Volume. Revolutionary. Online. Cool. Administration

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1 Volume Revolutionary. Online. Cool. Administration

2 H E A L T H I N N O V A T I O N T E C H O N O L O G I E S, I N C EyeCodeRight v4.0 Tutorial EyeCodeRight 2717 Emerson Ave South Minneapolis, MN

3 Table of Contents To view information for any subject found in the Table of Contents, simply click on the appropriate subject and you will be taken directly to the corresponding page. To return to the Table of Contents from any area in the document, scroll to the bottom of any page and click on the Table of Contents link. LOCATIONS... 5 ADD A PRACTICE...5 EDIT A PRACTICE...9 CONTACTS...11 SECURITY...11 EDIT PASSWORD POLICY...11 EDIT IDLE TIMEOUT...13 PRACTICE PREFERENCES...14 EDIT OFFICE ADD A CLEARINGHOUSE...15 EDIT A CLEARINGHOUSE...17 USER ROLES...18 ADD A USER ROLE...18 DELETE A USER ROLE...20 EDIT A USER ROLE...21 EMPLOYEES ADD AN EMPLOYEE...23 DEACTIVATE AN EMPLOYEE...29 REACTIVATE AN EMPLOYEE...30 EDIT AN EMPLOYEE...31 COMMON DIAGNOSIS i

4 FILTER THE DIAGNOSIS LIST...33 ADD A DIAGNOSIS CODE...34 DELETE A DIAGNOSIS CODE...37 EDIT A DIAGNOSIS CODE...37 COMMON MEDICATIONS ADD A MEDICATION...39 DELETE A MEDICATION...42 EDIT A MEDICATION...42 ALLERGY CATEGORIES ADD AN ALLERGY CATEGORY...44 EDIT AN ALLERGY CATEGORY...46 ALLERGIC REACTIONS ADD AN ALLERGIC REACTION...47 EDIT AN ALLERGIC REACTION...49 PATIENT DEMOGRAPHICS ETHNICITY...50 Add an Item...50 Edit an Item...52 RACE...53 Add an Item...53 Edit an Item...55 CITIZENSHIP...56 Add an Item...56 Edit an Item...58 RELIGION...59 Add an Item...59 Edit an Item...61 MARITAL STATUS...62 Add an Item...62 Edit an Item...64 SALUTATION...65 Add an Item...65 Edit an Item...67 LANGUAGE...68 Add an Item...68 Edit an Item...70 FAMILY MEMBER ROLES...71 Add an Item...71 Edit an Item...73 CONTACT ROLES...74 Add an Item

5 Edit an Item...76 PROVIDER INFORMATION PROVIDER TYPES...77 Add an Item...77 Edit an Item...79 PROVIDER ROLES...80 Add an Item...80 Edit an Item...82 INSURANCE INFORMATION PRIORITIES...83 Add an Item...83 Edit an Item...85 TYPE...86 Add an Item...86 Edit an Item...88 NOTE CATEGORIES EMPLOYEE NOTES...89 Add an Item...89 Edit an Item...91 PATIENT NOTES...92 Add an Item...92 Edit an Item...94 PRACTICE NOTES...95 Add an Item...95 Edit an Item...97 PROVIDER NOTES...98 Add an Item...98 Edit an Item APPOINTMENT NOTES Add an Item Edit an Item TASK NOTES Add an Item Edit an Item INSURANCE NOTES Add an Item Edit an Item PHARMACY NOTES Add an Item Edit an Item DIAGNOSIS NOTES Add an Item Edit an Item ENCOUNTER NOTES Add an Item

6 Edit an Item ENCOUNTER TEST NOTES Add an Item Edit an Item TASK CATEGORIES ADD A TASK CATEGORY EDIT A TASK CATEGORY VENDORS & PARTNERS EXTERNAL PROVIDERS Add an External Provider Edit an External Provider INSURANCE COMPANIES Add an Insurance Company Edit an Insurance Company PHARMACY Add a Pharmacy Edit a Pharmacy SPECTACLE LABS Add a Spectacle Lab Edit a Spectacle Lab CONTACT LENS SUPPLIERS Add a Contact Lens Supplier Edit a Contact Lens Supplier THIRD PARTY ADMINISTRATORS Add a Third Party Administrator Edit a Third Party Administrator MANUFACTURERS Add a Manufacturer Edit a Manufacturer PATIENT MANAGEMENT MARK A PATIENT AS DECEASED DEACTIVATE A PATIENT ACTIVATE A PATIENT CLAIMS MANAGEMENT SUBMIT ELECTRONIC CLAIMS RESUBMIT A CLAIM INDEX

7 Section In this section we will cover the administrative set up of the practice. NOTE The Administration Module is found under More in the list of Modules located at the top of your screen Locations Add a Practice Step 1 Open the Administration Module Step 2 Click on General Step 3 Click on Locations Step 4 Click Add Practice Location 5

8 Step 2 Step 3 Step 4 There are 4 screens available in Add Practice Location, Practice Details, Descriptions, Office Hours and Tax Information. The first Screen to appear is Practice Details. Enter the required fields Location Name and Billing Location are the only required fields in this screen Step 6 Enter all other known Practice Details Step 7 Click Descriptions Step 7 6

9 Step 8 Enter Description and Services Step 9 Click Office Hours This step is not required Step 8 Step 9 Step 10 Select Open Time, Close Time, Lunch Start and Lunch End for each day that your office is open. If the office is not open on a particular day leave the times on that day blank Lunch time is not required Step 11 Click Tax Information 7

10 Step 10 Step 11 If sell taxable items in your office continue to Step 12 If you do not sell taxable items in your office skip to Step 15 Step 12 Click Add Step 12 Step 13 Enter in the Name of the product Step 14 Enter the tax as a decimal You may enter a description if needed 8

11 Step 15 Click Update Steps 13 & 14 Step 15 Edit a Practice Step 1 Open the Administration Module Step 2 Click General Step 3 Click Locations Step 4 Click on the appropriate location Click Open Step 2 & 3 Step 4 9

12 There are 4 screens available in Add Practice Location, Practice Details, Descriptions, Office Hours and Tax Information. The first Screen to appear is Practice Details. Step 6 Click Edit Step 6 Step 7 Enter all changes/update to Practice Details Step 8 Click update Click on Descriptions, Office Hours, and/or Tax Information to make changes/updates to these screens Step 7 Step 8 10

13 Contacts Step 1 Open the Administration Module Step 2 Click on General Step 3 Click on Contacts Step 4 Choose Billing, Administrative and Technical Contacts from the drop down menus Click Update Step 2 Step 3 Step 4 Security Edit Password Policy Step 1 Open the Administration Module Step 2 Click on General Step 3 Click on Security Step 4 Click Edit 11

14 Step 2 Step 3 Step 4 Enter all changes/updates to the Password Policy Step 6 Click Update 12

15 Edit Idle Timeout Step 1 Open the Administration Module Step 2 Click on General Step 3 Click on Security Step 4 Click Edit Steps 2 & 3 Step 4 Enter new Idle Timeout in minutes Step 6 Click Update Step 6 13

16 Practice Preferences Edit Office Step 1 Open the Administration Module Step 2 Click General Step 3 Click Practice Preferences Step 4 Click Edit Step 2 Step 3 Step 4 Enter new address Step 6 Click Update 14

17 Step 6 Add a Clearinghouse Step 1 Open the Administration Module Step 2 Click General Step 3 Click Practice Preferences Step 4 Click Electronic Claims Click Edit Steps 2& 3 Step 4 15

18 Step 6 Select the appropriate clearinghouse from the drop down menu Step 6 Clearinghouse Information will fill automatically, but can be edited Step 7 Enter User Name Step 8 Click Update Step 7 Step 8 16

19 Edit a Clearinghouse Step 1 Open the Administration Module Step 2 Click General Step 3 Click Practice Preferences Step 4 Click Electronic Claims Click Edit Step 2 Step 3 Step 4 Step 6 Enter all changes/updates Step 7 Click Update 17

20 Step 7 User Roles Add a User Role Step 1 Open the Administration Module Step 2 Click Employee/Roles Step 3 Click User Roles Step 4 Click Add User Role 18

21 Step 2 Step 3 Step 4 Enter User Role Name User Role Description is optional Step 6 Click the boxes to add a check mark to the Modules that this User Role is allowed to access Step 7 Click Update You may click select all to add check marks to every box You may click deselect all to remove any check marks that have been added Folders may be expanded by clicking on the grey arrow to the left of the check box 19

22 Step 6 Step 7 Delete a User Role Step 1 Open the Administration Module Step 2 Click Employee/Roles Step 3 Click User Roles Step 4 Click Delete User Role Steps 2 & 3 Step 4 20

23 NOTE The System Administrator cannot be deleted Edit a User Role Step 1 Open the Administration Module Step 2 Click Employee/Roles Step 3 Click User Roles Step 4 Click Open Step 2 Step 3 Step 4 Click Edit 21

24 Step 6 Enter all changes/updates Step 7 Click Update Step 7 22

25 Employees Add an Employee Step 1 Open the Administration Module Step 2 Click Employee/Roles Step 3 Click Employees Step 4 Click Add Employee Step 2 Step 3 Step 4 There are 6 screens available in this component, Personal Details, Contact Details, Login Details, User Roles, Location Access and Provider Details. The first screen to appear is Personal Details. Enter all known Personal Details Step 6 Click Contact Details The required fields in this screen are First Name and Last Name 23

26 Step 6 Step 7 Enter all known Contact Details Step 8 Click Login Details There are no required fields in this screen Step 7 Step 8 Step 9 Enter a predetermined user name and password for this employee You must use at least 6 characters 24

27 To make changes to the password requirements see Administration Module Security Change Password Policies Step 10 Reenter the password Step 11 Click User Roles Step 9 Step 10 Step 11 Step 12 Mark the check box next to all roles that this employee may fill at anytime. Step 13 Click Location Access Step 12 Step 13 25

28 Step 14 Select the Primary Location and Accessible Locations Step 15 Click Provider Details Step 14 Step 15 If the employee is also a provider continue to Step 16 If the employee is not a provider skip to Step 26 Step 16 Click the check box for Employee is also a provider Step 16 Step 17 Select the Provider Type from the drop down menu 26

29 Step 18 Select the display color from the drop down chart The color selected here will be viewed in the scheduling module as the print for any appointment scheduled that is associated with this provider. The color will also show as an outline around any appointment scheduled that is associated with this provider Step 19 Enter a Provider Description if applicable Step 20 Click Provider Ids This is not a required step Step 17 Step 18 Step 19 Step 20 Step 21 Enter all known Provider Ids If there are insurance companies that require a provider id continue to Step 22 If there are no insurance companies that require a provider id continue to Step 26 Step 22 Click Add 27

30 Step 21 Step 22 Step 23 Select the appropriate insurance company from the drop down menu If the appropriate insurance company does not appear in the drop down menu, click on the + to add a new insurance company For further instructions on adding an insurance company see Administration Module Vendors/Partners Insurance Add an Insurance Company Step 24 Enter the Id Step 25 Click Update Step 23 Step 24 Step 25 28

31 Repeat Steps 22, 23, 24 & 25 for each applicable Insurance Provider Id Step 26 Click Update Step 26 Deactivate an Employee Step 1 Open the Administration Module Step 2 Click Employee/Roles Step 3 Click Employees Step 4 Select the appropriate employee Click Deactivate 29

32 Step 2 Step 3 Step 4 Reactivate an Employee Step 1 Open the Administration Module Step 2 Click Employee/Roles Step 3 Click Employees Step 4 Click the check box to the left of Active Employees Only to remove the check mark Steps 2& 3 Step 4 30

33 Select the appropriate employee Step 6 Click Activate Step 6 Edit an Employee Step 1 Open the Administration Module Step 2 Click Employee/Roles Step 3 Click Employees Step 4 Select the appropriate employee Click Open 31

34 Step 2 Step 3 Step 4 Step 6 Click Edit Step 6 Step 7 Enter all changes/updates to Personal Details, Contact Details, Login Details, User Roles, Location Access and/or Provider Details Step 8 Click Update 32

35 Step 8 Common Diagnosis Filter the Diagnosis List Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Diagnosis Step 4 Click Common Diagnoses Type filter information All or part of a diagnosis code or a description may be entered as a filter 33

36 Step 2, 3 & 4 Add a diagnosis code Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Diagnosis Step 4 Click Common Diagnoses Click Add Diagnosis NOTE A listing of diagnoses related to eye care is already available. Please check this list completely before adding a new code. 34

37 Steps 2, 3 & 4 Step 6 Click the search button to the right of Diagnosis Code Step 6 Step 7 Enter the appropriate diagnosis code or description Step 8 Click Search Step 9 Select the appropriate Diagnosis from the Search Results Step 10 Click Select 35

38 Step 8 Step 7 Step 9 Step 10 Step 11 Select the appropriate Care Plan from the drop down list Step 12 Click Update Step 11 Step 12 36

39 Delete a diagnosis code Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Diagnosis Step 4 Click Common Diagnoses Select the appropriate diagnosis Step 6 Click Delete Steps 2, 3 & 4 Step 6 Edit a diagnosis code Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Diagnosis Step 4 Click Common Diagnoses Select the appropriate diagnosis 37

40 Step 6 Click Open Steps 2, 3 & 4 Step 6 Step 7 Click Edit Step 7 Step 8 Enter all changes/updates Step 9 Click Update 38

41 Step 8 Step 9 Common Medications Add a Medication Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Medications Step 4 Click Common Medications Click Add Medication 39

42 Step 2 Steps 3 & 4 Step 6 Click the search button to the right of Drug Name Step 6 Step 7 Enter all or part of the appropriate Drug Name Step 8 Click Search Step 9 Select the appropriate Drug from the Search Results Step 10 Click Select Drug 40

43 Step 8 Step 7 Step 9 Step 10 Step 11 Enter all other pertinent Rx Information Step 12 Click Update Step 11 Step 12 41

44 Delete a Medication Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Medications Step 4 Click Common Medications Select the appropriate medication from the list Step 6 Click Delete Step 2 Step 3 & 4 Step 6 Edit a Medication Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Medications Step 4 Click Common Medications Select the appropriate medication from the list 42

45 Step 6 Click Open Step 2 Step 3 & 4 Step 6 Step 7 Click Edit Step 7 Step 8 Enter all changes/updates Step 9 Click Update 43

46 Step 8 Step 9 Allergy Categories Add an Allergy Category Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Allergies Step 4 Click Allergy Categories Click Add Item 44

47 Step 2 Steps 3 & 4 Step 6 Enter the Name and Description Step 7 Click Add Step 6 Step 7 45

48 Edit an Allergy Category Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Allergies Step 4 Click Allergy Categories Select the appropriate Allergy Category Step 6 Click Edit Step 2 Steps 3& 4 Step 6 Step 7 Enter changes/updates Step 8 Click Update 46

49 Step 7 Step 8 Allergic Reactions Add an Allergic Reaction Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Allergies Step 4 Click Allergic Reactions Click Add Item 47

50 Step 2 Steps 3 & 4 Step 6 Enter the Value and Description Step 7 Click Add Step 6 Step 7 48

51 Edit an Allergic Reaction Step 1 Open the Administration Module Step 2 Click Data Configuration Step 3 Click Allergies Step 4 Click Allergic Reactions Select the appropriate Allergic Reaction Step 6 Click Edit Step 2 Steps 3& 4 Step 6 Step 7 Enter changes/updates Step 8 Click Update 49

52 Step 7 Step 8 Patient Demographics Ethnicity Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Ethnicity Click Add Item 50

53 Step 2 Steps 3 & 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 51

54 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Ethnicity Select the appropriate item Step 6 Click Edit Step 2 Steps 3 & 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 52

55 Step 7 Step 8 Race Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Race Click Add Item 53

56 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 54

57 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Race Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 55

58 Step 7 Step 8 Citizenship Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Citizenship Click Add Item 56

59 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 57

60 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Citizenship Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 58

61 Step 7 Step 8 Religion Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Religion Click Add Item 59

62 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 60

63 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Religion Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 61

64 Step 7 Step 8 Marital Status Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Marital Status Click Add Item 62

65 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 63

66 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Marital Status Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 64

67 Step 7 Step 8 Salutation Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Salutation Click Add Item 65

68 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 66

69 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Salutation Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 67

70 Step 7 Step 8 Language Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Language Click Add Item 68

71 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 69

72 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Language Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 70

73 Step 7 Step 8 Family Member Roles Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Family Member Role Click Add Item 71

74 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 72

75 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Language Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 73

76 Step 7 Step 8 Contact Roles Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Contact Roles Click Add Item 74

77 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 75

78 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Patient Demographics Step 4 Click Contact Roles Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 76

79 Step 7 Step 8 Provider Information Provider Types Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Provider Information Step 4 Click Provider Types Click Add Item 77

80 Step 2 Steps 3 & 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 78

81 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Provider Information Step 4 Click Provider Types Select the appropriate item Step 6 Click Edit Step 2 Steps 3 & 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 79

82 Step 7 Step 8 Provider Roles Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Provider Information Step 4 Click Provider Roles Click Add Item 80

83 Step 2 Steps 3 & 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 81

84 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Provider Information Step 4 Click Provider Roles Select the appropriate item Step 6 Click Edit Step 2 Steps 3 & 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 82

85 Step 7 Step 8 Insurance Information Priorities Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Insurance Information Step 4 Click Priorities Click Add Item 83

86 Step 2 Steps 3 & 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 84

87 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Insurance Information Step 4 Click Priorities Select the appropriate item Step 6 Click Edit Step 2 Steps 3 & 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 85

88 Step 7 Step 8 Type Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Insurance Information Step 4 Click Types Click Add Item 86

89 Step 2 Steps 3 & 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 87

90 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Insurance Information Step 4 Click Types Select the appropriate item Step 6 Click Edit Step 2 Steps 3 & 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 88

91 Step 7 Step 8 Note Categories Employee Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Employee Notes Click Add Item 89

92 Step 2 Steps 3 & 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 90

93 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Employee Notes Select the appropriate item Step 6 Click Edit Step 2 Steps 3 & 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 91

94 Step 7 Step 8 Patient Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Patient Notes Click Add Item 92

95 Step 2 Steps 3 & 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 93

96 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Patient Notes Select the appropriate item Step 6 Click Edit Step 2 Steps 3 & 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 94

97 Step 7 Step 8 Practice Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Practice Notes Click Add Item 95

98 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 96

99 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Practice Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 97

100 Step 7 Step 8 Provider Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Provider Notes Click Add Item 98

101 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 99

102 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Provider Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 100

103 Step 7 Step 8 Appointment Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Appointment Notes Click Add Item 101

104 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 102

105 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Appointment Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 103

106 Step 7 Step 8 Task Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Task Notes Click Add Item 104

107 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 105

108 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Task Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 106

109 Step 7 Step 8 Insurance Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Insurance Notes Click Add Item 107

110 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 108

111 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Insurance Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 109

112 Step 7 Step 8 Pharmacy Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Pharmacy Notes Click Add Item 110

113 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 111

114 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Pharmacy Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 112

115 Step 7 Step 8 Diagnosis Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Diagnosis Notes Click Add Item 113

116 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 114

117 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Diagnosis Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 115

118 Step 7 Step 8 Encounter Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Encounter Notes Click Add Item 116

119 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 117

120 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Encounter Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 118

121 Step 7 Step 8 Encounter Test Notes Step 1 Open the Administration Module Add an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Encounter Test Notes Click Add Item 119

122 Step 2 Step 3 Step 4 Step 6 Enter the Value Step 7 Enter the Description This step is optional Step 8 Click Add Steps 6 & 7 Step 8 120

123 Step 1 Open the Administration Module Edit an Item Step 2 Click Data Configuration Step 3 Click Note Categories Step 4 Click Encounter Test Notes Select the appropriate item Step 6 Click Edit Step 2 Step 3 Step 4 Step 6 Step 7 Enter updates/changes Step 8 Click Update 121

124 Step 7 Step 8 Task Categories Add a Task Category Step 1 Open the Administration Module Step 2 Click Tasks Step 3 Click Task Categories Step 4 Click Add Item 122

125 Steps 2 & 3 Step 4 Enter the Value Step 6 Enter the Description This step is optional Step 7 Click Add Steps 5 & 6 Step 7 123

126 Edit a Task Category Step 1 Open the Administration Module Step 2 Click Tasks Step 3 Click Task Categories Step 4 Select the appropriate item Click Edit Steps 2 & 3 Step 4 Step 6 Enter updates/changes Step 7 Click Update 124

127 Step 6 Step 7 Vendors & Partners External Providers Step 1 Open the Administration Module Add an External Provider Step 2 Click Vendors/Partners Step 3 Click External Providers Step 4 Click Add Provider 125

128 Steps 2 & 3 Step 4 Complete all required fields Provider Type, Title, First Name and Last Name are the required field in this screen Provider Type and Title are selected from drop down menus Step 6 Enter all other known Provider Information Step 7 Click the Contact Information bar Step 6 126

129 Step 8 Enter all known Contact Information Step 9 Click the Provider Ids bar Step 8 Step 9 Step 10 Enter all known Provider Ids Step 11 Click Update Step 10 Step

130 Step 1 Open the Administration Module Edit an External Provider Step 2 Click Vendors/Partners Step 3 Click External Providers Step 4 Select the appropriate provider Click Open Steps 2 & 3 Step 4 Step 6 Click Edit 128

131 Step 6 Step 7 Make all changes/updates to Provider Information, Contact Information and/or Provider Ids Step 8 Click Update Step 8 129

132 Insurance Companies Step 1 Open the Administration Module Add an Insurance Company Step 2 Click Vendors/Partners Step 3 Click Insurance Companies Step 4 Click Add Insurance Company Steps 2 & 3 Step 4 Complete all required fields Company, Classification, Claim Submission and Claim Provider ID are the required field in this screen Classification, Claim Submission and Claim Provider Id are selected from drop down menus Step 6 Enter all other known Insurance Information Step 7 Click Update 130

133 Step 1 Open the Administration Module Edit an Insurance Company Step 2 Click Vendors/Partners Step 3 Click Insurance Companies Step 4 Select the appropriate Insurance Company Step 4 Click Open Steps 2 & 3 Step 4 131

134 Step 6 Click Edit Step 6 Step 7 Enter all changes/updates Step 8 Click Update Step 8 132

135 Pharmacy Step 1 Open the Administration Module Add a Pharmacy Step 2 Click Vendors/Partners Step 3 Click Pharmacies Step 4 Click Add Pharmacy Step 2 Step 3 Step 4 Click 133

136 Step 6 Complete all required fields Step 7 Click Update Pharmacy, Address, City, State, Zip and Phone Number are the required field in this screen Step 7 134

137 Step 1 Open the Administration Module Edit a Pharmacy Step 2 Click Vendors/Partners Step 3 Click Pharmacies Step 4 Select the appropriate Pharmacy Step 4 Click Open Step 2 Step 4 Step 3 Step 6 Click Edit 135

138 Step 6 Step 7 Enter all changes/updates Step 8 Click Update Step 8 Spectacle Labs Step 1 Open the Administration Module Add a Spectacle Lab Step 2 Click Vendors/Partners 136

139 Step 3 Click Spectacle Labs Step 4 Click Add Spectacle Lab Step 2 Step 3 Step 4 Enter Name, Account #, Address, Description, Main Phone, Toll-free Phone, Fax, Address & Web Site URL Click Update Name is the only required field in this screen Step 6 137

140 Step 1 Open the Administration Module Edit a Spectacle Lab Step 2 Click Vendors/Partners Step 3 Click Spectacle Labs Step 4 Select the appropriate Lab Step 4 Click Open URL You may also double click on the appropriate lab to open Step 2 Step 4 Step 3 Step 6 Click Edit 138

141 Step 6 Step 7 Enter all changes/updates Step 8 Click Update Step 8 139

142 Contact Lens Suppliers Step 1 Open the Administration Module Add a Contact Lens Supplier Step 2 Click Vendors/Partners Step 3 Click Contact Lens Suppliers Step 4 Click Add Contact Lens Supplier Step 2 Step 3 Step 4 Enter Name, Account #, Address, Description, Main Phone, Toll-free Phone, Fax, Address & Web Site URL Click Update Name is the only required field in this screen 140

143 Step 6 Step 1 Open the Administration Module Edit a Contact Lens Supplier Step 2 Click Vendors/Partners Step 3 Click Contact Lens Suppliers Step 4 Select the appropriate Contact Lens Supplier Step 4 Click Open You may also double click on the appropriate supplier to open 141

144 Step 2 Step 4 Step 3 Step 6 Click Edit Step 6 Step 7 Enter all changes/updates Step 8 Click Update 142

145 Step 8 Third Party Administrators Step 1 Open the Administration Module Add a Third Party Administrator Step 2 Click Vendors/Partners Step 3 Click Third Party Administrator Step 4 Click Add Third Party Administrator Step 2 Step 3 Step 4 143

146 Enter Name, NPI, Account #, Address, Description, Main Phone, Toll-free Phone, Fax, Address, Web Site URL, Contact Name, Contact Phone & Contact . Click Update Name is the only required field in this screen Step 6 Step 1 Open the Administration Module Edit a Third Party Administrator Step 2 Click Vendors/Partners Step 3 Click Third Party Administrator Step 4 Select the appropriate Third Party Administrator Step 4 Click Open You may also double click on the appropriate administrator to open 144

147 Step 2 Step 4 Step 3 Step 6 Click Edit Step 6 Step 7 Enter all changes/updates Step 8 Click Update 145

148 Step 8 Manufacturers Step 1 Open the Administration Module Add a Manufacturer Step 2 Click Vendors/Partners Step 3 Click Manufacturer Step 4 Click Add Manufacturer 146

149 Step 2 Step 3 Step 4 Enter Name, Address, Description, Main Phone, Toll-free Phone, Fax, Address, & Web Site URL. Name is the only required field in this screen Step 6 Click Product Categories Information 147

150 Step 6 Step 7 Click the check box next to every appropriate category for that manufacturer Step 8 Click Update Step 7 Step 8 148

151 Step 1 Open the Administration Module Edit a Manufacturer Step 2 Click Vendors/Partners Step 3 Click Third Party Administrator Step 4 Select the appropriate Third Party Administrator Step 4 Click Open You may also double click on the appropriate manufacturer to open Step 2 Step 4 Step 3 Step 6 Click Edit 149

152 Step 6 Step 7 Enter all changes/updates Step 8 Click Update Step 8 150

153 Patient Management Mark a Patient as Deceased Step 1 Open the Administration Module Step 2 Click Patient Management Step 3 Click Search Steps 2 & 3 Step 4 Enter the appropriate search criteria Click Search Step 6 Select the appropriate patient from the search results Step 7 Click Decease 151

154 Step 4 Step 6 Step 7 Deactivate a patient Step 1 Open the Administration Module Step 2 Click Patient Management Step 3 Click Search Steps 2 & 3 152

155 Step 4 Enter the appropriate search criteria Click Search Step 6 Select the appropriate patient from the search results Step 7 Click Deactivate Step 4 Step 6 Step 7 Activate a patient Step 1 Open the Administration Module Step 2 Click Patient Management Step 3 Click Search 153

156 Steps 2 & 3 Step 4 Enter the appropriate search criteria Remove the check mark from the Active Patient s Only box Click Search Step 6 Select the appropriate patient from the search results Step 7 Click Activate Steps 4 & 5 Step 6 Step 7 154

157 Claims Management Submit Electronic Claims Step 1 Open the Administration Module Step 2 Click Accounting Step 3 Click Claims Step 4 Click the check box next to each claim that you wish to submit NOTE If you wish to submit all the claims use the Select All button Click Submit Claims Step 4 Steps 2 & 3 Note NOTE Once a claim has been submitted a snapshot of that claim will be saved within the application. This allows the user to view the data from the claim as it appeared when the claim was submitted alleviating confusion with changes that may have been made to the claim post submission. 155

158 Viewing previously submitted claims Step 1 Open the Administration Module Step 2 Click Accounting Step 3 Click Claims Step 4 Click Search Claims Step 4 Steps 2 & 3 Select Submitted from the Processing Status dropdown menu 156

159 Step 6 Set any other search criteria that may pertain to this claim Resubmit a Claim Step 1 Open the Administration Module Step 2 Click Accounting Step 3 Click Claims Step 4 Click Search Claims 157

160 Step 4 Steps 2 & 3 Enter the appropriate search criteria Step 6 Click Search Step 7 Select the appropriate claim from the search results Step 8 Click Mark for Resubmit Step 6 Step 7 Step 8 Step 9 Click Claims to Submit 158

161 Step 9 Step 4 Click the check box next to each claim that you wish to resubmit Click Submit Claims Step 4 Steps 2 & 3 159

162 Section Index A Administration Module Allergic Reactions Allergy Categories Claims Management Common Diagnosis Common Medications Contacts Employees Insurance Information Locations... 5 Note Categories Patient Demographics Patient Management Practice Preferences Provider Information Security Task Categories User Roles Vendors & Partners Allergic Reaction Add Edit Allergy Category Add Edit C Claims Manually send claims to the clearinghouse Resubmit Clearinghouse Add Edit Contact Lens Supplier Add Edit D Diagnosis List Filter E Employee Add...23 Deactivate...29 Edit...31 Reactivate...30 External Provider Add Edit F Family Members/Contact drop downs Contact Roles...74 Family Members/Contacts drop downs Family Member Roles...71 I Idle Timeout Edit...13 Insurance Company Add Edit Insurance drop downs Priorities...83 Type...86 M Manufacturer Add Edit Medication List Add a med to the list of common medications...39 Delete a med from the list of common medications...42 Edit a med from the list of common medications...42 N Note Categories Appointment Notes

163 Diagnosis notes Employee Notes Encounter notes Encounter Test Notes Insurance Notes Patient Notes Pharmacy Notes Practice Notes Provider Notes Task Notes O Office Edit P Password Policy Edit Patient Demographic drop downs Citizenship Ethnicity Language Marital Status Race Religion Salutation Patient Management Activate a patient Deactivate a patient Pharmacy Add Edit Practice Add...5 Edit...9 Provider drop downs Provider roles...80 Provider types...77 S Spectacle Lab Add Edit T Task Category Add Edit Third Party Administrator Add Edit U User Role Add...18 Delete...20 Edit

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