Transferring Data Between ExamWRITER and AcuityLogic

Transcription

1 Transferring Data Between ExamWRITER and AcuityLogic In this document: Overview, 1 Patient Demographics, 2 Patient Medical History, 4 Spectacle Prescriptions, 5 Contact Lens Item Details, 10 Contact Lens Prescriptions, 12 Diagnosis, Procedure, and PQRS Codes, 16 This document explains which information automatically transfers between ExamWRITER and AcuityLogic. Overview ExamWRITER and AcuityLogic are configured to automatically exchange specific information with each other. Patient information that you record in a patient profile in AcuityLogic transfers to ExamWRITER when you create or update a patient. If you use ExamWRITER v without the EWAL patch, exam data recorded in ExamWRITER transfers to AcuityLogic when you close or finalize an exam. Exam data only transfers to AcuityLogic once; if you finalize an exam after closing it, the exam data is not resent to AcuityLogic. If you use ExamWRITER v with the EWAL patch (or above), all prescriptions updated in ExamWRITER automatically update in AcuityLogic; you do not need to close or finalize an exam in order for the prescriptions to transfer. However, prescriptions do not transfer after you have closed or finalized an exam. This figure illustrates the flow of data between the two programs: Patient Demographics Patient Medical Hx Spectacle Rxs Contact Lens Item Details Contact Lens Rxs Diagnosis, Procedure, and PQRS Codes Transferring Data Between ExamWRITER and AcuityLogic 1

2 Patient Demographics Patient Demographics All patients that you add or update in AcuityLogic are automatically transferred to ExamWRITER. The following patient demographic fields transfer from AcuityLogic to ExamWRITER: AcuityLogic Field Patient ID Title First Name MI Last Name Gender Birth Date Address 1 Address 2 City, State Zip Code Mobile Phone Home phone Ethnicity Race Preferred Language ExamWRITER Field Chart No. Title First Name Initial Last Name Sex Date of Birth Address Address City, State, Zip Cell Phone Home phone Address Ethnicity Race Preferred Language 2 Transferring Data Between ExamWRITER and AcuityLogic

3 Patient Demographics These images show patient demographics in a patient profile in AcuityLogic: This image shows the patient demographics transferred to ExamWRITER: Transferring Data Between ExamWRITER and AcuityLogic 3

4 Patient Medical History Patient Medical History All selections made in the Medical History window in ExamWRITER transfer to AcuityLogic. This includes all selections from the Medical Hx, Systematic Surgery, Ocular Hx, and Ocular Surgery areas. All selections in the Medical History window in ExamWRITER display on the Add Patient Exam window in AcuityLogic POS. This image shows selections made in the Medical History window in ExamWRITER: This image shows the Medical History selections transferred to AcuityLogic: 4 Transferring Data Between ExamWRITER and AcuityLogic

5 Spectacle Prescriptions Spectacle Prescriptions The spectacle prescriptions that transfer from ExamWRITER to AcuityLogic depend on your version of ExamWRITER: ExamWRITER v : The first final spectacle prescription you record in ExamWRITER transfers to AcuityLogic. ExamWRITER v with the EWAL patch, and above: The final spectacle prescription and all alternate spectacle prescriptions that you record in ExamWRITER transfer to AcuityLogic. This section tells you how to transfer spectacle prescriptions from ExamWRITER to AcuityLogic. Topics include: Recording Spectacle Prescriptions, 5 Transferring the First Final Spectacle Prescription in ExamWRITER v , 6 Transferring the Final and Alternate Spectacle Prescriptions in ExamWRITER v with the EWAL Patch, and Above, 7 Recording Spectacle Prescriptions This table describes which fields transfer from ExamWRITER to AcuityLogic: ExamWRITER Field Sphere Cylinder Axis AcuityLogic Field Sphere Cylinder Axis H Prism Prism 1 Base In\Base Out Prism 1 Dir V Prism Prism 2 Base Up\Base Dn Add Usage Rx Notes Prism 2 Dir Add Eyeglass Rx Type Rx Notes Transferring Data Between ExamWRITER and AcuityLogic 5

6 Spectacle Prescriptions Transferring the First Final Spectacle Prescription in Exam- WRITER v Follow the instructions below to transfer the first final spectacle prescription in ExamWRITER v : 1. Record the prescription in the Spectacle Rx - Final window in ExamWRITER. 2. Close or finalize the exam. When you close or finalize and exam, the first final spectacle prescription transfers to AcuityLogic. If you close an exam and later modify the final spectacle prescription in ExamWRITER, the modified prescription will not transfer to AcuityLogic. 6 Transferring Data Between ExamWRITER and AcuityLogic

7 Spectacle Prescriptions Transferring the Final and Alternate Spectacle Prescriptions in ExamWRITER v with the EWAL Patch, and Above If you use ExamWRITER v with the EWAL patch (or above) all prescriptions that you update in ExamWRITER are automatically updated in AcuityLogic; you do not need to close or finalize an exam in order for the prescriptions to transfer. Follow the instructions below to transfer the final spectacle prescription and all alternate spectacle prescriptions in ExamWRITER with the EWAL patch, and above: 1. Record a spectacle prescription in the Spectacle Rx - Final or Spectacle Rx - Alternate window in ExamWRITER. 2. Select a usage from the Usage drop-down menu. NOTE You can transfer any usage type from ExamWRITER to AcuityLogic if you add the same exact usage type to the Eyeglass Rx Type drop-down menu in AcuityLogic. 3. If you are creating the final spectacle prescription, go to step 4; otherwise select the Yes radio button for the Export Lab Order setting. NOTE The Export Lab Order radio buttons are grayed out and disabled on the Final Spectacle Rx window. The final spectacle prescription is always automatically sent to AcuityLogic. 4. Close the Spectacle Rx window and exit out of the exam (you do not need to close or finalize the exam). 5. Open the patient s Patient Exams window in AcuityLogic POS. Transferring Data Between ExamWRITER and AcuityLogic 7

8 Spectacle Prescriptions 6. Hover your cursor over an exam to display the ExamWRITER exam number and prescription type (Final or Alternate). 7. Open the patient s exam. The prescription displays in AcuityLogic. 8 Transferring Data Between ExamWRITER and AcuityLogic

9 Spectacle Prescriptions 8. To create and send an additional alternate prescription, click New Rx on the ExamWRITER Spectacle Rx - Alternate window, and repeat steps 1 7. You can create and send up to nine alternate spectacle prescriptions. Transferring Data Between ExamWRITER and AcuityLogic 9

10 Contact Lens Item Details Contact Lens Item Details The contact lens that you select while creating a contact lens prescription in ExamWRITER transfers to AcuityLogic POS only if you select a contact lens with a product code (SKU). The SKUs are mapped to your contact lenses in AcuityLogic, but are not displayed in AcuityLogic. You can view the contact lens details on the Patient Exam window and on contact lens orders in AcuityLogic POS. NOTE If you are converting from OfficeMate or another practice management system to AcuityLogic, tildes (~) may have been added to your contact lens product names in ExamWRITER in order to differentiate the contact lenses that are in your AcuityLogic database from those contact lenses in your previous database. All products that have tildes will be at the top of the product name list. If you notice that some product names have tildes, perform one of the tasks below when selecting contact lenses: If your office has integrated ExamWRITER with AcuityLogic already, select a product without a tilde (~). If your office has not yet integrated with AcuityLogic, select a product that has a tilde (~). Follow the instructions below to correctly select a contact lens so that it transfers to AcuityLogic: 1. From the Contact Lens Rx window in ExamWRITER, click the ellipse (...) next to the OD or OS Product Name boxes. The Select Contact Lens window opens. 10 Transferring Data Between ExamWRITER and AcuityLogic

11 Contact Lens Item Details 2. Select a product name and click Search. The item details populate the grid on the bottom half of the window. 3. Select a contact lens item from the grid. The SKU must display in the Product Code field in order for the contact lens to transfer to AcuityLogic. After you close or finalize the exam, the contact lens transfers to AcuityLogic: NOTE The SKU is not displayed in AcuityLogic. Transferring Data Between ExamWRITER and AcuityLogic 11

12 Contact Lens Prescriptions Contact Lens Prescriptions The contact lens prescriptions that transfer from ExamWRITER to AcuityLogic depend on your version of ExamWRITER: ExamWRITER v : The first final contact lens prescription you record in ExamWRITER transfers to AcuityLogic. ExamWRITER v with the EWAL patch, and above: All final contact lens prescriptions and all trial contact lens prescriptions that you record in ExamWRITER transfer to AcuityLogic. This section tells you how to transfer contact lens prescriptions to AcuityLogic. Topics include: Recording Contact Lens Prescriptions, 12 Transferring the First Final Contact Lens Prescription in ExamWRITER v , 13 Transferring Final and Trial Contact Lens Prescriptions in ExamWRITER v with the EWAL Patch, and Above, 14 Recording Contact Lens Prescriptions This table describes which fields transfer from ExamWRITER to AcuityLogic: ExamWRITER Field BC Dia. Sphere Cylinder Axis Add Usage Rx Notes AcuityLogic Field Base Curve Diameter Sphere Cylinder Axis Add Contact Lens Rx Type Rx Notes 12 Transferring Data Between ExamWRITER and AcuityLogic

13 Contact Lens Prescriptions Transferring the First Final Contact Lens Prescription in Exam- WRITER v Follow the instructions below to transfer the first final contact lens prescription in ExamWRITER v : 1. Record the prescription in the Contact Lens Rx - Final window in ExamWRITER. 2. Close or finalize the exam. When you close or finalize an exam, the first final contact lens prescription transfers to AcuityLogic. If you close an exam and later modify the contact lens prescription, the modified prescription will not transfer to AcuityLogic. Transferring Data Between ExamWRITER and AcuityLogic 13

14 Contact Lens Prescriptions Transferring Final and Trial Contact Lens Prescriptions in Exam- WRITER v with the EWAL Patch, and Above If you use ExamWRITER v with the EWAL patch (or above) all prescriptions that you update in ExamWRITER are automatically updated in AcuityLogic; you do not need to close or finalize an exam in order for the prescriptions to transfer. Follow the instructions below to transfer final and trial contact lens prescriptions in ExamWRITER with the EWAL patch, and above: 1. Record a contact lens prescription in the Contact Lens Rx - Final window or in the Contact Lens Rx - Trial window in ExamWRITER. 2. Select a usage from the Usage drop-down menu. NOTE You can transfer any usage type from ExamWRITER to AcuityLogic if you add the same exact usage type to the Contact Lens Rx Type drop-down menu in AcuityLogic. 3. If you are creating the first final contact lens prescription, go to step 4; otherwise select the Yes radio button for the Export Lab Order setting. NOTE The Export Lab Order radio buttons are grayed out and disabled for the first final contact lens prescription. The first final contact lens prescription is always automatically sent to AcuityLogic. 4. Close the Contact Lens Rx window and exit out of the exam (you do not need to close or finalize the exam). 5. Open the patient s Patient Exams window in AcuityLogic POS. 14 Transferring Data Between ExamWRITER and AcuityLogic

15 Contact Lens Prescriptions 6. Hover your cursor over an exam to display the ExamWRITER exam number and prescription type (Final or Trial). 7. Open the patient s exam. The prescription displays in AcuityLogic. Transferring Data Between ExamWRITER and AcuityLogic 15

16 Diagnosis, Procedure, and PQRS Codes 8. To create and send an additional prescription, click New Rx on the ExamWRITER Contact Lens Rx window, and repeat steps 1 7. You can create and send up to nine final and nine trial contact lens prescriptions. Diagnosis, Procedure, and PQRS Codes This section tells you how to transfer CPT and PQRS codes from ExamWRITER to AcuityLogic, as well as how to price and map procedure codes that have been imported into AcuityLogic. Topics include: Transferring Diagnosis, Procedure, and PQRS Codes, 16 Adding an Exam to an Order, 17 Setting Up Imported from EMR Procedure Codes, 19 Transferring Diagnosis, Procedure, and PQRS Codes The first four diagnosis codes, first four PQRS codes, and all procedure codes that you record in the Diagnosis/Procedure Coding Window in ExamWRITER transfer to AcuityLogic. All procedure and diagnosis codes that you link to each other in a patient s exam in ExamWRITER are linked in AcuityLogic when the exam is imported into AcuityLogic. The codes are linked to each other in AcuityLogic POS as well as on claims in AcuityLogic Billing, allowing you to quickly process and bill patient orders. In AcuityLogic POS, you can view the codes on the Add Patient Exam window and on the Pricing Order window. 16 Transferring Data Between ExamWRITER and AcuityLogic

17 Diagnosis, Procedure, and PQRS Codes This image shows diagnosis codes recorded in the Diagnosis/Procedure Coding Window in ExamWRITER: This image shows the codes transferred to AcuityLogic: Adding an Exam to an Order When you create an exam in ExamWRITER, you can pull exam details (diagnosis, procedure, and PQRS codes; exam type; fitting fee; and patient medical conditions) into the Add Exam window when creating an order in AcuityLogic POS. When you pull the exam details, the procedure codes are automatically mapped to the correct diagnosis codes. To add exam details to the Add Exam window 1. Make sure that you have closed or finalized the patient s exam in ExamWRITER. 2. Open AcuityLogic POS and navigate to the Order Pricing window. 3. Click the Exam hyperlink to add an exam to the order. The Add Exam window opens. Transferring Data Between ExamWRITER and AcuityLogic 17

18 Diagnosis, Procedure, and PQRS Codes 4. Click Pull From Rx. 5. Click Select next to the exam that you want to add. The exam information is pulled into the Add Exam window and the procedure codes are assigned to their corresponding diagnosis codes. 6. Click Add Exam. 18 Transferring Data Between ExamWRITER and AcuityLogic

19 Diagnosis, Procedure, and PQRS Codes Setting Up Imported from EMR Procedure Codes If you have a specific procedure code mapped to a service or exam in both ExamWRITER and AcuityLogic, AcuityLogic processes the procedure code correctly if that procedure code is selected on an exam in ExamWRITER. However, if you select a procedure code in ExamWRITER that does not exist in AcuityLogic, the procedure code displays as Imported From Emr when you add exam information to an order in AcuityLogic POS. A procedure code that is marked as Imported From Emr is not processed correctly on claims because AcuityLogic does not recognize the code as a CPT code or an exam. When you price an order that has a procedure code that is marked as Imported From Emr, the following message displays: This exam contains one or more items loaded from ExamWRITER that do not have a description and price. Invoicing this exam while the description and price are missing may cause a problem with reporting and billing. Please contact your administrator to correctly set up these items before invoicing this exam. If you see the message about the Imported From Emr procedure codes, contact your administrator and ask him or her complete one of the following sets of procedures: Setting Up Imported Procedure Codes in AcuityLogic On-Premises, 20 Setting Up Imported Procedure Codes in AcuityLogic Cloud, 23 NOTE Only procedure codes that do not exist yet in AcuityLogic will display as Imported From Emr. All procedure codes that already exist in AcuityLogic will not need to be re-mapped or set up again. Transferring Data Between ExamWRITER and AcuityLogic 19

20 Diagnosis, Procedure, and PQRS Codes Setting Up Imported Procedure Codes in AcuityLogic On-Premises When a procedure code is imported into AcuityLogic On-Premises for the first time, you need to set up that procedure code in the Products module and assign a price to the item. You will also need to map the procedure code in the CPT Maintenance module. After setting up an imported procedure code correctly in AcuityLogic Admin, call the retail office and notify the staff that orders with the imported procedure code can now be created. This section tells you how to set up imported procedure codes in AcuityLogic Admin On-Premises, including how To set up an imported procedure code as a product, 20 To map a new procedure code to a product, 22 NOTE If any insurance plans in your system offer unique benefits for the imported exam, you will also need to modify your insurance benefit schedules accordingly. To set up an imported procedure code as a product 1. Open AcuityLogic Admin. 2. Click Product and select Other Items. 3. Select Exams from the Item Type drop-down menu, and locate the exam that has been imported from ExamWRITER. The item name will contain the phrase Imported From Emr, and the item will be marked as active. 4. Click the hyperlink of the item in the Item Number column. The Exams window opens. 5. Type the correct item description in the Description text box. 6. Select the appropriate check box to indicate the exam or procedure type. 7. Type the correct item name in the Item Name text box. 20 Transferring Data Between ExamWRITER and AcuityLogic

21 Diagnosis, Procedure, and PQRS Codes 8. Select the appropriate group from the Item Group drop-down menu. 9. Record any additional information and click Save. 10. Click the Pricing hyperlink in the row of the exam that has been imported from ExamWRITER. The Pricing window opens. 11. Type the correct pricing information in the Price text boxes and click Save. Transferring Data Between ExamWRITER and AcuityLogic 21

22 Diagnosis, Procedure, and PQRS Codes To map a new procedure code to a product 1. Open AcuityLogic Admin. 2. Click Insurance and select CPT Maintenance. The CPT Maintenance window opens. 3. Select CPT Codes from the Maintenance Type drop-down menu. 4. Click Add CPT Codes. 5. Type the procedure code in the CPT Code text box. 6. Type the description of the procedure code in the Description text box. 7. Click Insert. 8. Select CPT Item Code Mapping from the Maintenance Type drop-down menu. 9. Click Add CPT Code Item Mapping. 10. Select the item name of the procedure code from the Item Name drop-down menu. 11. Select the procedure code from the Procedure Code drop-down menu. 12. Click Insert. 22 Transferring Data Between ExamWRITER and AcuityLogic

23 Diagnosis, Procedure, and PQRS Codes Setting Up Imported Procedure Codes in AcuityLogic Cloud When a procedure code is imported into AcuityLogic Cloud for the first time, you need to set up that procedure code in the Product Mapping module and assign a price to the item. 1. Open AcuityLogic Admin. 2. Click Company and select Product Mapping. The Products window opens. 3. Click the Other hyperlink The Other Items Mapping window opens. 4. Select Exams from the Item Type drop-down menu, and locate the exam that has been imported from ExamWRITER. The item name will contain the phrase Imported From Emr, and the item will be marked as active. 5. Type the correct item name in the Company Item Name text box. 6. Select the appropriate group from the Item Group drop-down menu. 7. Click the Pricing hyperlink. The Pricing window opens. 8. Type the correct pricing information in the Price text boxes and click Save. Transferring Data Between ExamWRITER and AcuityLogic 23