode labels are also supported. Frame labels are compatible with Arch Crown Labels and Datamax printers. For more information, visit Arch Crown website at or call their toll free number at 800-526-8353.When printing to Datamax printers, set the labels in the printer as detailed in Table 3. Also the printing speed should be marked to 1.00 in/sec or slower for the printer’s label sensor to detect the label beginning. These settings can be changed under the Datamax printing preferences. To view or change these settings click on the Windows Start button and then go to ‘Control Panel > Printers and Faxes’. Right-click on the Datamax printer and select ‘Printing Preferences’ from the pop-up menu. Under the ‘Page Setup’ tab specify the settings for the label type that you are using. If the barcode prints beyond the right or left side of the label click Edit to change the exposed liner widths. Under the ‘Options’ tab it is very important that ALL the speeds are set to the minimum (i.e. 1.00 in/sec).Table 3 – ArchCrown labels supported by My Vision ExpressLabel No.Overall sizePrintable areaLabel imageWidthHeightWidthHeightTT3067/16"3 1/2"7/16"3/4"Datamax printer settingsWidth:3.68”Height:0.72”Exposed liner width left: 0.13”TT3079/16"4 7/16"9/16"2 1/2"Datamax printer settingsWidth:4.17”Height:0.69”Exposed liner width left:0.13”TT3131"1 1/4"Datamax printer settingsWidth:4.00”Height:1.00”Exposed liner width left: 0.13”TT3161 1/8"1 3/16"Datamax printer settingsWidth:1.19”Height:1.50”Exposed liner width left: 0.13”TT3641 1/4"2 9/16"1 1/4"1 1/2"Datamax printer settingsWidth:2.63”Height:1.38”Exposed liner width left: 0.13”TT3663/8"2 3/4"3/8"1 1/2"Datamax printer settingsWidth:3.13”Height:0.72”Exposed liner width left: 0.13”TT3681 5/16"2"5/16"1/2"Datamax printer settingsWidth:2.13”Height:1.50”Exposed liner width left: 0.13”LT335Perforated laser tags for laser and ink jet printersLASER TAG SHEETS ARE 6 ACROSS BY 8 DEEP (48 TAGS PER 8 1/2" X 11" SHEET) The quality of the printed image can be changed by changing the Print Head Temperature under Options tab. If the print is too dark or too light you can change the print head temperature. Higher temperatures may darken or sharpen the image.? However, too high of a temperature setting may blur the image, or even melt the ribbon onto the label stock, so this value should be adjusted gradually and within the limits suggested by the manufacturer for the stock and/or ribbon in use. Please refer to Datamax printer driver help file to read more about the print head temperature.If, after printing a label, blank labels are generated; the ribbon may be blocking the label sensor on the printer or the printer itself is not properly calibrated. The ribbon goes OVER the small silver roller, UNDER the black composite piece, and OVER the other silver roller.If the barcodes are printing over the label edge, click on the Windows Start button and then Control Panel > Printers & Faxes. Right-click on the Datamax printer and select ‘Printing Preferences’ from the pop-up menu. Under the ‘Page Setup’ tab click Edit and move ‘Expose Liner Width’ left to move the label to left or vice-versa.Purchase Ordersfig. I - 56To access the Purchase Orders screen, go to File > Inventory > Purchase Orders from the main menu. This screen allows you to enter the Purchase Orders for your suppliers. The top section of the screen displays the following fields:‘PO ID’: This read-only field displays the unique identifier assigned by the database to the purchase order when it is saved.‘PO Date’: The purchase order date defaults to the current date and is also a read-only field.‘Location’: You can select the location where the PO was generated. Defaults to the location where you are logged in currently.‘Supplier’: Once you create the purchase order, this field displays the supplier that you selected in the ‘Supplier’ tab.‘Status’: Once you create the purchase order, this field displays its status which could be:“Open”: Once you are ready to submit your PO to your supplier, you can click the Create PO button which will set the status to “Open” and take you to the Print Preview screen so that you can print, email or fax your purchase order.“Hold”: You can click the Save button to save your PO with this status if you have not finished working on it. You can also use the Hold PO button to change the status from “Open” to “Hold” on an existing purchase order.“Partial”: This status indicates that some of the items in the purchase order have been received. You can click on the ‘Received’ tab to see the details on the receiving transactions.“Closed”: Indicates that all items in the purchase order have been received already. You can click on the ‘Received’ tab to see the details on the receiving transactions.“Employee”: Registers the name of the employee that creates the purchase order. This field defaults to the current logged user.To locate and open an existing purchase order, click the Search button. To print the purchase order, click the Print button. To add a new purchase order or delete an existing one, click the Add and Delete buttons respectively.Supplier TabIn the ‘Supplier’ tab ( REF _Ref298420117 \h fig. I - 56), you can select the supplier for the current purchase order. The contact information and ‘Notes’ from the REF _D2HTopic_2131 \h \* MERGEFORMAT Suppliers/Labs Setup will be populated once you make your selection. When you print your purchase order, this information will also be in the header section.Items Tabfig. I - SEQ fig._I_- \* ARABIC 57From the ‘Items’ tab ( REF _Ref298420146 \h fig. I - 57), you can scan the barcodes for the items that you need to order or click the Frames…, Contacts… or Other… buttons to select them from a list. You can also type an order number and click the Add Order button to bring in the items from a sales order. You can specify the quantities to be ordered in the column provided. Click the Print button to preview the PO and print it, email it or fax it.Received Tabfig. I - SEQ fig._I_- \* ARABIC 58Once your purchase order has been submitted and there is any action on the items ordered, you can switch to the ‘Received’ tab ( REF _Ref298421266 \h fig. I - 58) to view the items ‘Received’, ‘Canceled’ and/or ‘Back Ordered’.Synchronizing Inventory CountsThe Synchronize Inventory Counts menu option allows users to synchronize inventory counts with items purchased and sold. The quantity purchased is the total sum of inventory transactions for the item. The quantity sold is the number of items sold and excludes orders with statuses of “Cancelled”, “Quote” or “Remade”. For frames to be counted in orders for this purpose, their source has to be ‘Inventory’ on the actual orders. My Vision Express automatically adjusts inventory when items are sold or purchased, but if you suspect the inventory quantity is not correct this process will readjust the on-hand counts based on the quantities purchased and sold for each item.To perform this operation, go to Tools > Synchronize Inventory Counts on the main menu. My Vision Express will open a prompt warning the user that the process will update inventory quantity for all locations. Click Yes to Synchronize. System Settingsfig. I - SEQ fig._I_- \* ARABIC 59The System Settings ( REF _Ref298421440 \h fig. I - 59) screen allows you to select a receipt printer and enter the configuration for the 4PatientCare interface. Select Tool > Settings… from the main menu to open this screen.Select your default credit card receipt printer from the ‘Receipt Printer’ drop-down list.In the ‘4PatientCare Automatic Export Settings’ section, you can automatically export patient data using 4PatientCare by typing the export path on the ‘Directory’ field or by clicking the ellipsis button to the right of it to browse for the export path in your computer file system. Specify how often the data should be exported in the ‘Export time interval’ field and select the files to be exported by checking the appropriate checkboxes.NOTE: These settings are computer specific.Sales Taxfig. I - SEQ fig._I_- \* ARABIC 60The Tax screen (File > Setup > Tax) ( REF _Ref298421669 \h fig. I - 60) allows you to record different types of taxes, including their description and rate. You can specify up to two tax types for each inventory item and item type. When products or services are added to orders, all taxes are added to the price of the item as specified.You can setup taxes to be included in the retail price under the ‘Settings’ tab in the Company Information setup screen. When doing so, the tax is included in the total price of the item. You can also override the tax for individual items in the order. For more information, refer to the Company Information section earlier in this chapter. Zip Codesfig. I - SEQ fig._I_- \* ARABIC 61The Zip/Postal code screen (File > Setup > Zip/Postal code) ()allows you to associate cities and states/provinces with a zip/postal code. Throughout the application, when you type the zip/postal code in an address, the city and state/province associated with it in this screen will be entered automatically. A list of zip or postal codes will be setup with the application if you select your country as the United States or Canada respectively.Recall Reasonsfig. I - SEQ fig._I_- \* ARABIC 62The Recall Reasons screen (File > Setup > Recall Reasons) ( REF _Ref298422016 \h fig. I - 62) allows you to add the reason and the default number of months between the last exam date and the next recall date for the patient. You can also setup a recall schedule for each recall reason which would define a recall or follow up letter to be sent to the patient a certain time before or after the recall date. Recall reasons defined here are available in the ‘Profile’ tab of the Patient module and the ‘Assessment’ tab of the Exam module.Documentsfig. I - SEQ fig._I_- \* ARABIC 63The Documents screen ( REF _Ref298422216 \h fig. I - 63) allows you to store document images in a library that can later be used from the ‘Files’ tab of exams and patient profiles. Once this document library is created, you can attach a copy of any of the document images in it to the patient or exam record directly; without having to scan it or locate it in the computer file system. This copy of the document image can then be modified for each patient or exam and linked as an external file or stored in the database. To modify the document library, go to File > Setup > Documents/Images from the main application menu. fig. I - SEQ fig._I_- \* ARABIC 64To delete a document from the list, highlight its record and click the Delete button. Click Save and Close in the main application toolbar when you are finished with the Documents screen.Adding/Editing a DocumentNew documents can be scanned or loaded from your computer file system into the document library. Existing ones can be modified and replaced. To add or edit a document, follow these steps:Click the Add button to create a new document image record or select the record to be edited.At the bottom of the screen, with the new record selected, select a ‘Category’ and enter or update the document name in the ‘Document’ text box.Click the View… button to load the document image. An image editor (Fig. 61) will open. Use the Scan button to get an image from your document scanner or the open file button () to load a graphic file from your computer file system.Click the Save button in the lower right of image editor screen.Click Save and Close in the main application toolbar when you are finished with the Documents screen.Medicationsfig. I - SEQ fig._I_- \* ARABIC 65The Medications (File > Setup > Medications) screen ( REF _Ref298422578 \h fig. I - 65) allows you to define a list of commonly prescribed medications for physicians to use while prescribing. The most commonly used medications have already been added to this list. These medications appear in the Rx Pad screen that can be accessed by clicking theRx Pad… button from either the ‘Prescriptions’ tab of patient profiles or the ‘Assessment’ tab of exams. To add a medication, click Add and fill in the fields in the ‘Medication’ section at the bottom of the screen. To delete a medication, click to highlight the appropriate medication and click Delete.NOTE: You have an option to assign a ‘Medication group’ to the medication being added. The list of medication groups can be edited in the Category setup screen (File > Setup > Categories) under the ‘Prescription Medication’ category group.Click the Save and Close buttons on the main toolbar after you finish with your changes in this screen.Marketingfig. I - SEQ fig._I_- \* ARABIC 66The Marketing screen ( REF _Ref298422909 \h fig. I - 66) allows you to setup marketing promotions. You can access this screen by going to File > Setup > Marketing from the main menu. To add a new promotion, click Add and fill in the ‘Marketing Details’ section. If you have multiple locations, select the ‘Location’ where the promotion is valid (if you leave this blank, the promotion will be good for every location). Enter a ‘Code’ to identify the promotion and a ‘Source’ such as the publication where it was advertised or the group or organization that it was targeted to. Select a marketing type from the following options:A fixed-price ‘Package’: a package is a combination of items sold at a fixed price. For example, an “$199 Exam and Eyeglasses” package would include the exam service, a frame and two spectacle lenses for $199.A ‘Discount’ on an item or combination of items: this can be a percentage and/or a fixed dollar amount discounted from a combination of items. For instance, a “20% OFF Single Vision Eyeglasses” discount would add together the prices for the frame and single vision lenses and take 20% off that total in an order.A discount on the ‘Whole Order’: this will give a percentage and/or a fixed amount discount based on the total amount of the order. Thus, you could have a “20% OFF Order” discount that would be calculated based on the total for the entire order before tax.‘Item Level’: this will allow users to create multiple discounts for the same marketing code at a detail level. A discount formula can be set up for each item in the marketing code.For ‘Package’, ‘Whole Order’ and ‘Item Level’ additional configuration is required in the REF _D2HTopic_2188 \h \* MERGEFORMAT Marketing Detail screen, which you can access by clicking the Detail… button and is covered in the next section.NOTE: Make sure that the ‘And’ checkbox is checked when applying both a ‘Percentage discount’ and an ‘Amount discount’ simultaneously.Marketing discounts will be available for the date ranges that you specify in the ‘Valid Dates’ section. If the current date is not within one of the ranges specified for a given discount, that discount cannot be selected in any order. This is particularly useful if you have promotions that are seasonal in nature or that you phase in and out often.NOTE: Discounts are applied at sale time by selecting the marketing ‘Code’ from the ‘Marketing’ drop-down in the order. The discount amount is added in negative as a separate line to the ‘Charges’ section of Quick Order or the ‘Invoice’ tab of the full order screen. See Chapter 7 for more information on Orders.Marketing Detailfig. I - SEQ fig._I_- \* ARABIC 67The Marketing Detail screen ( REF _Ref298422940 \h fig. I - 67) allows you to link the marketing promotions that you saw in the previous section with certain inventory items. You can access this screen by going to File > Setup > Marketing Detail from the main menu or by clicking the Detail… button from the Marketing screen. In the Marketing Detail screen you can select a promotion in the ‘Marketing’ data grid and specify the inventory items that it applies to in the ‘Marketing Items’ grid. To do this, click the Add button and select an ‘Item type’. Depending on the ‘Item type’ that you select, you will have some additional options as follows:“Contact Lens”: For a promotion designed to include a specific manufacturer, select it from the ‘Manufacturer’ drop-down box; if it is also specific to a particular lens, select it from the ‘Lens name’ dropdown box. If the promotion applies to all contact lenses, leave both of these blank. Enter a figure into the ‘Minimum quantity’ field to define how many contact lens boxes need to be ordered for the promotion to be applicable.“Frame”: For a promotion designed to include a specific frame manufacturer, select it from the ‘Manufacturer’ drop-down box. Select in the ‘Status’ drop-down box whether the Frame is “Discontinued” or “Active” and fill in the ‘Maximum price’ for frames included in this promotion. If the promotion applies to all frames, leave these fields blank. Enter a figure into the ‘Quantity’ field to define how many frames must be ordered for the promotion to be applicable.“Spectacle Lens”: For a promotion designed to include a particular lens style only, select an option from ‘Style’ dropdown box. Leave this box blank if the promotion applies to any lens style. Enter the ‘Minimum quantity’ of lenses that must be ordered for the promotion to be applicable.“Other”: For a promotion designed for a specific ‘Category’, select one from the corresponding dropdown box. You can make the promotion even more specific by selecting an item from the ‘Name’ dropdown box. Specify the ‘Quantity’ of “Other” items that must be specified in the order for the promotion to be applicable.Click the Save and Close buttons on the main application toolbar after you are done making changes to this screen.Required Fieldsfig. I - SEQ fig._I_- \* ARABIC 68The Required Fields screen (File > Setup > Required Fields) ( REF _Ref298422988 \h fig. I - 68) allows you to specify which fields are required when entering information in the patient profile and order screens. When a user is working in one of these screens, if he does not enter any data in a field that you have designated as required, the field will be highlighted in red and the user will be prompted to fill it before the patient profile or order can be saved.To designate a field as required in the Required Fields screen, check the ‘Required’ checkbox next to the appropriate ‘Field’ name. Patient’s ‘First name’ and ‘Last name’ are required by the system when you are entering a new patient record; that is why you cannot uncheck their ‘Required’ checkboxes.Click the Save and Close button on the main toolbar after you are done making changes to this screen.Patient Custom Fieldsfig. I - SEQ fig._I_- \* ARABIC 69The Custom Fields screen (File > Setup > Patient Custom Fields) ( REF _Ref298423034 \h fig. I - 69) allows you to keep track of patient information that cannot be entered elsewhere in the program. My Vision Express already provides fields to record most patient data. It also provides 50 custom fields that you can configure to collect additional data for patient records. Custom field data is entered in the Custom Fields tab under the Patients module. For more information, refer to Chapter 4.Click to highlight the custom field record you want to modify and specify the ‘Field Name’ and ‘Display Name’. The ‘Display Name’ is the name for the field on the patient record. If you want the custom field to display in the patient record, make sure the ‘Display’ checkbox is checked. Click the Save and Close button on the main toolbar after you are done making changes to this screen.ExamsThe Exams or EMR module allows you to keep electronic records of your patients’ examinations. The Exam screen (see Chapter 5) allows you to create and modify eye exams for your patients. This section covers how to setup the options and features that you use in that screen. For the most part, the information entered during this process does not change frequently and will only need to be set up once. The Exam setup submenu consists of eight options accessible by going to File > Setup > Exam from the main menu.Alertsfig. I - SEQ fig._I_- \* ARABIC 70This feature that allows you to setup alerts for certain patient conditions that will be displayed when a specific medication (or combination of medications) is being prescribed.To setup a new alert do as follows:Open the Patient Alerts screen ( REF _Ref298423079 \h fig. I - 70) by going to File > Setup > Exam > Alerts on the main menu.Click the Add button to specify a new alert.Type in the alert ‘Description’ and ‘Message’ in the appropriate text boxes and enter the ‘Age’, ‘Ethnicity’ and ‘Race’ constraints for the alert at the bottom of the screen.With the alert selected click on the Details button to add the alerts ‘Problem’, ‘Medication’, and ‘Laboratory Test Results’ on the corresponding tabs.fig. I - SEQ fig._I_- \* ARABIC 71Exam Categoriesfig. I - SEQ fig._I_- \* ARABIC 72The Exam Category screen (File > Setup > Exam > Category) ( REF _Ref298423180 \h fig. I - 72) allows you to select which categories you want available for the “External Eye”, “Internal Eye” and “Review of Systems” areas of the Exam screen. The ‘Section’ drop-down box allows you to select one of these three areas so that you can edit the list of categories to be reviewed at exam time for it.To add a new category to the area selected, click the Add button. To remove a category from the list, click the Delete button. To copy a category, highlight its record and click Copy.In the ‘Category’ textbox, you can type the name of the category as it will appear in the Exam screen. Specify a ‘Sort Order’ to determine in what vertical position the category will display at exam time (the lower the sort order is, the higher the category will display on the list).If the category that you are editing belongs to the external or internal eye area, you can use the ‘Normal Text’ field to enter the text to be used in the exam notes when the category is marked as ‘NL’ (normal). NOTE: You can edit the list of options available for each category at exam time by going to File > Setup > Categories from the main menu and selecting the category groups starting with “External Eye”, “Internal Eye” or “Review of Systems”.Click the Save and Close buttons on the main application toolbar after you finish editing the categories.Exam Custom Fieldsfig. I - SEQ fig._I_- \* ARABIC 73The Exam Custom Fields screen (File > Setup > Exam > Custom Fields…) ( REF _Ref298423212 \h fig. I - 73) allows you to create unique data fields for specific information that may not be entered elsewhere in the exam. You can create up to 50 custom exam fields.You can specify the label displayed next to the field at exam time by typing it in the ‘Display Name’ column. Click the drop-down box in the ‘Data Type’ column to select the type of control to be used to collect data for the field from the following options:“AlphaNumeric” to use a text box where the user can type the custom field data at exam time, or “List” to use a combo box where the user can type or select an option from a dropdown list of predefined values to enter the customer field data at exam time. The predefined values in the dropdown list can be edited by clicking the List… button.NOTE: At exam time, you can enter the data for the custom fields under the ‘Custom’ tab on the Exam screen. When you finish with Exam Custom Fields screen, click OK to save your changes or Cancel to discard them.Educationfig. I - SEQ fig._I_- \* ARABIC 74In the Exam Education screen (File > Setup > Exam > Education…) ( REF _Ref298423253 \h fig. I - 74), you can load educational material that can be presented to the patient from the ‘Assessment’ tab of the Exam screen (by clicking Education… button). This material can be any type of media file that your computer system can display. You can specify a new educational document by clicking the Add button and filling in the ‘Name’, ‘Type’ and ‘Sort Order’ for the material. To specify the actual file containing the document that you want to use, highlight the record that it is going to be linked with and click the Browse… button to locate it in your computer’s file system.To delete an educational document, highlight its record and click Delete.To run a file associated with an educational document, click to highlight the appropriate row and click Run.When you are finished with this screen, click OK to save your changes or Cancel to discard them.Exam Equipment Interfacefig. I - SEQ fig._I_- \* ARABIC 75The Exam Equipment Integration (File > Setup > Exam > Equipment Interface…) screen ( REF _Ref298423288 \h fig. I - 75) allows you to setup examination equipment interfaces. These interfaces will capture readings and populate the corresponding exam fields.NOTE: New equipment interfaces must be setup and tested by an Insight Software, LLC representative. To activate a new equipment interface, click Import… and enter the activation code in the Equipment Activation screen. NOTE: If you do not have a valid activation code, please contact the My Vision Express Support Team by calling 8778827456 (Option 2).To delete an equipment interface, highlight the appropriate interface and click Delete.To modify an equipment interface, highlight the appropriate interface and edit the fields in the bottom half of the screen.When you are finished with this screen, click OK to save your changes or Cancel to disregard them.Available InterfacesThe Exam module has many examination equipment interfaces available that eliminate the need for double data-entry and reduce errors. For pricing information please visit our website at: 3 below contains a listing of the equipment supported as of the time this manual was published. For an up to date list of supported equipment, please visit: 3 - Equipment Interfaces Available for My Vision ExpressCompanyEquipmentIntegrationInformationMarco? RT-2100 (TRS-2100 or EPIC 2100), RT-5100 (EPIC 5100), or RT-900 (Evolution) and one or a combination of the following:? LM-500 Lensmeter? LM-600 Lensmeter? LM-1000 Lensmeter*? LM-1200 Lensmeter*? Spectrum (VL-3000) Lensmeter? AR-20 Autorefractor? ARK-30 Autorefractor/Keratometer*? ARK 510A Autorefractor/Keratometer*? ARK-530A Autorefractor/Keratometer*? ARK-560A Autorefractor/Keratometer*? ARK-700A Autorefractor/Keratometer*? ARK-730A Autorefractor/Keratometer*? ARK-760A Autorefractor/Keratometer*? 3-D Wave (ARK-10000) Autorefractor/Keratometer? RKT-7700 (M3) Autorefractor/Keratometer/ Non-Contact Tonometer*? Tonoref-2 Autorefractor/Keratometer/ Non-Contact Tonometer *? NT-500 Tonometer? NT-2000 TonometerAll of the equipment is integrated with Marco Connect SoftwareThe equipment listed in bold in the "Equipment" column is required for integration with My Vision Express.The equipment listed with an asterisk (*) will interface with My Vision Express without a Marco digital refraction system.The equipment marked with a ? will interface with My Vision Express Web Hosted Solution.Insight Software, LLC is a certified Marco partner.Carl Zeiss Meditech, Inc.? HARK-599 Autorefractor/Keratometer*? LA-350 and LA-360 (Humphrey) Lens Analyzer*Stratus OCT 6.0**Cirrus OCT 4.0**Visante OCT 3.0**HFA II-i 4.2.2**Atlas 9000 3.0**IOL Master 5.4**Visucam 4.1 & 4.2**FF450 &Visupac 4.3 & 4.4.1**The equipment listed with an asterisk (*) will be a Direct Integration with My Vision ExpressThe equipment listed with two asterisk (**) will be interface with FORUM 2.0. For more information about FORUM 2.0, please contact Zeiss Meditech.The equipment marked with a ? will interface with My Vision Express Web Hosted Solution.Carl Zeiss Visioni.TerminalDirect Integration with all equipment listedThe iTerminal requires Miro Client SoftwareOculusKeratographTwinfieldCenterfieldSynoptometerAnomaloscopeBinoptometerBinoptometer 3MesotestImageCamEasyfieldEasyGraphPentacamC-QuantPeriVisionIntegration with Oculus SoftwareThe Oculus software will only run in a 32-bit Windows Operating System.Tomey - USART-7000*The equipment listed with an asterisk (*) will be interface with Tomey-USA DataTransfer softwareHAAG-STREITOctopus 123*Octopus 300 Basic*Octopus 300 Pro*Octopus 301*Octopus 311*Octopus 900*The equipment listed with an asterisk (*) will be an interface with HAAG-STREIT Eye SuiteLombartDVS System 8.0Will be a connection with the DVS System 8.0 SoftwareTable 3 - Equipment Interfaces Available for My Vision Express (Continued)CompanyEquipmentIntegrationInformationTopcon Medical Systems? CV-5000 Digital Refractor, CV-3000 Digital Refractor, or CV-2500 Digital Refractor and one or a combination of the following:? CL-100 Lensmeter*? CL-200 Lensmeter*? CT-80 Tonometer*? KR-7000 Autorefractor/Keratometer*? KR-7000P Autorefractor/Keratometer*? KR-8000 Autorefractor/Keratometer*? KR-8000PA Autorefractor/Keratometer*? KR-8800 Autorefractor/Keratometer*? RM-7000 Autorefractor*? RM-8000 Autorefractor*? RM-8800 Autorefractor*SOFTWAREIMAGEnet 2000 & IMAGEnet LiteAll equipment is integrated Directly.The KR-8000PA is integrated Directly or thru Topcon Color Mapping Software.The equipment listed in bold in the "Equipment" column is required for integration with My Vision Express.The equipment listed with an asterisk (*) will interface with My Vision Express without a Topcon digital refraction system.The equipment marked with a ? will interface with My Vision Express Web Hosted Solution.IMAGEnet 2000/Lite: You must install IMAGEnet 2000 and IMAGEnet 2000 Lite software before you can use the integration with My Vision Express. Contact a Topcon representative for more details.EyeRoute by TopconImages will only be available for the following equipment:Accutome A-ScanBausch & Lomb OrbscanClarity RetCamCOAS HD Wavefront AnalyzerDigital Healthcare OculabEscalon/MRP OphthalvisionHeidelberg HRA2Heidelberg HRTII, HRT3I3 UltrasoundNidek MP1Nidek ConfocalNidek 3DXNidek NonMydOculus EasyfieldOIS WinstationOptikon KeratronOptos OptomapOTI OCT/SLOOTI UltrasoundQuantel UltrasoundSonomed UltrasoundTalia RTATopcon ImageNetVeris ERGVisx WaveScanEximer LaserZeiss Stratus OCTIIIDirect Integration with EyeRoute. EyeRoute is a Web-based image management solution; images can be accessed from a single web-based user interface. The software is fully HIPAA compliant and meets the highest network security requirements with high-end firewall protection. TelScreenSOFTWAREEyeRes 2000HuvitzCDR-3100 Digital Refractor, or HDR-7000 Digital Refractor, and one or a combination of the following:MRK-3100P Autorefractor/KeratometerHRK-7000 Autorefractor/KeratometerHRK-7000A Autorefractor/KeratometerCLM-3100P AutolensmeterCLM-4000 AutolensmeterHLM-7000 AutolensmeterAll of the equipment is integrated with CDRMate or HDRMate SoftwareThe equipment listed in bold in the "Equipment" column is required for integration with My Vision Express.The equipment listed with an asterisk (*) will interface with My Vision Express without a Huvitz digital refraction system.Eyemagination Video MappingsNOTE: This feature will only be available if you have licensed and installed the 3DEye Office software from Eyemaginations, Inc. For more information, you can contact Eyemaginations tollfree at 8773215481 or visit their website at .The Eyemagination Video Mappings (File > Setup > Exam > Eyemaginations Video Mappings…) screen allows you to setup the necessary mappings to display Eyemaginations educational videos from exams. These videos are preselected based on the procedure and diagnosis codes that are specified at exam time.My Vision Express installs a default list of video mappings. You can map the video file in the ‘File Name’ column to the procedure code in the ‘CPT’ column and/or the diagnosis code in the ‘ICD9’ column. You can also specify an ‘Animation Name’ and duration in minutes (‘Time’) for each video.To add a new mapping, click Add and fillin the corresponding information in the new row. To delete a mapping, click to highlight the appropriate record and click Delete. NOTE: At exam time, to display the videos, click the Eyemaginations… button in the ‘Assessment’ tab of the Exam screen.When you finish with Eyemagination Video Mappings screen, click OK to save your changes or Cancel to discard them.Low Vision Questionsfig. I - SEQ fig._I_- \* ARABIC 76The Exam Low Vision Questions Setup screen (File > Setup > Exam > Low Vision Questions…) ( REF _Ref298423334 \h fig. I - 76) allows users to edit the list of questions asked to patients during a low vision exam. The questions can be viewed on the exam in the ‘Task Analysis’ and ‘Plan and Assessment’ sections of the ‘Low Vision’ tab.To modify the low vision question list:Select from the ‘Task Analysis’ or the ‘Plan and Assessment’ radio buttons in the ‘Section’ group box at the top of the Exam Low Vision Questions Setup screen to edit the questions for the corresponding sections of the ‘Low Vision’ tab in the Exam screen.To enter a new question, click the Add button and specify the ‘Question Category’, ‘Question’ and ‘Sort Order’ columns. The ‘Sort Order’ column determines the position in which the question shows up at exam time. The lower the value in that column, the higher the position for the question. You can also select an existing question record and edit the values directly on the data grid.To remove a question from the list, select it in the data grid and click the Delete button.To modify the answer choices from any given question, select the question in the data grid and click the Values… button. In the Exam Low Vision Answer Choices screen that opens up:Click the Add button and fill in the ‘Choices’ and ‘Sort Order’ column to add an answer choice.To remove a choice, highlight it and click the Delete button.Click OK to save your changes or Cancel to disregard them.When you are finished with the Exam Low Vision Questions Setup screen, click OK to save your changes or Cancel to disregard them.Stampsfig. I - SEQ fig._I_- \* ARABIC 77The Stamp Setup (File > Setup > Exam > Stamps) screen ( REF _Ref298423389 \h fig. I - 77) allows you to save reusable text and images into the database that can then be used for drawings in the ‘External’, ‘Internal’ and ‘Contacts’ tabs of the Exam screen. To delete a stamp, click on its record to select it and then click Delete.To edit an existing stamp, click to highlight the appropriate record and click Edit… or simply double click on the record. Depending on whether you are editing a text stamp or an image stamp, either the Edit Text Stamp Properties or the Edit Image Stamp Properties screen will open.Text StampsTo add a new text stamp to the list, click Create Text… button.In the Create Text Stamp (or Edit Text Stamp Properties) screen, enter a ‘Stamp Name’ in the field provided and, in the ‘Stamp Text’ field, the actual text that you want to stamp at exam time. If you want to merge-in one of the fields available in the ‘Data’ drop-down box with the stamp text, select the field that you want and click the Add button. Use the Font… button to specify the parameters of the font to be used with the stamp.If you want to link your stamp to specific services and/or diagnoses, click to highlight the ‘Linked Services’ and ‘Linked Diagnosis’ drop-down boxes. The stamp can be linked to up to three services and/or diagnoses. At exam time, when you use the stamp, any service and/or diagnosis linked to it will be automatically entered in the procedure code and diagnosis sections of the ‘Assessment’ tab respectively.When you finish with the screen, click OK to save your changes or Cancel to discard them.Image StampsTo add a new text stamp to the list, click Create Image… button.In the Create Image Stamp (or Edit Image Stamp Properties) screen, enter a ‘Stamp Name’ in the field provided. Use the Browse… button to locate the graphic file containing the image to be used with the stamp. The graphic file can be in JPG, BMP, DIB, ICO, WMF, GIF or PNG format.If you want to link your stamp to specific services and/or diagnoses, click to highlight the ‘Linked Services’ and ‘Linked Diagnosis’ drop-down boxes. The stamp can be linked to up to three services and/or diagnoses. At exam time, when you use the stamp, any service and/or diagnosis linked to it will be automatically entered in the procedure code and diagnosis sections of the ‘Assessment’ tab respectively.When you finish with the screen, click OK to save your changes or Cancel to discard them.Templatesfig. I - SEQ fig._I_- \* ARABIC 78The Exam Template screen (File > Setup > Exam > Template) ( REF _Ref298424081 \h fig. I - 78) allows you to create and tailor a template for each type of exam that you perform. Each template allows you to select the tabs that will be available in the Exam screen during an eye examination and to predefine many of the fields in that screen. Templates save time during the examination process and are a key element in the successful implementation of EMR in your office.To add an exam template, click Add and specify an ‘Exam Type’, ‘Name’ and ‘Description’ for this template at the lower portion of the screen. To remove an exam template, click to highlight the appropriate template and click Delete.To copy information from one exam template to create a new exam template, click to highlight the appropriate template and click Copy.In the ‘Display Tabs’ section, you can choose which exam tabs will be visible for this template by checking/unchecking the checkmarks next to their names. This feature allows you to reduce complexity by eliminating unnecessary tabs for any particular template. You can also change the order in which the tabs are presented in the Exam screen. To predefine the fields in an exam template, double click on its record or select it and then click Details…. An Exam window will open so that you can predefine the values for the template that you are editing. Not all fields in the exam can be predefined; only those that can be will be displayed while you edit the template. Click the Save and Close buttons on the main application toolbar after you are done predefining values in the Exam screen. Click the Save and Close buttons on the main application toolbar after you finish editing the templates in the Exam Template screen. Receipt/Statement Notesfig. I - SEQ fig._I_- \* ARABIC 79The Receipt/Statement Notes screen (File > Setup > Receipt/Statement Notes) ( REF _Ref298424103 \h fig. I - 79) allows you to modify the message displayed in the bottom portion of receipts and statements. You can setup as many notes as you need and – at run time – choose one of them to print with each receipt or statement. To add a new statement note, click Add and fill-in the following information in the lower half of the screen:Enter the ‘Name’ of the statement note. The text entered here will display as an option in the receipt or statement note drop-downs provided at run time.From drop-down box provided, select the ‘Location’ where the note will be available if you have more than one location.If you want to make the statement note the default note to be printed at the bottom of every receipt for the specified location, make sure the ‘Default’ checkbox is checked.Enter the text that will actually appear on the receipt in the ‘Message’ text field.To delete a statement note, click to highlight the appropriate note and click Delete.Click Save and Close the main application toolbar after you are done making changes to this screen. Changing Screens, Reports, Receipts and Labels with CustomizerStep 1Step 2Step 3Step 4fig. I - SEQ fig._I_- \* ARABIC 80The Customizer screen (File > Setup > Customizer) ( REF _Ref298424133 \h fig. I - 80) allows you to modify any existing label, report, or receipt in the system. It also lets you modify certain screens in the program. For printouts and modifiable screens, this module allows you to modify layouts, add and remove fields, change field colors and fonts, etc. You can create an unlimited number of layouts for every report or screen. You can assign a different customized view of a report or screen for every user security group.NOTE: For more information on reports, refer to Reports Use section. For information on generating reports, refer to the Generating Reports section.To create a new customization:Select File > Setup > Customizer from the main application menu to open the Customizer screen. In the ‘Manager’ tab, make a selection from the ‘Choose a report’ drop-down list.After you select the report you want to customize, the ‘Customizations’ and ‘Preview’ sections will be available. The ‘Customizations’ section displays all the available customization for the report and allows you to modify or create new customizations. Click the New customization link to create a new customization.You will be prompted to name the customization in the ‘New customization name’ field. Click OK when you are finished entering the name and return to the Customizer screen.Once you finish entering the report name, a new customization tab is displayed with the name that you just assigned. Customization tabs are divided into two sections: the left portion of the tab displays the layout of the report and the right portion displays the properties for the items selected in the left portion.The layout portion is divided into the following four section types:Header: Items that you put in this section of the layout will appear on the top section of every page for this customization. The ‘Special Actions’ properties subsection allows you to create a grouping expression by clicking create a new group under this group link. Clicking this link, causes the datawindow.header screen to display so that you can build the grouping expression for the data generated by the report.Details: Items in that you place in this section display the detail lines for the report.Summary: Any items that give totals or are cumulative for the entire report should be listed here, as they will only be displayed at the end of the report.Footer: Items placed in this section of the layout will appear on the bottom section of every page that this report layout generates.You can select an existing item by clicking on it. To select multiple items, press and hold the [Ctrl] key on your keyboard while you click on them. You can also select multiple items that are adjacent to each other by clicking on a blank space nearby and dragging to extend the selection rectangle until it touches the items in question.You can click and drag a selected item or group of items to reposition it in the report. When you have multiple items selected, you can use the Align, size or space selected objects button in the toolbar to facilitate proper formatting.fig. I - SEQ fig._I_- \* ARABIC 81Right clicking in selected items will give you a pop-up menu with the following options:Delete: Removes the selected item or items from the report. This can also be achieved by pressing the [Delete] key on your keyboard or by clicking the Delete selected objects button in the toolbar.Copy: Copies the selected item or items from the report. This can also be achieved by pressing the [Ctrl] + [C] key combination on your keyboard or by clicking the Copy selected objects button in the toolbar. You can subsequently right-click on any blank space in the report and select the option to Paste or press [Ctrl] + [V] on your keyboard or click the Paste button in the toolbar.Bring to top: Brings the selected item or items to the top layer of the report. This can also be achieved by clicking the Bring selected objects to top button in the toolbar.Send to back: Sends the selected item or items to the bottom layer of the report. This can also be achieved by clicking the Send selected objects to back button in the toolbar.Right clicking on any empty space in the report, will give you the option to create a New control. A control can be of the following:Text: Adds a new label to the report that will allow you to enter any static text by modifying the ‘Text’ property of the object.Column: Opens the Choose a column screen to allow you to choose one of the available database table columns to add to the report. These are values stored in the database and their descriptions are usually self-explanatory. Columns that are being used elsewhere in the report, display a yellow column icon in front of their pute: Opens the Compute screen to allow you to create custom expressions using columns, other computes in the report and functions. The Compute screen is divided into two portions: the expression and items available to create an expression. The ‘Expression’ section displays the logical expression for the current compute object. The lower portion of the screen is divided into four tabs that allow you to select the terms to build an expression:‘Columns’: here you can select available database table columns.‘Computes’: you can select existing computes from the current report.‘Functions’: you can construct different types of functions to process your data.‘Constants’: you can select constant values for use in functions or elsewhere in the compute ‘Expression’.NOTE: The compute ‘Expression’ must be a valid logical expression. To verify this, click the Check button.fig. I - SEQ fig._I_- \* ARABIC 82Line: Lets you draw a straight line on the report.Ellipsis: Lets you draw an ellipsis on the report.Rectangle: Lets you draw a rectangle on report.Round Rectangle: Lets you draw a rounded rectangle on the report.Button: Allows you to add a button to the report. You cannot add functionality to the button, but you can request that the My Vision Express development team add it for you.Image: Allows you to add a static image to the report.Group Box: Allows you to add a group box to the report. A group box allows the user to group other controls into a container which has group properties that can be set. This is of limited use to you, but can be used by the My Vision Express development team to add specific functionality.Report: Allows you to embed an existing report into the report being edited.You can save your changes by clicking the Save changes button on the toolbar. You can also use the Undo and Redo buttons in the toolbar to roll your changes back and forth.To modify the properties of the items on the report, you can select the item and then modify its properties in the ‘Properties’ section. In this section, you have three buttons; the first button organizes the properties by category; the second has organizes them alphabetically and the third hides or displays advanced properties.The most important controls and their most important properties are listed below:Text Control?General?NameThe name of the text control.Tag(exp) The tag text for the text control.HidesnakedWhether the control appears once per page when printing newspaper columns.Visible(exp) Whether the control is visible.Border(exp) The type of border around the text control.AlignmentThe alignment of the text.Text(exp) The displayed textPointer?Pointer(exp) The pointer image when it is over the text control.HTML?Link(exp) A URL that is the largest of a link (HTML anchor element) generated for each data item in the column or for the specified control. The text or user-visible part of the link will be the data value in the column, the value of the computed field, the text in the Text control, or the image of a Picture control.Link target(exp) The name of a target frame or window for the hyperlink (HTML A element) specified in the Link property. The target is included using the TARGET attribute. You can use the Link Target property to direct the new page to a detail window or frame in a property to direct the new page detail window or frame a master/detail page design. If Link Target is null or an empty string (“”), then no TARGET attribute is generated.Link argumentsA string in the form; argname=’exp’{|argname=’exp’}… Argname is a page parameter to be passed to the server. Exp is a DataWindow expression whose value is a string. It is evaluated and converted using URL encoding and included in the linkargs string.Value is HTML(exp) A Boolean that, if true, allows the control contents (data value in a read-only column, the value of a computed field that is not calculated on the client, or the text in a Text control) to be generated as HTML. For XHTML, the control contents must be well-formatted XHTML.Append HTML syntaxHTML you want to append to the generated syntax for the rendering of a DataWindow control before the closing bracket of the HTML element for that control.Position?X(exp) The x coordinate of the text control.Y(exp) The y coordinate of the text control.Width(exp) The width of the text control.Height(exp) The height of the text control.Slide left(exp) Whether the text control moves left to fill space.Slide up(exp) How the text control moves up to fill empty space.MoveableWhether the user can move the text control.ResizableWhether the user can resize the text control.Autosize heightWhether the control’s height is adjusted to fit the data.Font?Face name(exp) A string specifying the name of the font face, such as Arial or Courier.Size(exp) The font size.Bold(exp) Whether the text should be bold. The default is no.Italic(exp) Whether the text should be italic. The default is no.Underline(exp) Whether the text should be underlined. The default is no.Strikethrough(exp) Whether the text should be crossed out. The default is no.Text color(exp) The text color.Background color(exp) A long expression specifying the color (the red, green and blue values) to be used as the control’s background color.Escapement(exp) An integer specifying the rotation for the baseline of the text in tenths of a degree. For example, a value of 450 rotates the text 45 degree, 0 is horizontal.Special Action?Resize to fit textResizes the control so that its full text is displayed.Column ControlGeneralNameThe name of the column.Database columnThe name of the database column.Tab orderHas no effect.Tag(exp) The tag text for the column.HidesnakedWhether the control appears once per page when printing newspaper columns.Visible(exp) Whether the column control is visible.Border(exp) The type of border around the column.Alignment(exp) The alignment of the column’s text.Protect(exp) Whether the column is protected from changes.PointerPointer(exp) The pointer image when it is over the text control.HTMLLink(exp) A URL that is the target of a link (HTML anchor element) generated for each data item in the column or for the specified control. The text or user-visible part of the link will be the data value in the column, the value of the computed field, the text in the Text control, or the image of a Picture control.Link target(exp) The name of a target frame or window for the hyperlink (HTML A element) specified in the Link property. The target is included using the TARGET attribute. You can use the Link Target property to direct the new page to a detail window or frame in a master/detail page design. If Link Target is null or an empty string (“”), then no TARGET attribute is generated.Link argumentsA string in the form:argname=’exp’{|argname=’exp’}… Argname is a page parameter to be passed to the server. Exp is a DataWindow expressing whose value is a string. It is evaluated and converted using URL encoding and include in the linkargs string.Value is HTML(does not apply to Picture controls) (exp) A Boolean that, if true, allows the control contents (data value in a read-only column, the value of a computed field that is not calculated on the client, or the text in a Text control) to be generated as HTML. For XHTML, the control contents must be well-formed XHTML.Append HTML syntaxHTML you want to append the generated syntax for the rendering of a DataWindow control before the closing bracket of the HTML element for that control.PositionX(exp) The x coordinate of the text control.Y(exp) the y coordinate of the text control.Width(exp) The width of the text control.Height(exp) The height of the text control.Slide up(exp) How the text control moves up to fill empty space.Slide left(exp) Whether the text control moves left to fill space.MoveableWhether the user can move the text control.ResizableWhether the user can resize the text control.Autosize heightWhether the control’s height is adjusted to fit the data.EditStyle type(Describe only) Returns the edit style of the column.Accelerator(exp) The accelerator key for the column.Format(exp) A string containing the display format of the edit control. The value for Format is quoted and can be a DataWindow expression.CaseThe case of the text in the edit control. Values are: Any - Character of any case allowed. Upper – Characters converted to uppercase. Lower – Characters converted to lowercase.LimitA number specifying the maximum number of characters (0 to 32,767) that the user can enter. Zero means unlimited.Auto selectionWhether to select the contents of the edit control automatically when it receives focus. Values are: Yes – Select automatically. No – Do not select automatically. You can use AutoSelect with SyntaxFromSQL. The setting applies to all the columns in the generated syntax.Display onlyWhether the column is display only. Values are: Yes – Do not allow the user to enter data; make the column display only. No – (Default) Allow the user to enter data.Show focus rectangleWhether a dotted rectangle (the focus rectangle) will surround the current row of the column when the column has focus. Values are: Yes – (Default) Display the focus rectangle. No – Do not display the focus rectangle. You can use FocusRectangle with Syntax Form SQL. The setting applies to all the columns in the generated syntax.Empty string is nullWhether to set the value of the edit control to null when the user leaves it blank. Values are: Yes – Make the Empty string null. No – Do not make the empty string null.PasswordWhether to assign secure display mode to the column. When the user enters characters, they display as asterisks (*). Values are: Yes – Assign secure display mode to the column. No – Do not assign secure-display mode to the column. If you change the Password property, you should also change the Format property to display the results you want (for example, *****).RequiredWhether the column is required. Values are: Yes – It is required. No – It is not required.Auto horz scrollWhether the edit control horizontally automatically when data is entered or deleted. Values are: Yes – Scroll horizontally automatically. No – Do not scroll horizontally automatically. You can use AutoHScroll with Syntax From SQL. The setting applies to all the columns in the generated syntax.Auto vert scrollWhether the edit box scrolls vertically automatically when data is entered or deleted. Values are: Yes – Scroll vertically automatically. No – Do not scroll vertically automatically.Horz scrollbarWhether a horizontal scroll bar displays in the edit control. Values are: Yes – Display the horizontal scroll bar. No – Do not display the horizontal scroll bar.Vert scrollbarWhether a vertical scroll bar displays in the line edit. Values are: Yes – display vertical scroll bars. No – Do not display vertical scroll bars.Use code tableWhether the column has a code table. Values are: Yes – Code table defined. No – No code table defined.ValidateWhether the code table will be used to validate user-entered values. Values are: Yes – Use the code table. No – Do not use the code table. Painter: Validate option, available when Use Code Table is selected.FontFace name(exp) A string specifying the name of the font face, such as Arial or Courier.Size(exp) The font size.Bold(exp) Whether the text should be bold. The default is no.Italic(exp) Whether the text should be italic. The default is no.Underline(exp) Whether the text should be underlined. The default is no.Strikethrough(exp) Whether the text should be crossed out. The default is no.Text color(exp) The text color.Background color(exp) A long expression specifying the color (the red, green and blue values) to be used as the control’s background color.Escapement(exp) An integer specifying the rotation for the baseline of the text in tenths of a degree. For example, a value of 450 rotates the text 45 degrees. Zero is horizontal.FormatFormat(exp) The column’s display format. Ex: If you want to add text to a numeric display format and use a color attribute, you must include the escape character (\) before each literal in the mask. Such as: [red]\D\e\p\t:###Special ActionResize to fit the fontResize the control so that full text is displayed with the font size selected. Computed Fields?General?NameThe name of the column.Tag(exp) The tag text for the text control.HidesnakedWhether the control appears once per page when printing newspaper columns.Visible(exp) Whether the control is visible.Border(exp) The type of border around the text control.AlignmentThe alignment of the pute expressionThe expression of the computed field.Pointer?Pointer(exp) The pointer image when it is over the text control.HTML?Link(exp) A URL that is the target of a link (HTML anchor element) generated for each data item in the column or for the specified control. The text or user-visible part of the link will be the data value in the column, the value of the computed field, the text in the Text control, or the image of a Picture control.Link target(exp) The name of a target frame or window for the hyperlink (HTML A element) specified in the Link property. The target is included using the TARGET attribute. You can use the LinkTarget property to direct the new page to a detail window or frame in a master/detail page design. If LinkTarget is null or an empty string (“”), the no TARGET attribute is generated.Link argumentsA string in the form:argname=’exp’{|argname=’exp’}… Aragname is a page parameter to be passed to the server. Exp is a DataWindow expression whose value is a string. It is evaluated and converted using URL encoding and included in the linkargs string.Value is HTML(does not apply to Picture controls) (exp) A Boolean that, if true, allows the control contents (data value in a read-only column, the value of a computed field that is not calculated on the client, or the text in a Text control) to be generated as HTML. For XHTML, the control contents must be well-formed XHTML.Append HTML syntaxHTML you want to append to the generated syntax for the rendering of a DataWindow control before the closing bracket of the HTML element for that control.Position?X(exp) The x coordinate of the text control.Y(exp) The y coordinate of the text control.Width(exp) The width of the text control.Height(exp) The height of the text control.LayerSlide up(exp) How the text control moves up to fill empty space.Slide left(exp) Whether the text control moves left to fill space.MoveableWhether the user can move the text control.ResizableWhether the user can resize the text control.Autosize heightWhether the control’s height is adjusted to fit the data.Font?Face name(exp) A string specifying the name of the font face, such as Arial or Courier.Size(exp) The font size.Bold(exp) Whether the text should be bold. The default is no.Italic(exp) Whether the text should be italic. The default is no.Underline(exp) Whether the text should be underlined. The default is no.Strikethrough(exp) Whether the text should be crossed out. The default is no.Text color(exp) The text color.Background color(exp) A long expression specifying the color (the red, green and blue values) to be used as the control’s background color.Escapement(exp) An integer specifying the rotation for the baseline of the text in tenths of a degree. For example, a value of 450 rotates the text 45 degrees. Zero is horizontal.Format?Format(exp) The column’s display format. Ex: If you want to add text to a numeric display format and use a color attribute, you must include the escape character (\) before each literal in the mask. Such as: [red]\D\e\p\t\:###Child Report?General?NameThe name of the report.Tag(exp) The tag text for the report.HidesnakedWhether the control appears once per page when printing newspaper columns.Visible(exp) Whether the control is visible.Border(exp) The type of border around the text control.ReportName of the datawindow to which the report refers.ArgumentsThe filter criteria passed from the parent report to query the appropriate child report.Pointer?Pointer(exp) The pointer image when it is over the text control.Position?X(exp) The x coordinate of the text control.Y(exp) The y coordinate of the text control.Width(exp) The width of the text control.Height(exp) The height of the text control.Slide up(exp) How the text control moves up to fill empty space.Slide left(exp) Whether the text control moves left to fill space.MoveableWhether the user can move the text control.ResizableWhether the user can resize the text control.Autosize heightWhether the control’s height is adjusted to fit the data.Special Actions?Choose a customization for this reportAllows the user to select a customizations created for this child report. This customization will be applied to this portion of the parent report for this customization of the parent report.Once a custom layout has been created you will have additional options available in the Manager tab: Rename the customization, Duplicate the customization, Modify the customization, Delete the customization, Export the customization and Affect customizations. All of the above options are straight forward except the Affect customizations. The Affect customizations link allows users to set up security rules for the selected customization. Click the Affect customizations link to open the Reports Affections screen. In the Reports Affection screen, all the security groups set up in the system are displayed. For the selected customization, the user can select whether the customization is available for that group and/or if it is the default layout. To filter the security group list, click Filter and make a selection from the Name, Security Group, Available and/or Default drop-down lists. When you are finished click OK to apply the filter. If you do not want to apply the filter, click Cancel. To remove a filter, click Clear filter. To save the changes, click OK. To exist without saving the changes, click Cancel. To make the selected customization the default for all security groups, click Default All. To remove the selected customization as the default for all security groups, click Default None.Click the Run preview link to display a preview of the selected customization.Click the Refresh link to refresh the selected customization if any changes were made to it. A report from the system’s Report List shows the usual characteristics and some advanced features that can be used to modify a standard report from My Vision Express. Users can customize this report so that instead of printing out a separate page for each doctor and date they instead group the appointments only by doctor. Further, the report will have no page break but instead be a continuous listing of the entire appointments schedule for one doctor then listing all the appointments for the next doctor etc. For this example, the Calendar Appointments report will be customized.To customize the Calendar Appointments reportsSelect File > Setup > Customizer from the main application menu to open the Customizer screen.Select Calendar – Appointment List from the Choose a report drop-down list.Click New Customization and select the name for your customization.You will notice that this report has a report grouping based on calendar date and resource. This grouping assures that when the report is ran it organizes the report by appointment date for each doctor. We will modify this grouping so that it just groups them by doctor and ignores the date. Currently, when the report is printed it prints the header of the calendar date and resource for each group of appointments for a doctor. Once modified, the header will just contain the doctor’s name and then list ALL appointments for this doctor instead of appointments for this doctor on a specific date. Click on the gray line labeled 1: Header. This line displays the details regarding this group. Click the green icon of the Group definition property under General to open the datawindow.header screen. In this screen, you have an expression that dictates how the report is organized. In the expression section, you have listed the values which you would like to use to group your results. In our case, these values are currently “calendarmaster_calendar_date” and “resources.” This expression assures that all the appointments pulled up by the report are organized so that they are displayed according to doctor and “calendarmaster_calendar_date.” We will modify this report so that calendar is not used to group the report. Instead, all scheduled appointments will only be grouped by the doctor, i.e. all appointments for a doctor will be listed under that doctor will not be organized by doctor and “calendarmaster_calendar_date.” To do this in the expression section, remove “calendarmaster_calendar_date.” In the Expression section, delete the calendar_date since it is not being used in the grouping anymore and click OK.In the properties section, uncheck the New page on break checkbox under General. This will make the report continuous instead of breaking for each new group, i.e. it will not start a new page for each set of a doctor’s appointments. The functional changes to the report have been made. Now if you would like to change the appearance of the report you can move items in the layout around so that they appear how you would like them to appear on the report. You can right-click to select the Text, Columns or Compute controls and edit their font properties, background color, etc.Save by clicking the Save changes button on the layout toolbar. To assign this new customization as either a default layout or to specific security group, click the Manager tab and then click Affect Customizations. In the Affect Customization screen, modify the properties as you see appropriate. Click OK to save the changes. To preview the new layout of the report, click the Run Preview link in the Preview section.The standard labels from the system’s Report List can also be customized. For this example, the Patient File Folder label will be customized.Select File > Setup > Customizer from the main application menu to open the Customizer screen.Choose the Lab Copy - Patient File Folder label you want to edit from the drop down menu.Click New Customization and select the name for your customization.Right-click on the screen and select New control > Text.On the right you will see a property box for the selected item. Rename the field Text to Birth date under General.You will need to adjust the width which can be done via the property box Width field under Position or by clicking and dragging the end of the text box you just made. You will see a two-way arrow when you can expand it.If you wish to change the Face name, Size or Text color, these options are found in the property box on the right under Font. Click and drag your text to whatever position you wish it to be in.Right-click on the screen again and select New control > Column to open the Choose a column screen.Expand the selection under Contacts and select Birthdate. Click OK to add the column.Click and drag the field to the location you want on the screen and adjust the format of the text like you did for the birth date text label.Save by clicking the Save changes button on the layout toolbar.At the top of the screen, click the Manager tab and click Run preview in the Preview section to view how your new label will look. Make any formatting changes as needed.Lab Copies are more complicated report types because are constructed of multiple child reports on a parent report. However, users can modify reports with child-parent relationships and recognize them from the Report drop-down list. For this example, the Spectacle Lens lab copy will be customized. To customize receipts and lab copies:Select File > Setup > Customizer from the main application menu to open the Customizer screen.From the Choose a report drop-down list, select Lab Copy – Spectacle Lens (Master).Click New Customization and select the name for your customization.Enter a name for the customization and click OK. The parent report of the Spectacle Lens lab copy is displayed. You will notice that this parent report is comprised of various other child reports that include: d_patientreceipt_patient_lab_new, d_labcopy_items_new, d_rp_labcopy_bottom_new, d_rp_ordersdetail_frame_spectaclelens and d_labcopy_items_treatments.To modify the parent report used in the system, each child report must be modified to make changes to that section of the parent report. For example, if you want to change how lens treatments are displayed, you must first modify the d_labcopy_items_treatments child report and then use that customization on this report. In the Manager tab, select Lab Copy – Lens Treatment from the Choose a report drop-down list. Click New Customization and select the name for your customization. Enter a name for the customization and click OK.The Lens Treatment child report is displayed. Here you can modify the child report like any other report in the system. In this example we’ll change the font size and color of the Lens Treatment text control. Click the Lens Treatment textbox. In the properties section, change the font properties Size to 20 and Text color to Blue under Font. Save by clicking the Save changes button on the layout toolbar. In the parent report tab, select the d_labcopy_items_treatments child report. In the Special Actions properties section, click on the choose customization for this report link to open the Choose a customization screen. Select the newly created child report customization from the Choose a customization drop-down list and click OK. Now this section of the parent report has the changes made in the child report.Save by clicking the Save changes button on the layout toolbar.Click the Manager tab to preview the changes made to the parent report and select the Lab Copy – Spectacle Lens (Master) report. Click the Run preview link. A screen will pop up asking you what order you would like to preview. Enter an order ID for an Order with Lens Treatments. Enter the number 1 for the Address Display. A Lab Copy is generated with the Lens Treatment section modified to reflect the changes of the modified child report. This is the child report used to build this customization of the parent report. VisionWeb SetupThe VisionWeb Utility screen you to setup the VisionWeb interface so that you can place online orders conveniently to suppliers. You can also the VisionWeb Utility screen to perform several maintenance and configuration procedures for the RouteOne interface. From the VisionWeb Utility screen (Tools > VisionWeb Utility) you can:Map your inventories and check and edit the order status. Click the VisionWeb Setup… button to open the RouteOne setup screen and do this.Process all pending orders and send them to VisionWeb by clicking the Process Orders in Queue button.Generate a report showing the status of sent orders. To do this, click Get Order Status to open the VisionWeb Order Status screen. Click Close when you are finished to return to the VisionWeb Utility screen.Show the number of pending orders and the number of orders in the Order Status folder by clickingReport Pending Orders…. My Vision Express will open a prompt displaying the number of orders. Click OK when you are finished to return to the VisionWeb Utility screen.Clear all saved data on orders from the RouteOne folder by clicking Clear All Folders.Clear all processed files from the RouteOne folder by clicking Clear Processed box Folder.Clear all saved OrderStatus data from the RouteOne folder by clicking Clear OrderStatus Folder.Clear all stored error messages from the RouteOne folder by clicking Clear Error Box Folder.Clear all stored reviews from the RouteOne folder by clicking Clear Review box Folder.As part of the My Vision Express setup process for VisionWeb, you must also: Enter the path for the RouteOne‘s installation folder in the ‘System Settings’ tab of the Company Information setup screen (File > Setup > Company Information) in My Vision Express. For more information, refer to the Company Information section of Chapter 1. Add your VisionWeb labs to the list of Suppliers/Labs setup screen (File > Setup > Supplier/Lab). VisionWeb will provide you with a ‘Login’ and ‘Password’ that must be entered on this screen. For more information, refer to the Suppliers/Labs section of Chapter 1. Insurance Companiesfig. I - SEQ fig._I_- \* ARABIC 83The Insurance screen (File > Setup > Insurance) ( REF _Ref298927652 \h fig. I - 83) allows you to enter the contact and insurance submission information of the insurance companies accepted by your practice. The insurance companies entered here will be available throughout the application to setup patient profiles, orders, claims, insurance payments, etc.When editing the list of insurance companies:To add an insurance company, click Add and enter the insurance company’s information in the corresponding text fields in the ‘Insurance Details’ section.To remove an insurance company from the list, select it and click the Delete button.NOTE: If the insurance company has been assigned to a patient profile or an order, it cannot be deleted.To add an Insurance Plan to a corresponding insurance company, click to highlight the company and click Plans. For more information, refer to the Insurance Plans Setup section.If you want the insurance company to appear in the various insurance company listings throughout the application, make sure the ‘Active’ checkbox is checked.If you want the insurance company to appear in the ‘Insurance’ drop-down box in the order screens, regardless of whether it has been added to the patient profile or not, check ‘Available in Orders’. For more information, refer to Chapter 7.NOTE: It is recommended that you leave the ‘Available in Orders’ checkbox unchecked. That way, you would have to add the insurance company to the patient profile before you can use that insurance company in an order for that patient. This helps you prevent the wrong the wrong insurance company from being selected at order time. Select the corresponding ‘Insurance type’ from the drop-down list in the ‘CMS 1500’ section.Click the Save and Close buttons on the toolbar after you are done making changes to this screen. A warning will notify you that you need to restart the application before the changes take effect.If you have the Eyefinity Interface and would like to import insurance information from a list of valid Eyefinity payers, make sure your list of valid Eyefinity insurers is up-to-date. Select File > Setup > Insurance from the main application menu and click the Import button to open the Insurance Carriers screen. Select the Eyefinity radio button and click the Refresh VSP List button. My Vision Express will prompt you when it is finished downloading the current insurance carrier list. To import from Eyefinity:Select File > Setup > Insurance to open the Insurance screen.Click Add and enter the insurance company’s information in the corresponding text fields in the ‘Insurance Details’ section.If you have the Eyefinity Interface and would like to import insurance information from valid Eyefinity payers, click Import… to open the Insurance Carriers screen. Click to highlight the insurance company you want to import and click Import. The imported information will include the insurance company’s ‘Name’ and ‘Payer ID’.NOTE: Before clicking Import…, make sure you have click Add on the Insurance screen and create a new record first. If a different insurance company is highlighted while you are importing an insurance company from Eyefinity, it will overwrite that record. To filter Eyefinity insurance carriers, click Filter… to open the Filter Criteria screen and fill in the ‘Payer ID’ and/or ‘Name’ fields or ‘Type’ and/or ‘Status’ combo boxes.When you are finished, click OK to apply the filter. If you do not want to apply the filter, click Cancel to return to the Insurance Carriers screen. To remove a filter, click Clear filter to clear all fields.Insurance Plansfig. I - SEQ fig._I_- \* ARABIC 84The Insurance Plan screen ( REF _Ref298928245 \h fig. I - 84) allows users to setup different insurance plans for an insurance company. A fee schedule or insurance reimbursement schedule can later be defined for each of these insurance plans. This feature automatically fills the insurance, patient and discount amount when the plan is specified in an order.To modify insurance plans:Select File > Setup > Insurance Plan from the main application menu to open the Insurance Plan screen.To add a new insurance plan, click Add and fill in the information in the Plan Details screen.Click to highlight the Insurance drop-down list to select an insurance company and fill in the ‘Plan’ and ‘Alert’ fields. If you want the Insurance Plan information to be available in various places throughout the application, make sure the ‘Active’ checkbox is checked.NOTE: To modify your insurance companies, select File > Setup > Insurance from the main application menu to open the Insurance setup screen. For more information, refer to the Insurance section earlier in this chapter.My Vision Express will open a prompt for the alert when the insurance plan is selected on the ‘Patient’ tab on the Order module. For more information, refer to Chapter 5.To delete an insurance plan, click to highlight the appropriate plan and click Delete.To create a fee schedule for an insurance plan, click to highlight the appropriate plan and click Fee Schedule… to open the Insurance Plan Fee Schedule screen. For more information, refer to the Insurance Plan Fee Schedule section earlier in this chapter.Click the Save and Close buttons in the main toolbar after you are done making changes to this screen.Insurance Plan Fee Schedulesfig. I - SEQ fig._I_- \* ARABIC 85The Insurance Plan Fee Schedule (IPFS) screen ( REF _Ref298928457 \h fig. I - 85) allows users to create fee schedules that automatically fill the Insurance, Plan Benefit and Insurance Plan Discount information for a Spectacle Lenses, Lens Treatments, Services, Frames, Contact Lenses and Other items when associated Insurance Plans are specified in an Order.IPFS pricing is applied to Orders if certain conditions are met: The patient has a ‘Provider’ assigned on the ‘Profile’ tab of the Patient screen.The Insurance Plan is selected on the order. You do not override the IPFS pricing with other copays or benefits.When these conditions are met the IPFS pricing is automatic in the Order and the prices of eligible items are changed to match the IPFS.NOTE: IPFS Benefits are applied to all patients with the associated insurance plan. Other sources of pricing insurance Orders also affect pricing. The Patient Authorized Benefits/Order Benefits have additional effects on individual patients on the final Invoice price for insurance Orders. The order can also be modified directly to add or modify insurance pricing. Users can also set up a Frame price calculation formula based on the “Whole”, “Retail” or “Material” cost of the frames. If no frame information is setup, the frame price will appear as its retail. When a frame is entered in an insurance order pertaining to the plan, the patient cost will be calculated from the rules setup in this section. For Non-Insurance Supplied items, the ‘Patient Pays’ is usually calculated as follows:‘Patient Pays’ = ‘Charge’ - ‘Addl Copay’ - ‘Ins Pays’ - ‘Ins Gap’ - ‘Discount’The ‘Ins Gap’ is either considered part of the discount or can be specified as a ‘Write-Off’.The sum of the ‘Addl Copay’ and ‘Ins Pays’ cannot exceed the Ins AllowanceThe ‘Discount’ field is calculated from the ‘Discount’ and ‘Type’ fields, which are editable.For ‘Insurance Supplied’ items, the amount the patient pays depends on whether it can be specified in the Insurance Plan Fee Schedule screen.Any additional discounts and multipliers can be entered in this section as well.‘Allowance Amount’: The ‘Allowance Amount’ is the maximum allowance amount your optical shop will cover. ‘Insurance Pays’: The ‘Insurance Pays’ is the maximum amount that the insurance company will cover.NOTE: The Insurance Pays field automatically resets to zero when the insurance is removed from an order. This also removes the dispensing fees and copayments.‘Patient Pays’: The ‘Patient Pays’ is the amount the patient is responsible for paying for frames. The ‘Patient Pays’ is calculated by subtracting the ‘Charge’, ‘Addl Copay’, ‘Ins Pays’, ‘Ins Gap’ and ‘Discount’ from the ‘Charge’ (plus ‘Tax’ if applicable).‘Dispensing Fee’: The ‘Dispensing Fee’ is the amount the insurance company is contracted to compensate the optical shop.‘Overage Multiplier’: If the calculation is based on wholesale price, the ‘Overage Multiplier’ multiplies the overage cost to calculate the patient responsibility.‘Overage Discount’: If the calculation is based on retail price, then the ‘Overage Discount’ is the percentage discount subtracted from the remaining cost after the ‘Insurance Pays’ is subtracted from the ‘Retail’ price.‘CL Allowance’: The ‘CL Allowance’ is the maximum allowance amount your shop will cover for contact lenses.‘Eligible’: The ‘Eligible’ checkbox specifies whether the insurance plan pays for or discounts the procedure entirely or partially.NOTE: If the Eligible checkbox is not checked, the associated item will not carry over to the insurance claim.Lenses can be formed as bundles of V-Codes with a single identifying Lens UPC. For lens bundles, the Code to be billed to the insurance is derived from procedures. In the Procedure Code setup screen, each V-code for the lens bundle Lens UPC must be created. During Inventory setup each lens bundle Lens UPC must be linked to the procedure codes contained in the lens bundle. The lens will appear once for each Procedure code that is linked to it in inventory. For more information, refer to the Spectacle Lens section.All Procedure codes and lens bundle lenses convey to each IPFS Table where pricing for each item is determined by the Insurance Plan.To modify insurance fee schedules:Select File > Setup > Insurance Fee Schedule from the main application menu to open the Insurance Plan Fee Schedule screen ( REF _Ref298928457 \h fig. I - 85). Click to highlight the plan for which you want to setup a schedule. To setup a frame allowance, click to highlight the ‘Type’ drop-down list in the ‘Frame’ section and choose whether the allowance will be based on ‘Whole’, ‘Retail’ or ‘Material’ price. Fill in the ‘Allowance Amount’, ‘Insurance Pays’, ‘Patient Pays’, ‘Dispensing Fee’, ‘Overage Discount’ and ‘CL Allowance’ fields. If you are creating the schedule for insurance supplied frames, check the ‘Insurance Supplied Frames’ checkbox. To set frames overage to procedure code V2025, check the ‘Overage to V2025’ checkbox.In the ‘Copay/Other’ section, fill in the ‘Copay Exam’, ‘Copay Frame’ and ‘Copay Material’ fields. If you are creating a fee schedule for non-service insurance supplied items, check the ‘Insurance Supplied Lens/Other’ checkbox.NOTE: Insurance Supplied items specify items that are sent completed from the lab and do not deplete inventory. Items that are not specified as insurance supplied are provided by the store and do deplete inventory. Services cannot be specified as Insurance Supplied.Benefits and copayments set up in the Insurance tab of the Patient module take precedence over benefits and copayments assigned in the IPFS setup screen. Check the ‘Combine lens codes to V2781’ checkbox to combine lens codes between the range of V21xx, V22xx and/or V23xx to the V2781 Procedure code (V-code) when the associated insurance plan is selected on a spectacle lens order.NOTE: A validation has been added that prevents the Combine lens codes to V2781 checkbox to be saved in a checked state if the Insurance Supplied Lens/Others checkbox is checked.To set up fee schedule information for individual spectacle lens items and/or procedure codes, click the ‘Spectacle Lens’, ‘Other’, ‘Services’, ‘Lens Treatments’, ‘Frames’ or ‘Contact lens’ radio button in the ‘Filter’ section to filter your V-codes by the item type or service where you want to apply the fee schedule.NOTE: If the insurance plan is linked to an IPFS, those insurance fees automatically transfer to the Invoice tab of the Order module. If you modify or add values on the Order tab of the Patient module or the Patient tab of the Order module, they will also transfer into the Invoice tab. The IPFS copay transfers to its own column on the Invoice. For more information, refer to the Patients Use and Detailed Orders Use sections.You can also filter your V-codes by more specific criteria by clicking Filter… to open the Filter Criteria screen and filling in one or more fields. When you are finished, click OK to save. If you do not want to save, click Cancel to return to the Insurance Plan Fee Schedule screen. To remove a filter, click Clear filter to clear all fields.NOTE: It is recommended you use the Filter screen if you are writing free schedules for multiple Spectacle Lenses tied to the same procedure codes.If you are creating a fee schedule for Eyefinity, click Lens & Frames Dispensing Fees… to open the Dispensing Fees screen and fill in the fields. When you are finished, click Close to save.Click to highlight the lens/V-code you want to setup a fee schedule for in the list at the lower left portion of the screen and scroll the to the right to fill in the fields in the ‘Copay’, ‘Contracted Fee’, ‘Insurance Pay’ and ‘Discount’ columns, or click Details... to open the Fee Details screen. Make sure the ‘Eligible’ checkbox is checked. If you are applying a discount, click to highlight the ‘Discount Type’ drop-down list, and select whether you want the discount to be a “Amount”, “Percent” or “Retail (%)”.NOTE: The Eligible checkbox must be checked for the Insurance Pays values to carry over to the Charges tab of the insurance claim.If you select “Amount” as the ‘Discount Type’, the figure entered in the ‘Discount’ field is the amount taken from the cost of the selected inventory item type. If you select “Percent”, the figure entered is the percentage taken from the cost of the item. If you select “Retail (%)”, the figure entered is the percentage taken from the retail cost of the item.Users can specify ‘Modifiers’ and ‘Alternate CPT’ codes from the appropriate columns for insurance companies that use codes different from standard procedure codes (i.e., EyeMed, Spectra).NOTE: If the Modifier and Alternate CPT columns are not filled, the default values will carry over from the Procedure Codes setup screen.The ‘Modifier’ drop-down box allows you to choose from all the existing modifiers. You can edit the modifier list that it displays by selecting File > Setup > Modifier from the main application menu to open the Modifier setup screen. For more information, refer to the Code Modifiers Setup section.The Alternate CPT drop-down list will populate all existing procedure codes depending on the service and/or item type selected. You can modify your procedure code selection by selecting File > Setup > Procedure Codes from the main application menu to open the Procedure Codes setup screen. For more information, refer to the Procedure Codes section earlier in this chapter.If you would like to enter the same fee schedule information for more than one V-code, hold the [Shift] key on your keyboard, click to highlight multiple codes and click Details to open the Fee Details screen. When you are finished, click OK to save. If you do not want to save, click Cancel to return to the Insurance Plan Fee Schedule screen.To rearrange the order your V-codes are sorted in, click Sort... to open the Sort screen. Click and drag the values you want to use to sort from the ‘Columns Available for Sorting’ list into the ‘Sort Columns’ list. If you want to remove a sorting column, click and drag the value from the ‘Sort Columns’ box into the ‘Columns Available for Sorting’ list. If you want the value to display in ascending order, check the ‘Ascending’ checkbox. When you are finished, click OK to save. If you do not want to save, click Cancel to return to the Insurance Plan Fee Schedule screen.To copy existing fee schedule from one plan to another plan, click to highlight the insurance plan to where you want the fee schedule copied and click Copy From… to open the Copy Fee Schedule screen. Click to highlight the insurance plan from where you want to copy the fee schedule and click OK. If you do not want to copy a fee schedule, click Cancel to return to the Insurance Plan Fee Schedule screen.Click the Save and Close buttons on the toolbar after you are done making changes to this screen. You may be prompted to restart the application before the changes take effect.Examples:Frames schedule based on Wholesale: If the frame calculation is based on wholesale, you can define an ‘Overage Multiplier’ that multiplies the overage cost to calculate the patient responsibility.Non-Insurance SuppliedThe discount for a non-insurance supplied wholesale frame order is the retail cost subtracted by the difference between the group cost of the frame and the allowance amount multiplied by the overage multiplier. For example, if the ‘Allowance Amount’ is $55 and the ‘Overage Multiplier’ is 2, you will have:‘Allowance Amount’ = $55, ‘Overage Multiplier’ = 2When you apply this formula to a frame with a Retail Cost of $200 and a Group Cost of $100, the discount will be:$200 – 2($100 – 55) = $200 – 2($45) = $200 – 90 = $110.The price the patient pays is calculated by subtracting the Charge, Addl Copay, Ins Pays, Ins Gap and Discount from the Charge (plus Tax if applicable). For example, if the Addl Copay is $0, Ins Pays is $55, Ins Gap is $0 and Discount is $110, you will have:Ins Pays = $55, Discount = $110When you apply this formula to a frame with a Charge of $200, the patient will pay:$200 - $55 - $110 = $35. If the Allowance Amount is more than the Group Cost, the group cost alone is used to calculate the discount. For example, if the Allowance amount is $55, the Insurance Pays is $55, and the Overage Multiplier is 2, you will have:Allowance amount = $110, Overage Multiplier = 2When you apply this formula to a frame with a Retail Cost of $200 and a Group Cost of $50, the discount will be:$200 – 2($50) = $200 – $100 = $100.NOTE: If the Allowance Amount is higher than the Group Cost, the patient pays nothing.If a Dispensing Fee is specified, it will be added as charge in the order payable by the insurance for the amount of the dispensing fees.Insurance SuppliedThe price the insurance pays for an insurance supplied wholesale frame order is the difference between the group cost and allowance amount multiplied by negative one. For example, if the Allowance Amount is $55, when you apply this formula to a frame with Group Cost of $100, the insurance will pay:-1($100 - $55) = -1($45) = $-45.NOTE: If the difference between the group cost and allowance amount is less than zero BEFORE they are multiplied by negative one, the patient pays nothing.The price the patient pays for an insurance supplied wholesale frame order is the difference between the group cost of the frame and the allowance amount multiplied by the overage multiplier (plus Tax, if applicable). For example, if the Allowance Amount is $55 and the Overage Multiplier is 2, you will have:Allowance Amount = $55, Overage Multiplier = 2When you apply this formula to a frame with a Group Cost of $100, patient will pay:2($100 - $55) = 2($45) = $90.The discount is calculated by specifying the difference between the retail cost of the frame, the amount the insurance pays and the amount the patient pays. For example, if the Ins Pays is $-45 and the Patient Pays is $90, you will have:Ins Pays = $-45, Patient Pays = $90When you apply this formula to a frame with a Retail Cost of $200, the discount will be:$200 – (-45) – 90 = $200 + 45 – 90 = $245 – 90 = $155.Frame schedule based on Retail: If the frame calculation is based on retail, you can define an overage discount on the remaining price after the allowance amount is subtracted from the retail cost of the frame.Non-Insurance SuppliedThe discount is calculated by subtracting the Charge, Addl Copay, Ins Pays and Ins Gap and multiplying this number by the overage multiplier. For example, if the Addl Copay is $0, Ins Pays is $55, Ins Gap is $0 and the overage multiplier is 20%, you will have:Ins Pays = $55, Overage Discount = 20%When you apply this formula to a frame with a Retail Cost of $200, the discount will be:20%(200 - 55) = 20%(145) = $29.The price the patient pays is calculated by subtracting the Charge, Addl Copay, Ins Pays, Ins Gap and Discount from the Charge (plus Tax if applicable). For example, if the Addl Copay is $0, Ins Pays is $55, Ins Gap is $0 and Discount is $29, you will have:Ins Pays = $55, Discount = $29When you apply this formula to a frame with a Retail Cost of $200, the patient will pay:$200 - $55 - $29 = $116.NOTE: If the Allowance amount is higher than the Retail Cost, the patient pays nothing.Insurance SuppliedThe discount is calculated by specifying the difference between the Charge, Patient Pays and Ins Pays. For example, if the Patient Pays is $55 and the Ins Pays is $55, you will have:Patient Pays = $55, Ins Pays = $55When you apply this formula to a frame with a Retail Cost of $200, the discount will be:$200 – 55 – 55 = $145 - $55 = $90.Frame schedule based on Material: If the frame calculation is based on the material allowance, the allowance amount is subtracted directly from the charge.Non-Insurance SuppliedThe allowance amount is added in a new line as a ‘Material Allowance’ in the ‘Invoice’ tab. For example, if the Allowance amount is $55, the Material Allowance will be $55.The price the patient pays is normally calculated by subtracting the Charge, Addl Copay, Ins Pays, Ins Gap and Discount from the Charge (plus Tax if applicable). However, if there is a ‘Material Allowance’, this amount is also subtracted from the amount the patient pays. For example, if the Addl Copay is $0, Ins Pays is $0, Ins Gap is $0 Discount is 20% and Material Allowance is $55, you will have:Discount = 20%, Material Allowance = $55When you apply this formula to a frame with a Retail Cost of $200, the patient will pay:$200 – 20%($200) - $55 = $200 - $40 - $55 = $160 - $55 = $105.NOTE: If the Allowance Amount is higher than the Retail Cost, the patient pays nothing.Insurance SuppliedThe discount is specified by subtracting the Charge, Patient Pays and Ins Pays. If the Patient Pays $65 and the Ins Pays $0, when you apply this formula to a frame with a Retail Cost of $200 the patient will pay:$200 - $65 = $135.The price the patient pays is specified in the free schedule. However, if there is a Material Allowance, this amount is also subtracted from the amount the patient pays. For example, if Patient Pays is $65 and Material Allowance is $55, when you apply this formula the patient will pay:$65 - $55 = $10.To setup VSP fee schedules:Select the appropriate VSP insurance from the data window.NOTE: DO NOT set up a rule for the Frame. This will be automatically calculated in the order from the information provided and VSP frame calculation formula.Click the ‘Spectacle Lens’ radio button in the ‘Filter’ section to filter your VSP lens selection. Click to highlight the appropriate lens to enter the insurance and patient payment information.NOTE: Before setting up the fee schedule you must add the VSP V-codes to the appropriate lenses by selecting File > Inventory > Spectacle Lens. For more information, refer to the Spectacle Lens section. Click the ‘Services’ radio button in the ‘Filter’ section to filter your VSP services selection. For Contact Lens orders you need to set up two services: Comprehensive Exam – Contact Lens and CL Refitting. You also need to specify the Insurance Pays as a 15% discount under the fee schedule. For example, if Comprehensive Exam – Contact Lens has a retail price of $59, the Insurance Pays $50.15. For more information, refer to the ‘Services’ section.For regular Exams you need to set up a separate Comprehensive Exam and specify insurance pays as how much VSP will pay you for it. For example, if the Comprehensive Exam has a Retail price of $110, the Insurance Pays $50.Dispensing fees for VSP can be set up by clicking Lens & Frames Dispensing Fees in the Insurance Plan Fee Schedule screen.Line Item Billing and PaymentsLine item billing and payment allows the user added control over the pricing structures and payment allocations in My Vision Express and the ability to govern pricing and payments at the procedure code level from the Insurance Plan Fee Schedule screen and the Order module. Using line item billing and payments within My Vision Express includes using the Insurance Plan Fee Schedules setup screen, procedure codes on the Order module and your payments program. Refer to the Insurance Plan Fee Schedule and Insurance Procedure Codes sections earlier in this chapter and to Chapter 5 for more information.To set up the line item billing process: Select File > Setup > Company Information from the main application menu to open the Company Information setup screen ( REF _Ref298933515 \h fig. I - 7) and click the ‘Settings’ tab.In the ‘System Settings’ section, check the ‘Procedure Code Pricing’ checkbox.Click the Save and Close buttons on the main toolbar after you are done making changes to this screen. You may be prompted to restart the application before the changes take effect.In the Insurance Plan Fee Schedule setup screen, you can reduce the output to match the filter category and determine the insurance company contract fee.Contract pricing is determined on whether or not inventory items are insurance supplied by the selected Insurance Plan:Insurance Supplied: Contracted pricing determined by the insurance companyInsurance Pays ColumnTypically the chargeback charged to the practice by the insurance contract laboratory. In most instances, this will be a negative number.Patient Pays ColumnInsurance contracted amount of the additional charge for the insurance company to provide the service.Covered Service Fee ColumnIs a fee, paid by the insurance, in the instance where the insurance company completely covers an option that isn’t typically covered.Not Insurance Supplied: Pricing is determined by the individual practice.Insurance Allowance ColumnRetail allowance amount for an inventory item or service.Insurance Pays ColumnThe actual amount paid by the insurance company.Discount & Type ColumnsA discount on charges over the insurance allowance.To reduce output and determine fees:Select File > Setup > Insurance Fee Schedule from the main application menu to open the Insurance Plan Fee Schedule screen.Click to highlight the appropriate ‘Insurance Plan’ in the data window.NOTE: To modify your insurance plans, select File > Setup > Insurance Plan from the main application menu to open the Insurance Plan setup screen. For more information, refer to the Insurance Plans Setup section.In the ‘Filter’ section, select the ‘Lens’, ‘Other’, ‘Services’ or ‘Lens Treatments’ radio button.You can also determine what the insurance company contact fee is by checking the Insurance ‘Supplied Lens/Other’ checkbox in the ‘Copay/Other’ section.If the selected inventory items are insurance supplied, you can specify the ‘Insurance Pays’, ‘Patient Pays’ and ‘Covered Service’ fields. You can also determine whether or not the item is eligible under the selected insurance plan by checking or unchecking the ‘Eligible’ checkbox.NOTE: The Insurance Pays field automatically rests to zero when the insurance is removed from an order. This also removes the dispensing fees and copayments.If the ‘Procedure Code Pricing’ checkbox is unchecked, discounts pulled from the Insurance Plan Fee Schedule screen will remain.The ‘Services’ filter selection is never insurance supplied and is unaffected by the ‘Insurance Supplied Lens/Other’ checkbox.To make changes to multiple line items, hold down the [Ctrl] key on your keyboard while clicking to highlight the line items and click Details… to open the Fee Details screen.NOTE: The Fee Details screen will reflect the fields that are made available by the Insurance Lens/Other checkbox.Click the Save and Close buttons on the main toolbar after you are done making changes to this screen. NOTE: To modify the selected inventory, select File > Inventory and select the corresponding inventory screen. For more information, refer to the Spectacle Lens, Other, Services and Lens Treatment sections.If ‘Procedure Code Pricing’ checkbox is checked in the ‘Settings’ tab of the Company Information setup screen and items are placed on an order that has an ‘Insurance Plan’ applied, the items on that order will default to the pricing defined in the Insurance Plan Fee Schedule screen. If an order already containing items does not yet have an ‘Insurance Plan’ applied, the Procedure Code Pricing is applied when the ‘Insurance Plan’ is selected.When Procedure Code Pricing is used and an item on an order contains Procedure Codes, the pricing for that item can be changed via the Procedure Codes themselves.To modify your Procedure Codes, select File > Setup > Procedures Codes to open the Procedure Codes setup screen. For more information, refer to the Insurance Procedure Codes Setup section. If Procedure Code Pricing is used but a particular item does not contain Procedure Codes, the pricing is still changeable via the item itself in the appropriate Inventory screen.To control the price of items featuring procedure code pricing:Select File > Order File > Order > from the main application menu or select the appropriate Dollar Sign ($) order icon on the toolbar to open the corresponding Order screen.To add a new Order from the Search Order screen, click Add to access the Order screen. You can also add a new Order from the Order screen by clicking Add at the top of the screen.In the Patient tab, select the Insurance Plan associated with the Insurance Plan Fee Schedule you created.Once the order items are added, the insurance supplied information will automatically take effect in the Invoice tab.To specify individual inventory items as insurance supplied in the Order module:In the Invoice tab, click Modify… to open the corresponding Modify screen. If the Insurance Supplied checkbox is checked, the Patient Pays and Ins Pays fields are editable.NOTE: This allows for on-demand price adjustment.If the Covered checkbox is checked, the Covered Service field is the only editable field for that Procedure Code NOTE: If the item is covered, the commission insurance pays. If the Insurance Supplied checkbox is not checked, the Addl Copay, Ins Allowance, Ins Pays, Discount and Type fields are editable. NOTE: The sum of the Insurance Pays and Addl Copay fields can never be higher than the Ins Allowance field. If it is keyed in as higher, it will automatically revert back. The same applies to the Charge field.NOTE: The Patient will be responsible for the difference between the Ins Allowance and Ins Pays fields. If the insurance doesn’t pay their full amount, the difference cannot be charged to the patient. That difference is logged in the Ins Gap column. The Insurance Gap can be discounted or written off. When the Insurance Gap is written off, the tax is applied to the full amount of the charge. When the Insurance Gap is discounted, the tax only applies to the discount amount. Then, the tax is only applied to the discount amount of the setting Tax on Discount is used. Otherwise, the discount is not taxed. To apply the Tax on Discount, select File > Setup > Company Information from the main application menu and click the Settings tab. For more information, refer to the Company Information Setup section.When modifying a Spectacle Lens inventory item, you will notice the OD=OS checkbox. When this is selected and prices are modified for one lens, the second lens will reflect those changes as well. To modify the lenses individually, uncheck the OD=OS checkbox. NOTE: Every time you open a Spectacle Lens line item for modification, the OD=OS checkbox will be checked. This has no bearing on previous changes made. Services and Other inventory items can also have Procedure Codes attached to them. This is specified in the Inventory screen. For more information, refer to the Services and Other sections.To add a Service or Other inventory item from the Invoice tab:In the Invoice tab, click Add… to open the Add/Modify Other Items screen.Fill in the appropriate information and click OK or Apply (Add to Order) to add the Service or Other inventory item. If you do not want to add a Service or Other inventory item, click Cancel to return to the Order screen.To view the V-code level billing statement:In the Print section of the Payments tab, click Preview… to open the Print screen.Select the Insurance & patient receipt radio button from the Print radio buttons.To preview the receipt before printing, click Preview… to open the Print Preview screen.To print the receipt, click Print.If you do not want to print the receipt, click Cancel to return to the Order screen.The Payments tab has been enhanced to allow capturing payments at the Procedure Code level. This allows users to track payment balances against each Procedure Code.To apply payment to an Order and sub-allocate that payment to the corresponding V-codes: In the Payment tab, click Add… to open the Payment Details screen.In the Allocate section, click the button in the Detail column to open the Allocate Payment screen.NOTE: As you allocate payments to the Payment Amount column, the Unallocated field will update to the appropriate value. Similar Procedure Codes from the order, i.e. Spectacle Lenses, will combine to create one line item with the combined price for those V-codes. The allocate payment screen for procedure codes is also accessible by selecting File > Batch Payments to open the Batch Payments screen. For more information, refer to the Batch Payments section.Diagnosisfig. I - SEQ fig._I_- \* ARABIC 86The most commonly used diagnosis codes are included in My Vision Express. Diagnosis codes are required when processing insurance and orders. The Diagnosis Code (ICD-9 code) is required with the procedure code on the CMS/HCFA 1500 Form.Up to four diagnosis codes can be added to a particular order. When users generate an insurance record from the Order screen, the diagnosis information is automatically populated in the Insurance screen and the CMS/HCFA form from the order. Users can access the Insurance screen by clicking the Insurance icon on the toolbar or selecting File > Insurance from the main application menu. For more information, refer to the Insurance section.You can directly enter diagnosis codes into insurance records to be printed on the CMS/HCFA 1500 form. To modify diagnosis codes:Select File > Setup > Diagnosis from the main application menu.To import current Diagnosis ICD 10 codes, click Import… to open the Lookup Service screen. Type in the criteria by which you want to search diagnosis codes and click the Search button. Click to highlight the appropriate diagnosis code and click OK. If you do not want to import current Diagnosis ICD 10 codes, click Cancel to return to the Diagnosis setup screen.Click Add at the bottom of the Diagnosis screen. Under the Diagnosis Details section, enter the code of the new diagnosis in the Diagnosis Code field.Enter the description of the new diagnosis code in the Description field.To delete a diagnosis code, click to highlight the appropriate code and click Delete at the upper right of the Diagnosis screen.To filter your diagnosis codes, click Filter at the bottom of the Diagnosis screen to open the Filter condition screen and fill in the Diagnosis code and/or Description fields. When you are finished, click OK to apply the filter. If you do not want to apply the filter, click Cancel to return to the Diagnosis screen. To remove a filter, click Clear filter to clear all fields. You can also use the Filter radio button at the top of the Diagnosis screen to filter your diagnosis codes, or search the diagnosis codes by selecting the Find radio button.The Linked PQRI (Physician Quality Reporting Initiative) Procedures list at the right of the Diagnosis screen provides a list of codes you can select along with diagnosis codes to provide extra patient information for Medicare billing.Click the Save and Close buttons on the toolbar after you are done making changes to this screen. You may be prompted to restart the application before the changes take effect.Adjustmentsfig. I - SEQ fig._I_- \* ARABIC 87The Adjustments screen ( REF _Ref298934612 \h fig. I - 87) allows users to record adjustments to accounts receivable and deposit over/short for cash reconciliation purposes. These values are used in the calculations of Sales and Payment summary reports. Any discrepancies between the actual and calculated amount can be noted here to make the accounts receivables in sync with the actual.To modify adjustments:Select File > Setup > Adjustments from the main application menu to open the Adjustments screen.To create a new adjustment, click Add. Choose the Location and Date for which the adjustment needs to be made. Then enter the adjustment Amount and the Deposit Over/Short, if any. Enter any Notes for the adjustment.To delete an adjustment, click to highlight the appropriate adjustment and click Delete.To create a new filter for your adjustments, click Filter to open the Filter screen and define how you would like the selection filtered from the Column, Operator and Logical drop-down lists. You will have to enter a value into the Value field. To add additional filters, click Add. To delete a filter, click Delete. When you are finished, click OK to apply the filter. If you do not want to apply the filter, click Cancel to return to the Adjustments screen.Click the Save and Close buttons on the toolbar after you are done making changes to this screen. You may be prompted to restart the application before the changes take effect.Web Linksfig. I - SEQ fig._I_- \* ARABIC 88The Web Links screen ( REF _Ref298934858 \h fig. I - 88) allows you to store and access Internet bookmarks within My Vision Express. Bookmarks (also called Favorites in some browsers) let you save links to web. You can easily revisit pages without having to remember the address or search for them again. Web Bookmark links are accessible by selecting Tools > Web Links… from the main application menu.To modify web links:Select File > Setup > Web links… from the main application menu to open the Web Links screen. To add a web link, click Add and fill in the Name, Address and Sort Order fields. If you want the web link to be available throughout various parts of the application, make sure the Active checkbox is checked.To delete a web link, click to select the appropriate link and click Delete.To test a web link, click to select the appropriate link and click Test. Your default Internet browser will attempt to open to the URL specified in the Address field.When you are finished making changes to this screen, click OK to apply the changes. If you do not want to apply the changes, click Cancel.Setup FAQWhere can I edit the Calendar default appointment duration?Select File > Setup > Company Information from the main application menu to open the Company Information setup screen and click the ‘Calendar’ tab.In the ‘Calendar Settings’ section, fill in the ‘Default duration’ field. Click the Save button on the main toolbar and restart the application to apply any change in this screen.NOTE: For more information on the Company Information setup screen, refer to the Company Information section.How do I add my logo to receipts and Rx’s?If you want your company logo printed on patient statements and prescriptions, you can add your company logo under the ‘Logo’ tab of the Company Information setup screen (File > Setup > Company Information). Click Browse… to open the Select File screen. Search for the image to be used, select it and click Open.NOTE: The image must be on your computer or in an accessible location in your network in bitmap (.bmp) format. Click the Save button on the main toolbar when you are finished with this tab. NOTE: For more information on the Company Information setup screen, refer to the Company Information section.How can I remove icons from the toolbar?For users that do not need access to certain features, you can limit what areas of the program that they can access. In order to achieve this, use the ‘Security’ tab to assign them access to specific functions. If you disable or make a specific function invisible for a security group, its members will not have access to that function from the menu or the toolbar.To set up security for each user group: Select File > Setup > Company Information to open the Company Information setup screen and click the ‘Security’ tab.Choose an employee user group from the ‘Security group’ drop-down box to define the security functions available to the entire group. NOTE: By default, there are four different levels of security group that you can assign, but My Vision Express allows you to setup additional security groups in the Categories setup screen. For more information, refer to the Categories section.Select “Invisible” from the ‘Security Status’ drop-down box next to features that you do not want users in the selected security group to be able to see.Click the Save button on the main toolbar when you are finished with this tab. NOTE: For more information on the Company Information setup screen, refer to the Company Information section.You can assign an employee to a security group by in the Employees screen. To use security statuses:Select File > Setup > Employees from the main application menu to open the Employees setup screen and select the appropriate employee from the data window.Select the ‘Security group’ this employee belongs to from the drop-down box. This grants the employee access to the same features that the other members of that security group have.Click the Save button on the main toolbar to save your changes to this screen.NOTE: For more information on the Employees setup screen, refer to the Employees Setup section.Why am I unable to modify my prices?You can modify the price of many inventory items from its appropriate inventory screen. For more information, refer to the Inventory Setup and Maintenance section.If you use procedure code pricing, you can modify the prices of ‘U&C’ prices for procedure codes in the Procedure Codes setup screen.You can also modify the pricing on codes linked to individual spectacle lens inventory items in the Spectacle Lens Inventory Listing screen. For more information, refer to Spectacle Lens Inventory under the Inventory section.NOTE: Procedure Code Pricing allows prices associated with procedure codes to overwrite the retail price of the items. Make sure this checkbox is not checked if you do not want procedure codes to overwrite retail. For more information, refer to the Company Information Setup section.Select File > Setup > Procedure Codes from the main application menu to open the Procedure Codes setup screen and click to highlight the appropriate procedure code in the data window.In the ‘Procedure Code Details’ section, enter the price you want to link to the selected procedure code in the ‘U&C’ field.NOTE: If you change the ‘U&C’ price while procedure code pricing is in place, My Vision Express will prompt you on whether you want the retail price of the inventory item to be updated as well. For services, set ‘U&C’ prices under the Services Listing screen. For more information, refer to Services under the Inventory section.Click the Save button on the main toolbar to save your changes to this screen.NOTE: For more information on procedure codes, refer to the Insurance Procedure Codes Setup section.You can also modify the price of items from the ‘Invoice’ tab of the full order screen or the charges section in Quick Order.How do I do a recall?The Recall Reasons screen allows you to add recall reasons and the default number of months between the last exam date and the recall for each reason. Recall reasons defined here can be selected in the ‘Profile’ tab of the patient profile screen or in the ‘Assessment’ tab of the Exam screen. It is recommended to set up the Letters menu before setting up the recall reasons. Under the Letters menu, users can link letters with the recall schedule setup in the Recall Reasons screen. For more information, refer to the Patients Use and Letters Use sections. To set up recall reasons:Select File > Setup > Recall Reasons from the main application menu to open the Recall Reasons screen.To add a recall reason, click Add at the upper right of the Recall Reasons screen and fill in the Reason text field and select the default number of Months under the Details section.Click the Save and Close buttons on the toolbar after you are done making changes to this screen. You may be prompted to restart the application before the changes take effect.NOTE: For more information on the Recall Reasons setup screen, refer to the Recall Reasons Setup section.To use recall reasons:Select File > Patients from the main application menu or click the Patients icon on the toolbar to open the Search Patient screen.In the Profile tab, Make a selection from the Recall Reasons drop-down list or fill in the Months field to automatically calculate the recall date based on the patient’s last exam and number of recall months. You can also set a specific date in the Recall field.How do I create an EMR Template?The Exam Template screen allows you to selectively choose which data tabs to capture. You can also pre-populate specific fields to create generic exams. To set up EMR templates:Select File > Setup > Exam > Template from the main application menu to open the Exam Template screen and click Add.Enter a name for the exam in the Name field and make a selection from the Exam Type and At a Glance Letter drop-down lists.Fill in the Description field.In the Display Tabs section, check the checkboxes for the exam tabs you want visible for this template.To pre-populate fields in the exam template, double-click the template in the data window or click Details… to open the Exam module. Enter the corresponding generic information you want to associate with the template in the new screen.Click the Save and Close buttons on the toolbar after you are done making changes to this screen. You may be prompted to restart the application before the changes take effect.NOTE: For more information on Exams setup, refer to the Exams Setup section.To use EMR templates:Select File > Exam from the main application menu or click the Exam icon on the toolbar to open the Search Exam screen.Choose the Template radio button.Search for the exam template by filling in one or more fields in the Search Exam section to filter the search and clicking Search. If you leave all the fields blank, the result of your search will display all exam templates entered into your database. When you find the template you want to modify, double-click the template or click Select to open the Search Patient screen. For more information on the Search Patient screen, refer to the Patients Use section.NOTE: For more information on the Exam module, refer to the Exams Use section.Scanner InterfaceAny scanner or camera that you want to use with My Vision Express must be TWAIN compatible. To find out if the device is TWAIN compatible, check the documentation for it.Setting Up GNU Ghostscript for PDF ExportsThroughout the application you will be given the option to export (attach to emails or save) reports, letters, receipts, lab copies, etc. in PDF format. For PDF exports to work, you must install a free third party product called GNU Ghostscript. To setup GNU Ghostscript on your computer, follow these steps:Determine whether your computer is running a 32 or a 64bit version of Windows. To do this, click the Windows Start button and right-click on Computer (Windows Vista, 7, Server 2008) or My Computer (Windows XP, Server 2003). Click on Properties in the pop-up menu. For Windows XP and Windows Server 2003, if the operating system includes “x64 Edition”, your computer is running a 64bit version. If it does not, it is running a 32bit version of Windows. For the newer vesions of Windows, under the ‘System’ section, look at the ‘System type’.Download the proper version of the GNU Ghostscript installer. Considering wheter your Windows was 32 or 64bit, as determined in the previous step, donwload the installer from one of the following links:If it was 32bit: If it was 64bit: the installer downloaded. The application path for GNU Ghostscript will default to “C:\Program Files\gs” during the installation. If you override this default, make sure that you remember the path that you specify.Start the Add Printer wizard. In Windows 7, Windows Vista or Windows Server 2008; click the Windows Start button and –in the search box– type “Add Printer” (without the double quotes). Press [Enter] in your keyboard. For Windows XP or Windows Server 2003, click the Windows Start button and go to Control Panel. Open ‘Printers and Other Hardware’. Click on ‘Add Printer’.Select the option to ‘Add a local printer’.Leave the default (LPT1) port selected and click Next.Click the Have Disk… button and navigate to the path specified in step 3. Navigate further down to the “..\gs8.61\lib” folder. Select the “ghostpdf.inf” file, click Open and then OK.Click Next and name your printer “Sybase Datawindow PS” (without the double quotes).If you get a warning saying that “Windows can’t verify the publisher of this driver software”, select the ‘Install this driver software anyway’ option.Click Next, you do not need to share this printer.Clear the ‘Set as default printer’ checkbox and click the Finish button.You should be able to generate PDF export files from My Vision Express now.QuickBooks Activation and SetupThe QuickBooks interface is an optional module in My Vision Express. It allows you to transfer patient information, accounting summaries and employee timesheets from My Vision Express to QuickBooks. If you have acquired this module, you must do as follows to set it up:Go to to download the QDBC Driver. Fill in the required fields and download and run the program.When you reach the Enter Activation Key screen, enter the CD Key included on your license letter and click Next to continue with the installation.For information on how to use the QuickBooks interface, see Chapter 17. ................
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