E-Z Frame-MaximEyes EHR Integration Users Guide For E-Z Frame Versions and Higher

Transcription

1 E-Z Frame-MaximEyes EHR Integration Users Guide For E-Z Frame Versions and Higher This guide will explain the workflow and interactions between E-Z Frame and MaximEyes EHR once the two systems have been configured to communicate with each other. This document will review the data that is exchanged between the two systems and key areas that you need to setup so you can efficiently use the integration. NOTE: You must first purchase and install MaximEyes EHR on your system to use the MaximEyes EHR add-on module (version and higher only) within the E-Z Frame Platinum Edition (version and higher only). For more information, speak to your First Insight sales representative at or call

2 Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious, unless otherwise noted. No part of the document may be reproduced or transmitted in any form without the express written consent of First Insight Corporation. The software programs described in this document are confidential and proprietary products of First Insight Corporation or its licensors. Other product and company names listed may be the trademarks of their respective owners. First Insight, MaximEyes and E-Z Frame are registered trademarks of First Insight Corporation First Insight Corporation. All rights reserved. First Insight Corporation NW Bennett St, Suite 200 Hillsboro, OR Customer Support: MaximEyes For Customers Website: Fax: E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 2 of 64 Rev 6/24/15

3 Table of Contents Important Warnings for the MaximEyes EHR Integration... 5 Transferring Data From E-Z Frame To MaximEyes EHR (Data Transfer)... 6 E-Z Frame MaximEyes EHR Integration Workflow (Sync)... 6 Enabling E-Z Frame and MaximEyes EHR Integration... 6 Adding or Updating Practice, Provider, or Referring Physician Data... 7 Updating Practice Information... 7 Viewing Practice Data Transferred from E-Z Frame to MaximEyes EHR... 9 Updating Providers Add a New Provider Viewing Provider Information Transferred from E-Z Frame in MaximEyes EHR Updating Provider Information Updating Referring Physician Information Adding a New Referring Physician View the Referring Physician in MaximEyes EHR Update a Referring Physician Adding or Updating Patients and Demographic Data Adding New Patient Data and Transferring to MaximEyes EHR Helpful Tip for Creating New Encounter Viewing the Patient Data in MaximEyes EHR Updating a Patient Appointments Creating an Appointment Updating an Appointment Transferring Data from MaximEyes EHR to E-Z Frame (Data Transfer) Pre-requisites for Transferring Data from MaximEyes EHR to E-Z Frame CL Catalog Setup in MaximEyes EHR Add, Edit or Delete CL Materials from the List Entering Base Curve, Sphere, or Diameter Ranges (Optional) Setup Procedure Codes Setup Diagnosis Codes Creating an Encounter in MaximEyes EHR Adding Spectacle Rx Data Adding Contact Lens Rx Data Adding Diagnoses Adding Procedure Codes Adding Recalls E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 3 of 64 Rev 6/24/15

4 Initiating the Data Transfer Viewing Data Transferred from MaximEyes EHR Generating Sales for Billing Data Transferred Import EHR Charges Tab Menu Options Generating Sales for Imported Billing Data Quick Overview for Generating a Sale with Imported Billing Data Detailed Walk Through for Generating a Sale Adding Additional Procedures and Diagnosis Codes Adding Procedure Codes Deleting Procedure Codes Adding a Diagnosis Code Deleting a Diagnosis Code Reviewing Office Visit/ Imported Details and Generating Sale Rx Data Transferred from MaximEyes EHR View Rx Transferred from MaximEyes EHR CL Orders Depending on Setup Printing the Rx for the Patient Recall Data Transferred from MaximEyes EHR Recall Type Setup in MaximEyes EHR Viewing Recall and Schedule In Dates Transferred from MaximEyes EHR Additional Resources for the E-Z Frame-MaximEyes EHR Integration MaximEyes EHR Technical Support Online MaximEyes EHR and EyeClinic.net Integration Resources E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 4 of 64 Rev 6/24/15

5 Important Warnings for the MaximEyes EHR Integration 1. The Bill Ins.? checkbox on the Final Procedures element of MaximEyes EHR has no functional use for data that is transferred to E-Z Frame. Only the first four diagnosis codes will be transferred to E-Z Frame from MaximEyes EHR. 2. Adding a second bill on Final Procedures will not be transferred as this functionality only works with the MaximEyes Practice Management System (see screenshot above). 3. Charges added to the Non Billable Procedures tab will not be transferred to E-Z Frame. Only procedure codes added to the Bill 1 tab will transfer. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 5 of 64 Rev 6/24/15

6 Transferring Data From E-Z Frame To MaximEyes EHR (Data Transfer) E-Z Frame MaximEyes EHR Integration Workflow (Sync) This section will cover the E-Z Frame-MaximEyes EHR configuration and how data is transferred (synced) from E-Z Frame to MaximEyes EHR. The following data will transfer from MaximEyes EHR to E-Z Frame: Patient Demographics, Appointments, Practice, Provider and Referring Physician. Enabling E-Z Frame and MaximEyes EHR Integration The EHR checkbox (see screenshot below) must be checked for the data transfer to function. An option will also be given to transfer Office Admin Data to help expedite the setup of MaximEyes EHR with the practice, provider, and referring physician data from the E-Z Frame application. To enable the MaximEyes EHR integration within E-Z Frame Platinum Edition version and higher, and to transfer the office data, complete the steps below. 1. From the Overview menu, go to Configure > Application. 2. Click on Edit in the menu. Check the EHR checkbox and click Save. 3. Once you click the Save option, the following prompt will display. We recommend that you transfer your Office admin data from E-Z Frame to MaximEyes EHR. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 6 of 64 Rev 6/24/15

7 4. If you click the Yes button, the office admin data will transfer to MaximEyes EHR. Office Admin includes: Practice data, Provider data and Referring Physician data. 5. If you click the No button, the Office admin data will NOT transfer to MaximEyes EHR and a message box will appear again asking you to save the Application form. 6. If you check the Don t show this message again checkbox then click the No button, the Office admin data will NOT transfer to MaximEyes EHR and the message box will NOT appear once you save the application form. NOTE: The above message will only display once the EHR flag is enabled and the application form is saved. Adding or Updating Practice, Provider, or Referring Physician Data After you add or update the practice information, providers, or referring physician data in E-Z Frame, and once you setup the Enabling E-Z Frame and MaximEyes EHR Integration, the data will automatically update in MaximEyes EHR. However, any practice information, providers, and referring physician data that you entered into MaximEyes EHR will not be updated in the E-Z Frame database. We recommend that you always make changes to provider, practice, and referring physicians in E-Z Frame FIRST to eliminate double data entry. This section will demonstrate how to edit providers, practice information, and referring physician data in E-Z Frame. It will also show where this data is updated in MaximEyes EHR. Updating Practice Information 1. Go to Configure > Practice Info. 2. Click Edit. Add the details and save the form. The data automatically transfers to MaximEyes EHR once you click Save. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 7 of 64 Rev 6/24/15

8 3. The required field for the Practice Location is Practice Name. If any required information is missing for the MaximEyes EHR integration, a message box will appear asking you to fill in required fields. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 8 of 64 Rev 6/24/15

9 Viewing Practice Data Transferred from E-Z Frame to MaximEyes EHR 1. Click on Office Admin > Practice Info > Practice Locations to view the transferred practice location. 2. All of the Practice Location names are now listed. Click the View button for the Practice Location that was transferred from E-Z Frame. NOTE: If Practice Location s information is updated in MaximEyes EHR, the changes will not reflect in E-Z Frame because E-Z Frame is the owner for Office Admin data. We recommend that you always update the information in E-Z Frame first. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 9 of 64 Rev 6/24/15

10 Updating Providers Provider information will transfer in the following two scenarios: Adding a New Provider and Updating Provider Information. Add a New Provider 1. To add a new Provider, go to Configure > Providers. 2. Click the Add a New Provider option. 3. Add the data and click Save. Once you save the form, the provider record will automatically update in MaximEyes EHR. NOTE: The required field for Provider is: Provider s name. If it s missing then a message box will appear asking you to fill in the required information. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 10 of 64 Rev 6/24/15

11 Viewing Provider Information Transferred from E-Z Frame in MaximEyes EHR 1. In MaximEyes EHR, go to Office Admin > Providers. 2. In this section is a list of all providers you can view in a grid. You can select the provider to view as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 11 of 64 Rev 6/24/15

12 Updating Provider Information Once you click Save, any provider record you update in E-Z Frame will be updated in MaximEyes EHR. It will take approximately 10 seconds to sync the data between E-Z Frame and MaximEyes. 1. Go to the Provider form and select the record you want to update. 2. Click Edit and update the information. Click Save to transfer the data to MaximEyes EHR. For example, the phone number was updated as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 12 of 64 Rev 6/24/15

13 Updating Referring Physician Information The referring physician information will be transferred to MaximEyes EHR in the following two scenarios: Adding a new Referring Physician and Updating an existing Referring Physician. NOTE: The data will sync to MaximEyes EHR when it is saved in E-Z Frame. Adding a New Referring Physician 1. Go to Patient Records. Select any patient then click the Edit option. 2. Select the Referral tab and select Physician from the drop-down menu for Referring Physician. 3. Click the Find Referring Physician button. Click the Add New button on the Referral Physician Information window as shown below. 4. Add all of the details for the Referring Physician. 5. Click the Save button. Once you click the Save button, the referring physician information will automatically update in MaximEyes EHR. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 13 of 64 Rev 6/24/15

14 View the Referring Physician in MaximEyes EHR 1. To view the referring physician data that was transferred to MaximEyes EHR go to Office Admin > External Physicians as shown below. 2. A list of all external physicians will be shown in the grid. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 14 of 64 Rev 6/24/15

15 3. Click the View button next to the Referring Physician to view the details. Update a Referring Physician To update the referring physician data in E-Z Frame, complete the following steps: 1. Go to Patient Records. Select any patient. Click the Edit option. 2. Go to the Referral tab on the right-side pane and select Physician from the dropdown menu for Referral Physician. 3. Click the Find Referring Physician button. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 15 of 64 Rev 6/24/15

16 4. Select the record you want to update from the list then click the Edit button. 5. Once the following window opens, update the data for the physician then click the Save button. For example, to update the Specialty for referring physician Albert Pinto, add the data in the Specialty section. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 16 of 64 Rev 6/24/15

17 Adding or Updating Patients and Demographic Data Patient demographic information will be transferred to MaximEyes EHR when you click Save in E-Z Frame. The data will be transferred when you create a new patient record or update any patient data. Adding New Patient Data and Transferring to MaximEyes EHR To transfer the data for new patient, complete the following steps: 1. Go to Patient Records then click the Add a New Patient button. 2. Enter the data and click Save. Once you save the data, the patient record will sync to MaximEyes EHR. 3. The required fields for Practice Location are Patient s name and Date of Birth. If any of these fields are missing the message box shown at the right will appear. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 17 of 64 Rev 6/24/15

18 Helpful Tip for Creating New Encounter Make sure to select the provider on the office tab of the patient record. This will autopopulate the provider when creating a New Encounter in MaximEyes EHR. Viewing the Patient Data in MaximEyes EHR 1. Go to MaximEyes EHR and select Find Patient from the left-side menu. 2. Enter the Last Name and First Name in the search criteria and click the Find button. Click on the found patient record to view the details as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 18 of 64 Rev 6/24/15

19 E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 19 of 64 Rev 6/24/15

20 Updating a Patient Any patient record that is updated in E-Z Frame will also be updated in MaximEyes EHR once you click the Save button. Complete the following steps to update the record in E-Z Frame: 1. Go to Patient Records and select the record you want to update. 2. Click Edit to update the information. 3. Click Save. 4. For example, in the screenshot below the Fax number was added to the record. 5. View the updated data in MaximEyes EHR. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 20 of 64 Rev 6/24/15

21 Appointments The patient s appointment will be transferred to MaximEyes EHR in the following two scenarios: Creating an Appointment and Updating an Appointment. NOTE: Only current date s appointment can be viewed on the home screen of MaximEyes EHR. The appointments created for a future date will be displayed on MaximEyes EHR s Home Screen on the respective date of the appointment. The data will transfer to MaximEyes EHR once you save it in E-Z Frame. Creating an Appointment This functionality is the same as it was in previous versions of E-Z Frame. Complete the following steps. 1. Go to Patient Records and click the Office tab. Click the Go to Appt button as shown in the Image below. For this example, we are creating an appointment for John Smith. 2. Click the Next Available option from the menu to create an appointment for the patient. Alternatively, double-click on the time slot to schedule the appointment. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 21 of 64 Rev 6/24/15

22 3. A window will open to select the provider name and the reason of the appointment. Click the Find Next option to let the system search the available appointment slot. 4. The following message will appear to confirm the appointment date and time. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 22 of 64 Rev 6/24/15

23 5. Click Yes to confirm the appointment. The patient s details will show automatically. 6. Click the Save option to save this appointment. 7. Once saved, the data will transfer to MaximEyes EHR and you can view it on the MaximEyes EHR home screen as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 23 of 64 Rev 6/24/15

24 Updating an Appointment The Appointments can be updated in E-Z Frame in following ways: 1. Double-click on the appointment. 2. Click and drag the appointment to other time slot to change the appointment time. 3. Extend the box size to increase the appointment length. 4. Go to the Appointments form in E-Z Frame. The Edit Appointment screen will open once you double-click it. 5. Update the data. For example, to update the Appointment reason, select Contact Test in the Appt. Reason field as shown below. 6. Click Save. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 24 of 64 Rev 6/24/15

25 7. To view the updated appointment, go to the MaximEyes EHR home screen. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 25 of 64 Rev 6/24/15

26 Transferring Data from MaximEyes EHR to E-Z Frame (Data Transfer) The following data will transfer from MaximEyes EHR to E-Z Frame: Billing data, Rx data, Recalls data and Schedule In data. NOTE: The above data will only transfer from MaximEyes EHR to E-Z Frame if the patient has been synced from E-Z Frame. In order for the sync/data transfer to work, you must FIRST create the patient in E-Z Frame and sync to MaximEyes EHR. Patients that are first created in the MaximEyes EHR will NOT be able to transfer data to E-Z Frame. Pre-requisites for Transferring Data from MaximEyes EHR to E-Z Frame The following are the pre-requisites before transferring data from MaximEyes EHR to E-Z Frame. CL Catalog Setup in MaximEyes EHR Add, Edit and Delete CL Materials from the List Setup Procedure Codes Setup Diagnosis Codes CL Catalog Setup in MaximEyes EHR We recommend that a complete and accurate list of contact Lenses be added to the system prior to using. By default, all CL Materials and CL follow-up recall dates that are transferred from MaximEyes EHR to E-Z Frame will transfer to the soft contacts section. If your office would like soft and hard contact to be submitted to separate order pages and recall slots, complete the following steps: 1. Go to Office Admin > System Preferences > General #1 tab. 2. Click the Edit button. 3. Select the CL Catalog option in the Populate CL Value Lists from section and save the form as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 26 of 64 Rev 6/24/15

27 4. Restart MaximEyes EHR for the changes to take effect. 5. Go to Office Admin > Optical and select the CL Catalog option from the menu. 6. The CL Brands Window will display as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 27 of 64 Rev 6/24/15

28 Add, Edit or Delete CL Materials from the List To add, edit or delete contact lens (CLs) materials from the list to match the selection your office offers to patients, complete the following steps: 1. Add New Contact Lens Click the New CL Brand button located at the top of the screen. 2. Edit Existing Contact Lens Click the E button located to the right of the contact Brand Name and Manufacturer. 3. Delete Existing Contact Lens Click the X button to delete the Contact Lens from the list. 4. Optional Mark any CLs in list as Hard for Hard CL and Soft for Soft CL. If left blank (i.e. Lens Type is not selected) it will be considered as Soft by default. CL s marked as hard will transfer to a separate recall section and Contact Order page from the contact left blank or indicated as soft. 5. Select the Brand Name and click the Edit button. 6. Click the Save & Close button. 7. Add the Lens Type for other Brands as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 28 of 64 Rev 6/24/15

29 Entering Base Curve, Sphere, or Diameter Ranges (Optional) Setting specific values for the Contact Lens Brand will in turn control the values that show up in the drop-down menus for the contact lens as it is selected on the Contact Lens Evaluation. Leaving this section blank will display the default ranges for sphere, BC, and Diameter. 1. From the CL Catalog screen, click S button to select the CL Brand to enter values. 2. Click the Edit button located at the top right of the screen. 3. Click the Add Sphere button located at the top left. 4. Check the Enter values in the range checkbox, then enter each value: Minimum, Maximum, and Increment By. 5. If similar values have been added for another contact lens from the values, you can copy them over by clicking the radio button Add these sphere power value(s) to other brands of the same manufacturer. 6. If you would like the same sphere powers for all CL Brands for all manufacturers, check the radio button Add these sphere power value(s) to all brands of all the manufacturers. 7. Click the Add BC button to add base curve values. 8. Click the Add Diameter button to add diameter values. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 29 of 64 Rev 6/24/15

30 Setup Procedure Codes In order to generate sales properly in E-Z Frame for the Encounter that is transferred from MaximEyes EHR, the following must be completed. 1. The same procedure code list must be present in E-Z Frame as it is in MaximEyes EHR. 2. The same procedure code list must be present in the E-Z Frame inventory with its respective details. 3. If you add a new procedure code in MaximEyes EHR, the code must be added in the E-Z Frame master data as well as in Inventory. Quick Link to MaximEyes EHR Managing Procedure Codes Guide MaximEyes EHR Managing Procedure (CPT) Codes Guide Setup Diagnosis Codes E-Z Frame has been updated with the latest diagnosis codes. Any new diagnosis codes added to E-Z Frame must also be added into MaximEyes EHR for the data transfer and creation of the sale to properly function. Quick Links to MaximEyes EHR Diagnosis Codes Guides MaximEyes EHR Managing Diagnosis Codes Guide Managing Diagnosis Codes in E-Z Frame Guide E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 30 of 64 Rev 6/24/15

31 Creating an Encounter in MaximEyes EHR This section will provide a simplified walk through of the areas involved in the transfer of data between MaximEyes EHR to E-Z Frame. The following data will transfer if it is entered correctly in MaximEyes EHR: Diagnosis Codes, Procedure Codes, Spectacle Rx, Contact Lens Rx, Recall dates and Schedule By dates. 1. Find and select the patient that has been synced from E-Z Frame to MaximEyes EHR and click the New Encounter button to create an Encounter as shown below. 2. The following screen will appear. 3. Select an Encounter Type and select the Provider. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 31 of 64 Rev 6/24/15

32 4. Click the OK button to continue creating the Encounter. NOTE: Encounters can be created with a date +/- 7 days from the current date. NOTE: Selecting Baseline will automatically flag this Encounter as a baseline exam from which data can be copied from on patients return visits. Baseline flag can also be manually checked or unchecked at the end of an Encounter. Adding Spectacle Rx Data 1. Go to the left pane and select the Final Spectacle Rx s Brief or Final Spectacle Rx option under the Refraction menu. A Final Spectacle Rx can be created by: a. Typing in the Final Rx boxes. b. Automatically copying to final by choosing an option from the Create Rx for in Refraction Brief. c. Clicking the Data Entry button and choosing from value lists. NOTE: Anything typed in the Notes box in the Final Spectacle element will be transferred to E-Z Frame. This is useful for communication recommendations that the doctor gave to the patient or to the optician for working with the patient. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 32 of 64 Rev 6/24/15

33 Final Spectacles Rx Data Entry Screen Final Spectacles Rx s Brief Final Spectacles Rx s NOTE: Only Spectacle Rx s that are entered in the Final Spectacle Rx s or Final Spectacle Rx s Brief Elements on an Encounter will be transferred to E-Z Frame. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 33 of 64 Rev 6/24/15

34 Adding Contact Lens Rx Data 1. From the left pane, select CL Evaluations under contact Lens and click New Fit, Refit, or Trial to create a new CL Rx as shown below. 2. The CL Evaluation Details screen will be displayed. 3. Enter the Rx data, select the CL Type/Brand, and any other information as needed. NOTE: Only CL Evaluations with the status of Trial to Order or Final will be transferred to E-Z Frame. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 34 of 64 Rev 6/24/15

35 What Will Transfer to E-Z Frame? Rx Data (BC, Sphere, Cyl, Axis, Add) Type/Brand Notes Status? NOTE: Only CL Rx with status as Trial to Order or Final will be transferred over to E-Z Frame. Adding Diagnoses 1. In left pane, under Final Findings, select Final Diagnoses and click on the Data Entry screen to add the diagnoses codes as shown below. Diagnoses can be selected from either the Favorites tab or the Final Diagnoses tab in the Data Entry Screen. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 35 of 64 Rev 6/24/15

36 2. Select the diagnosis code and click the Add or Select button to add the diagnosis code for this Encounter. Repeat for as many diagnosis codes as applicable. 3. Click the Ok button after adding the Diagnoses codes as shown below. 4. Diagnoses are added to the Final Diagnoses section at the bottom. They can be moved up or down, edited, or deleted. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 36 of 64 Rev 6/24/15

37 Adding Procedure Codes 1. Select the Final Procedures from the left pane Final Findings link. 2. Click the Data Entry button to enter the Procedure codes. 3. Select the required Procedure codes and its related data. Click the Add button as shown below. 4. Click the OK button to finalize adding the data to the Encounter. NOTE: The first six line items will be populated onto the HCFA/Claim form created from the Sale Generated in E-Z Frame. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 37 of 64 Rev 6/24/15

38 Adding Recalls 1. Under the Plans section, click the Data Entry button as shown below. 2. The following screen will appear. You must select the recall time as highlighted below and click the Add button. Multiple recalls can be added for an Encounter. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 38 of 64 Rev 6/24/15

39 3. You can add the time and date for the appointments to be scheduled by choosing the Schedule in radio button and selecting the days/week and the reason as highlighted below. 4. Once you click the Add button, the data will appear as shown below. 5. Click the OK button once the Recall in and Schedule in information is added to add it to Encounter. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 39 of 64 Rev 6/24/15

40 Initiating the Data Transfer Once all the data is added to the Encounter, the Data Transfer process will need to be triggered. Complete the following steps to transfer the Encounter data to E-Z Frame. 1. Click on Data Transfer button. 2. The following message will be displayed. 3. After you click the OK button, you can view the data in E-Z Frame. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 40 of 64 Rev 6/24/15

41 Viewing Data Transferred from MaximEyes EHR The following E-Z Frame data transfers from MaximEyes EHR: Billing Data, Rx Data and Recalls. There will be two options available after the data transfer from MaximEyes EHR to EZ-Frame. 1. Generate sales for the billing data transferred. 2. Create the Lab Order for the Rx data transferred and then generate the sale. Generating Sales for Billing Data Transferred The data that has been transferred from MaximEyes EHR will be viewed under Sales. 1. Click the Sales menu. 2. Click the Import EHR Charges tab. 3. All the Encounters that have been transferred will be shown in the grid with the following information: Patient ID, Patient Name, DOS, Provider Name, Facility Location, Imported Date, Time and Appt for DOS flag. Import EHR Charges Tab Menu Options 1. Refresh Option: If the Encounter data from MaximEyes EHR is not displayed, then click the Refresh option to update the screen. If the patient Encounter data still does not show up the data transfer has probably not been initiated. 2. Details Option: Click the Details option to generate a Sales page. 3. Go to Appointments Option: In order for the Billing Data to be imported, you must create an appointment for the patient in E-Z Frame. If the patient does not have an appointment as indicated in the Appt for DOS column, click the Go To Appointments option to create an appointment for the patient. Once you ve completed this step, return to the Import EHR Charges screen to finalize the import and generate the sale or create the lab order. 4. Cancel Option: Click the Cancel option to go back to the New Sales screen. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 41 of 64 Rev 6/24/15

42 Generating Sales for Imported Billing Data This section will provide a quick overview of what you need to do to Generate a Sale for the patient using the data transferred from MaximEyes EHR to E-Z Frame. Listed below is a quick overview of this process. Quick Overview for Generating a Sale with Imported Billing Data 1. From the Sales window, click Import EHR Charges. 2. Select the most recent entry for the patient to generate sale for. 3. Select an Office Visits date and click the View/Edit button. 4. Add/remove diagnosis and procedure codes as needed. 5. Click Continue to proceed to the Sales window. 6. Finalize all pricing and items to bill. Click Complete Sale. Detailed Walk Through for Generating a Sale 1. Select the particular record and click the Details option as shown below to open the Sale Detail screen. 2. The Office Visits section will list the appointments scheduled with the patient. Click View/Edit. Make sure the Office Visit date is current. 3. Click Continue. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 42 of 64 Rev 6/24/15

43 NOTE: When there are multiple appointment dates for same patient, the most recent appointment date will be selected by default under Office Visits. 4. If the selected date of appointment is different than the Date of Service, the following message will appear. 5. If you click the Yes button, it will continue to create sales. 6. If you click the No button, you will stay on the same screen and can change the appointment date to the date of service and continue with sales. 7. To view the billing data transferred from MaximEyes EHR, click the View/Edit button shown in the above Image. 8. The following screen will appear where you can view the Diagnosis codes and Procedures codes transferred from MaximEyes EHR. 9. If you want to add more Diagnosis or Procedure codes to the existing sales, click the Edit button on the pop-up as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 43 of 64 Rev 6/24/15

44 Adding Additional Procedures and Diagnosis Codes You can add additional Procedure and Diagnosis codes as needed by following the steps below. Adding Procedure Codes 1. Click the add option to add the required Procedure code as shown below. 2. Choose the Category and Code Name from the respective combo boxes and click the Select button to add the code to the office visit. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 44 of 64 Rev 6/24/15

45 Deleting Procedure Codes 1. Select the Procedure you want to delete and click the delete option. 2. The following confirmation message, "Are you sure you want to delete this Procedure?" will appear. 3. If you click the Yes button, the selected Procedure code will be deleted from the sale. 4. If you click the Cancel button, the Procedures code will not be deleted. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 45 of 64 Rev 6/24/15

46 Adding a Diagnosis Code 1. Under Diagnosis Section, click the add option. 2. Once you click the add option, the following screen will open. Type in the Code in Search textbox then click the Search button. 3. Click on S button to select the code under Final Diagnosis section. Click on Save to save the selected codes. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 46 of 64 Rev 6/24/15

47 Deleting a Diagnosis Code 1. Select the particular Diagnosis code to be deleted and click the delete option as shown below. 2. The following confirmation message will appear asking if you are sure you want to delete the Diagnosis. If you click the OK button, the Diagnosis code will be removed from the sale. However, if you click the Cancel button, the Diagnosis code will remain in the sale. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 47 of 64 Rev 6/24/15

48 3. After adding/deleting the required Procedures and Diagnosis codes, click the Save option then the Close option as highlighted below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 48 of 64 Rev 6/24/15

49 Reviewing Office Visit/ Imported Details and Generating Sale In order for the Procedures codes to be most efficiently posted to the sale, we recommend that the CPT codes be added first as Inventory Items in the Services/Add-on section. 1. In the Sale Detail section as shown below, you can view the imported Billing data prior to generating a sale. 2. Click the Continue option to proceed. The Sales window will open and any items from Inventory and/or Services/Add-ons will be displayed. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 49 of 64 Rev 6/24/15

50 3. Add/ Remove Procedure Codes using the Add Item or Item Selection options as shown above. 4. Add/Remove Diagnosis codes by clicking the Diagnosis tab and use the add or remove options as shown below. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 50 of 64 Rev 6/24/15

51 5. Click the Complete Sale option to finalize the transaction. 6. A prompt will be displayed to verify whether the sale is ready to be completed. 7. If you click No, you will return to the previous screen where changes can be made. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 51 of 64 Rev 6/24/15

52 8. If you click Yes, E-Z Frame will display the Payments window. 9. At this time a payment can be made and posted as Cash, Check, or Credit Card. 10. Click the Complete Sale option and the following report for the completed sales will be displayed. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 52 of 64 Rev 6/24/15

53 11. Click the Close option to close the report. 12. After the Sale is completed, the record will be removed from Import EHR Charges. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 53 of 64 Rev 6/24/15

54 Rx Data Transferred from MaximEyes EHR Any Final Spectacle Rx or Contact Lens Rx s with the status of either Final or Trial to Order will be available in E-Z Frame after the Data Transfer from MaximEyes EHR is complete. The sections below will explain where the data transfers to in E-Z Frame and how you can use the data to print Rx s for the patient or create Lab Orders. View Rx Transferred from MaximEyes EHR Assuming the Data Transfer has been completed in MaximEyes EHR, complete the steps below to view the Spectacle and Contact Lens prescriptions. 1. From the Overview menu drop-down, click Prescriptions. 2. A new field Imported From EHR has been introduced. The value and its meanings are explained below. Imported From EHR Field Value Yes No Its Meaning The Rx was imported from MaximEyes EHR The Rx was created in E-Z Frame 3. To narrow down prescriptions listed, use the Find Filter options from the main prescription Screen. Choose an option from the drop-down menu as shown below. 4. Use the Advanced Search link to search for specific prescriptions. 5. Click the Execute button to list all the prescriptions imported from MaximEyes EHR. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 54 of 64 Rev 6/24/15

55 6. Double-click the prescriptions to view the details. 7. The data transferred from a MaximEyes EHR Encounter is highlighted as shown below. 8. The Rx can be edited by clicking the Edit button, making the changes and clicking the Save button. NOTE: The changes made to the Rx will not sync back to the MaximEyes EHR. 9. Click the Create Lab Order option to create a lab order for this prescription. 10. Once Lab Order is created, the frame, lenses, and(or) add-on options can be selected to complete the order. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 55 of 64 Rev 6/24/15

56 NOTE: In E-Z Frame, the Lens and add-ons can be selected using the ParadEyes SL Rx tab and then you submit electronically to the lab. For more information, refer to the E-Z Frame-ParadEyes.com and VisionWeb Lab Integration Guide 11. You can also view and edit details for Contact Lens Rx s. From the List view, doubleclick on the Contact Lens Rx. The following screen will appear and the data that is transferred from MaximEyes EHR is highlighted in red as shown below. 12. Edit the details by clicking on Edit option and then Save. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 56 of 64 Rev 6/24/15

57 CL Orders Depending on Setup If the Contact Lenses have been setup to indicate Hard or Soft, the following table outlines the Number of Rxs that will be created in E-Z Frame, based on the CL Lens Types transferred from MaximEyes EHR. If all contact lens types are left as Soft (default) then only one Rx will be transferred for any CL Evaluation in MaximEyes EHR with the status of Final or Trial to Order. OD Lens Type OS Lens Type Number of Rx in E-Z Frame Rx Type in E-Z Frame Soft Soft 1 Soft Contact Lens Hard Hard 1 Hard Contact Lens Hard Soft 2 For OD- Hard Contact Lens with data in OD section For OS Soft Contact Lens with data in OS section Soft Hard 2 For OD- Soft Contact Lens with data in OD section For OS Hard Contact Lens with data in OS section Hard <Blank> 2 For OD- Hard Contact Lens only with OD data For OS Soft Contact Lens with data in OS section <Blank> Hard 2 For OD- Soft Contact Lens only with OD data For OS Hard Contact Lens with data in OS section Soft or <Blank> <Blank> or Soft 1 Soft Contact Lens E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 57 of 64 Rev 6/24/15

58 Printing the Rx for the Patient 1. From the Overview menu drop-down click Prescriptions. 2. Double-click on the patient/prescription to be printed. 3. Click the Print option from the menu to generate and print the following report. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 58 of 64 Rev 6/24/15

59 Recall Data Transferred from MaximEyes EHR Any Recall or Schedule By dates entered in the Final Plan of the Encounter at the time of the Data Transfer being initiated in the MaximEyes EHR will be transferred to E-Z Frame. This section will walk you through the Recall setup in MaximEyes EHR and display where the Recall Data and Schedule In data will go in E-Z Frame. These dates will be displayed on the Patient s Record in the Office subsection on the top right. Six types of recall information will be transferred from MaximEyes EHR to E-Z Frame: 1. Annual Recall This recall can be added in Final Plan section of MaximEyes EHR, and will transfer to the Annual/Exam Recall field of E-Z Frame. 2. Contact Lens Recall (soft or hard) This recall can be added in Final Plan section of MaximEyes EHR, and will transfer to either the Hard CL or Soft CL Recall fields of E-Z Frame. NOTE: All recall dates for contact lens will default to Soft CL, unless the contact lens type has been indicated as Hard. See the CL Setup section in this guide for more details. 3. Other Recall This recall can be added in the Final Plan section of MaximEyes EHR, and the recall will transfer to the Other Recall field of E-Z Frame. 4. Schedule In Similar to the recall dates mentioned above, the Schedule In can be entered by the provider in the Final Plan element of the Encounter. This date will be an indicator for the staff members who are responsible for scheduling follow-up visits. This field is not required but is an additional option from the standard recall fields to augment your office workflow. 5. Last Visit The Last Visit will populate for any Patient that had an appointment scheduled in E-Z Frame and the Data Transfer initiated from the Encounter created in MaximEyes EHR. 6. Last Annual Exam Date Any Encounter in MaximEyes EHR flagged as annual on the Final Procedures element will trigger the date of the Encounter transfer to E-Z Frame in the field called Last Annual Exam Date. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 59 of 64 Rev 6/24/15

60 Recall Type Setup in MaximEyes EHR MaximEyes EHR will have a default list of recall reasons available. Recall reasons can be added, edited and removed from this list. Each Recall Reason can be associated as Annual, Contact Lens, or Other and this association will direct where the Recall date will be mapped to in E-Z Frame. 1. Click Office Admin > Recall Types. 2. Click the Edit button to see where the selected Recall will transfer from MaximEyes EHR to E-Z Frame (Annual Other or CL). The Last Exam will always transfer to E-Z Frame as long as the baseline box is checked on the Final Procedures page of MaximEyes EHR. 3. Click the X button to delete any recall types that will not be used. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 60 of 64 Rev 6/24/15

61 Viewing Recall and Schedule In Dates Transferred from MaximEyes EHR 1. Find the patient by going to the Overview menu > Patient Records. 2. Once you have found the patient, click the Office tab at the top right (remember you have to initiate the data transfer and enter the recall data first). Only immediate recalls will be seen on the main screen. To view additional Recall information that was transferred from MaximEyes EHR, click the More button. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 61 of 64 Rev 6/24/15

62 3. Apart from immediate recalls, a maximum of 10 recalls will be seen on the Additional Recalls Info. screen once you click the More button. 4. Any Recall Reasons/Dates entered in the final plans will transfer to the Recall Date Section. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 62 of 64 Rev 6/24/15

63 5. Schedule In dates transferred from MaximEyes EHR will populate under the Additional Appt Dates section. If there are more than four Schedule in dates transferred, then click the More button to view. These dates are not editable in E-Z Frame. 6. Checking the Annual Exam checkbox in MaximEyes EHR will populate the Last Annual Exam Date in E-Z Frame with the date of the Encounter the data was transferred from. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 63 of 64 Rev 6/24/15

64 Additional Resources for the E-Z Frame-MaximEyes EHR Integration MaximEyes EHR Technical Support Contact First Insight technical support for any MaximEyes EHR integration related questions using the options listed below. Telephone: Live Online Support: Login to the MaximEyes For Customers website at Contact First Insight at , Option 1 to receive a User Name and default Password (one User Name and Password per practice). Online Request Form: Online MaximEyes EHR and EyeClinic.net Integration Resources We understand that you are busy and may need to train on advanced features within the E-Z Frame-MaximEyes EHR integration. Check out our MaximEyes For Customers website to download comprehensive training materials that provide detailed "how to" instructions on the primary functions of the MaximEyes EHR and EyeClinic.net (Patient Portal) integration. Once you login to the For Customers website, click the TRAINING RESOURCES tab and navigate to the "E-Z Frame Resource Center." If you do not remember your login information, call our First Impressions Coordinator at , Option 1. E-Z Frame-MaximEyes EHR Integration Users Guide 2015 First Insight Corporation Page 64 of 64 Rev 6/24/15