AcuityLogic POS Training Manual. AcuityLogic POS Training Manual Page 1

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1 AcuityLogic POS Training Manual AcuityLogic POS Training Manual Page 1

2 The goal of the AcuityLogic system is to be intuitive. When in doubt, read the options and look for the logical solution. AcuityLogic offers the following features: It s easy to use! AcuityLogic is intuitive. It uses a logical orientation for user ease and efficiency. The result is less time spent entering and processing orders. Patient profiles are comprehensive. Multiple addresses and phone numbers, medical record number, special needs, health information, dependants, and responsible parties are all accessible in patient profiles. Entry errors are minimized. AcuityLogic validates data, prescriptions, segment heights, birthdays, insurance authorization information, and more with customizable parameters. Your optical office operates more efficiently. A single integrated and easy-to-use data management and analysis system covering POS, back office, billing, and your distribution center means a system that bills quickly and accurately to greatly reducing insurance rejections and give you the ability to capture the correct information and reduce manual data entry errors. Get maximum customer satisfaction. Enhance your customers experiences with faster check-in and check-out. Automated tools get more customers in the door with appointment reminders. AcuityLogic POS Training Manual Page 2

3 Table of Contents It s easy to use!... 2 Patient profiles are comprehensive Entry errors are minimized Your optical office operates more efficiently Get maximum customer satisfaction Table of Contents... 3 Helpful Hints for Using AcuityLogic POS... 7 Accessing AcuityLogic... 7 AcuityLogic Main Screen General Information... 8 Adding a New Patient / Rx and Eyeglass Order... 8 Add a New Patient... 8 Record Rx Information in the Rx Tab... 9 Record a New Eyeglass Order for Smith... 9 Understanding Order Status Recording a New Patient / Eyeglass Order with Insurance Recording a Contact Lens Order with Insurance Adding an Eyeglass Rx to a Patient File Adding a Contact Lens Rx to a Patient File Recording Eyeglass Orders Record an Eyeglass Order without Insurance AcuityLogic POS Training Manual Page 3

4 Record an Eyeglass Order Record an Eyeglass Order with Insurance Record an Eyeglass Order Record an Eyeglass Order Not Ready for Processing Recording Contact Lens Orders Record a Contact Lens Order without Insurance Record a Contact Lens Order with Insurance Record a Hard Contact Lens Order Recording Packages Single Pair Packages Multiple Pair Packages Record a Single Pair Package Record a Multiple Pair Package (Eyeglasses) First Pair Second Pair Record Miscellaneous Orders Exam Only Sale Accessory Sale Understanding the Order and Transaction Tabs Working with WIPs Delivering an Order AcuityLogic POS Training Manual Page 4

5 Adjusting Sales Returning an Order Returning an Order from Your Old System Remaking an Order No Change in Product (i.e., Rx Change) Upgrade in Product (Patient Owes $) Down-grade in Product Increase Sale amount to Accommodate for $ Remaking an Order from Your Old System Re-Instating Merchandise Drop Collections Setting up Doctor s Schedule to Create the Appointment Book Scheduling an Appointment Appointment Book Features Actions and Filters Look-Up Menu Understanding the Appointment Book Exploring Inventory Exploring Reports Management Associates Misc Payments AcuityLogic POS Training Manual Page 5

6 Voiding Orders Remaking Orders / Doctor Rx Changes Remaking Orders from an Old System Practice: Elias Returns Eyewear Practice: Alexander Picks Up Eyewear Practice: Willis Returns Eyewear Purchased on Old System Conducting Daily Closing Patient Balances Not Converted from Prior POS System to AcuityLogic Patient has a Balance from a Previous System that they want to Pay Patient has an Order from a Previous System that needs to be Remade Order was Paid in Full Patient has an order from a Previous System that needs to be Remade Order has a Balance Patient has an Order from a Previous System that needs to be Returned AcuityLogic POS Training Manual Page 6

7 Helpful Hints for Using AcuityLogic POS Tab Key / Enter Key Used to move from field to field on most screens. Mandatory Fields Data Entered Incorrectly Deleting Information Blue Hyperlinks PDF Files User Name / Passwords Log Out When you see a yellow box, information is mandatory in that field. Certain fields are set up to ensure that the required data is entered within a certain format. Sometimes information not entered correctly will remain highlighted in yellow. Sometimes the system will display information in red to guide you to enter information that is required for that field. In some screens you can delete information, if it hasn t been used. If information can be deleted, a red circle icon with a white X will be displayed. Use this icon to delete the information that was entered. Many of the AcuityLogic screens display a blue hyperlink. In some cases, the link is used to add information to the screen. In other cases, it is used to help you display or retrieve information. Export reports to PDF file formats in order to print them. AcuityLogic will prompt for a user name and password for most transactions in order to maintain tracking information about who performed the transaction. Users should log out after each transaction to maintain security and ensure that the next employee using the terminal is prompted to enter their user name and password. Quick Access Icons Patient Profile Patient Insurance Prescriptions Patient Orders Urgent Note Accessing AcuityLogic 1. Open the Firefox Internet browser. The home page is set to your POS system. 2. Verify your store number in the lower left section of the screen. 3. When you are asked for your password the first time, type start123. You will then be asked to change it. Type the new password that you want use. If you cannot log in or the screen is not displaying the proper location, contact your IT department. AcuityLogic POS Training Manual Page 7

8 AcuityLogic Main Screen General Information Buttons Left side; set up top to bottom in a logical order of common use Open a new window in the main screen Require one click Tabs Populate across the top of the main screen Open new windows within the main screen Require one click Log In/Out Keeps information secure Tells the system who s performing the transactions Always log out when you walk away from the computer! Adding a New Patient / Rx and Eyeglass Order Add a New Patient 1. Type the last name Smith. 2. Type your first name. 3. Type your date of birth (no dashes/slashes needed - 6 or 8 digits). 4. Type your phone number. 5. Click New Patient. 6. Record all of the patient s information. 7. Click Save. AcuityLogic POS Training Manual Page 8

9 Record Rx Information in the Rx Tab You can use Tab or the icon. Record a New Eyeglass Order for Smith 1. Record a Complete Pair: a. Select Eyewear Consultant. b. Select a lab. c. Select Ship To (addresses recorded in the profile will display here as well). d. Click Next. 2. Select Lenses: a. Select Plastic-SV. 3. Record Rx and other measurements: a. Click the hyperlink for the desired exam to pull the prescription. b. Record the PD. c. Click Next. 4. Record the frame - Scan, enter, or search: a. Select a frame. b. Select the frame status (where the frame is being supplied). c. Click Next. 5. Select extras: a. Select an AR coat. b. Click Next. 6. Review the summary and select a dispensing status. You can use Tab or the Each component of the lens builds pricing *Tints or coatings being added to the lens will be selected on the Extras screen. icon. AcuityLogic POS Training Manual Page 9

10 7. Complete the order to price it: a. Sell an exam. b. Record expected date. c. Click Save. Order Number: Frames, Lenses, Exams, Accessories, Packages, and Pricing Options are all added by your company administrator. If something is not populating in the drop-down menus or the pricing is inaccurate, contact your IT department. AcuityLogic POS Training Manual Page 10

11 Understanding Order Status Hold A Hold order is an order that has not been priced. No affect to Sales, Receivables, or Inventory. Lab order cannot be printed. Priced A Priced order is an order that has been priced, but not invoiced. No affect to Sales, Receivables, or Inventory. Lab order cannot be printed. Ready Eyeglass order that has been invoiced but not yet sent to lab. Order can be voided at this time. Lab on Hold Eyeglass order that has been invoiced, but when prompted, user did not want order to be sent to the Lab. Rx can be edited in this status. Voided Order has been voided. In Process Eyeglass order that has been invoiced and sent to lab. ( Sent to Lab could also refer to the order being part of an integration that will send it to the lab. In this case, a tracking skittle will be visible.) Received / Notified Delivered Remade Merchandise Drop Returned Other Order has been received from the lab and/or pt/ has been notified. Order has been delivered to patient. Order has been remade. Sale for product was backed off. You will see it linked to the new order. Order has been merchandise dropped. Balance was written off. Order has been returned. Other status you might see: - Reinstate Drop - Collections AcuityLogic POS Training Manual Page 11

12 Recording a New Patient / Eyeglass Order with Insurance 1. Type the last name Rogers. 2. Complete the profile screen. 3. Complete the insurance screen. VSP Eligibility for Exam, Frame, Lenses Integrated vs. override VSP matches the name to all subscribers and patients with that name; if the patient has multiple VSP plans, each is listed. You can use Tab or the icon. 4. Record Rx. 5. Record eyeglass order: Complete PAL Polycarbonate Clear Frame Standard AR Coating 6. Sell exam. 7. Sell cleaning kit. 8. Price order with insurance. ORDER NUMBER Roger ADVANTICA AcuityLogic POS Training Manual Page 12

13 Recording a Contact Lens Order with Insurance 1. Type the last name Newman. 2. Record insurance information: Spectera / Plan A1 Authorization # J / Eligible for All Services 3. Record the Contact Lens Rx: Acuvue 2 4. Sell a new contact lens order. 5. On the Lenses tab, select the prescription by clicking on the exam hyperlink. The system defaults to a one year supply. Click Edit to change the quantity. 6. Record the supplier. 7. Price with an exam and contact lens fitting fee. 8. Record a deposit of ½ down. ORDER NUMBER AcuityLogic POS Training Manual Page 13

14 Adding an Eyeglass Rx to a Patient File 1. Type the last name Smith. a. Open patient Smith. b. Click the Rx tab. c. Record the distance Rx. 2. Type the last name Thomas. a. Open patient Thomas. b. Click the Rx tab. c. Record the multi-focal Rx. 3. Type the last name Adams. a. Open patient Adams. b. Click the Rx tab. c. Record the reading Rx. R) L) R) L) x 90 ADD ) R) x 100 L) x 60 Add+2.00 ou You can use Tab or the icon. Adding a Contact Lens Rx to a Patient File 1. Type the last name Rogers. a. Open patient Rogers. b. Click the Rx tab. c. Record the contact lens Rx. d. Record the eyeglass Rx and an Rx for over the CLs. e. Click Save. 2. Type the last name Newman. a. Open patient Newman. b. Click the Rx tab. c. Record the contact lens Rx. 3. Type the last name Wilson. a. Create a profile for patient Wilson. b. Click the Rx tab. c. Record the contact lens Rx. d. Click Save. Multifocal EG Rx R) L) Add: Vistakon Acuvue Oasys 8.4 / 14.0 R) L) CIBA Air Optix Astigmatism 8.7 / 14.5 R) x 10 Coopervision Proclear Diagnostics 8.6 / 14.2 R) L) AcuityLogic POS Training Manual Page 14

15 Recording Eyeglass Orders You can use Tab or the icon. Record an Eyeglass Order without Insurance 1. Type the last name Smith. 2. Record an order for Plastic. 3. Record a frame. Frame 4. Add an exam. 5. Apply a $49 pricing option for the exam. 6. Invoice the order with partial payment. 7. Write down order #. Record an Eyeglass Order 1. Type the last name Johnson and create the patient s profile. 2. Record Poly Progressive Transitions with AR lenses. 3. Record a frame. Frame 4. Price it. 5. Record payment: ½ cash and ½ check 6. Write down order #. Record an Eyeglass Order with Insurance 1. Type the last name Adams. 2. Record an order for flat top plastic lenses. 3. Record a frame. Frame 4. Add an exam and apply insurance/partial payment. 5. Write down the order #. Record an Eyeglass Order 1. Type the last name Thomas. 2. Record Single Vision Polycarbonate Clear lenses. 3. Record a frame. Autoflex 4. Price with Insurance and invoice with payment in full. Outside Rx Dr. Lederer (Select outside Dr. and search or add new.) R) L) Add 2.50 R) L) Outside Rx Dr. R. Stephenson R) X 110 L) X 70 Each component of the lens builds pricing *Tints or coatings being added to the lens will be selected on the Extras screen. AcuityLogic POS Training Manual Page 15

16 Record an Eyeglass Order Not Ready for Processing 1. Add patient Michaels. 2. Add an outside Rx. 3. Record Single Vision Polycarbonate Clear lenses. 4. Record a frame. Autoflex 5. Record payment: $25.00 deposit cash 6. When prompted, Ready for Processing, select No. Recording Contact Lens Orders Record a Contact Lens Order without Insurance 1. Type the last name Newman. 2. Select Ship to. 3. Select the contact lens Rx that you want by clicking the exam hyperlink. 4. Verify or edit the quantity; the default is a one-year supply. 5. Select Contact lens Supplier from the Inventory drop-down menu. 6. Price with an exam. 7. Invoice with a partial payment. Record a Contact Lens Order with Insurance 1. Type the last name Rogers. 2. Select Ship to. 3. Select the contact lens Rx that you want by clicking the exam hyperlink 4. Verify or edit the quantity; the default is a one-year supply. 5. Select Contact lens Supplier from the Inventory drop-down menu. 6. Price with an exam and insurance. 7. Invoice with full payment. You can use Tab or the The inventory drop-down menu indicates whether this item is matched for automatic ordering or if your company s manual ordering procedures are required. icon. AcuityLogic POS Training Manual Page 16

17 Record a Hard Contact Lens Order **You must order this lens manually as per your company s procedures.** 1. Type the last name Wilkenson. 2. Add in the Rx screen. 3. On the first page of the CL order, change the CL Type to Hard. 4. Select Manual from the Inventory drop-down menu. 5. Complete the order. 6. Invoice with a partial payment. 7. Write down the order #. RGP Lens (Boston XO) Base 7.90 Diameter 9.3 R)-4.50 L)-5.00 Dot on Right lens Medium Blend AcuityLogic POS Training Manual Page 17

18 Recording Packages Single Pair Packages Single Pair Packages are set up for easy pricing. When the items on an order qualify as a package, the system gives you the option to price accordingly. Complete this action in the Pricing screen by selecting the desired package from the drop-down menu in the Packaging Options *area and selecting Reprice. If upgrades are allowed with the package, you will see the upgrade charge calculate in addition to the package price. Multiple Pair Packages As with Single Pair Packages, Multiple Pair Packages are calculated by the system. These packages are not discounted within the eyeglass Pricing screen, but rather in the Orders screen. When two orders qualify as a Multiple Pair Package, the system recognizes this and allows you to price them simultaneously by using the Multiple Order Package button in the Orders Screen. After selecting the Multiple Order Package option, a new window will open. Click Look for Packages to populate a list of qualifying packages. Select the package that you want from the Available Packages*drop-down menu and select Reprice. The system will apply the appropriate discounts and give you the option to save or save and generate the invoice. *Some orders may be recognized as qualifying for more than one package because of the components that are minimum requirements within the package. You are responsible for selecting the appropriate package. AcuityLogic POS Training Manual Page 18

19 Record a Single Pair Package Last Name: Smith 1. Record SV Plastic lenses. 2. Record the frame 3. Do not add any extras. 4. Add an exam. 5. Select Packaging Options. 6. Select Reprice. 7. Click Save and generate the invoice. Record a Multiple Pair Package (Eyeglasses) Last Name: Potter First Pair 1. Record SV Plastic lenses. 2. Record the frame 3. Do not add any extras. 4. Add an exam. 5. Click Save. Second Pair 1. Record SV Plastic lenses. 2. Record the frame 3. Do not add any extras. 4. Click Save. In the Orders screen, select Multiple Order Package> Look for Packages> select the package>reprice. AcuityLogic POS Training Manual Page 19

20 Record Miscellaneous Orders Exam Only Sale 1. Create a profile for patient Baker. 2. Add an exam. 3. Invoice without taking payment. Accessory Sale 1. Create a profile for patient Harris. 2. Sell a cleaner and an accessory. 3. Invoice with full payment. Order # Order Status Sales Payments Printer Icon Column Links in Orders Screen Click link to get: Back into the order Order status history Location of sale, pricing, discounts, adjustments, etc., details Payment history Reprint detailed lab order Understanding the Order and Transaction Tabs Review Transaction screen for patient Smith. Review Order screen for patient Johnson. Review Transaction screen for patient Rogers. Actions (change based on order status) Adjust, Merchandise Drop, Reinstate Merchandise, Remake, Deliver, Return, Receive, Notify, Delay, Price Don t forget to explore the buttons and the various functions of each one. AcuityLogic POS Training Manual Page 20

21 Working with WIPs 1. Receive Orders* Patient Smith Patient Rogers Patient Adams Patient Fisher Patient Newman Patient Johnson Patient Wilson 2. Notify Orders* Patient Smith Patient Rogers Patient Adams Patient Fisher Patient Newman Patient Johnson Patient Wilson (*Notice that these functions can be performed from two areas, here and the Action link in Orders.) Delivering an Order 1. Deliver and take payment for Patient Smith Patient Adams 2. Deliver and take payment for 3. Patient Newman Transactions Screen View details about the patient s transactions such as: Where When By whom Type of transaction Printing N S F Check Collection Payment Add Misc. Payment Rejected Insurance Claim Old System Balance Tool for entering money that was recorded in the old Old System Return system for the purpose of reapplying or refunding. Generate Report Generate a detailed report of all transactions performed in the current POS system. Adjusting Sales Patient Johnson has a coupon after the sale. 1. Adjust $10 off and refund the money by corporate check. AcuityLogic POS Training Manual Page 21

22 Returning an Order Patient Fisher presents insurance after the sale. 1. Complete a full return put the money into customer credit. 2. Add Insurance and establish eligibility for frame and lenses. 3. Create the new order and copy from the original. 4. Deselect the Make boxes on the Summary screen. 5. Price the order with insurance. 6. Invoice using the customer credit. 7. Refund the remaining customer credit by corporate check. Returning an Order from Your Old System Patient Jones needs an old system return for $ Refund customer credit by corporate check. Remaking an Order No Change in Product (i.e., Rx Change) 1. Type the last name Newman. 2. Perform a recheck on the original Rx. 3. Remake the order. 4. On the Lens screen, click the new Rx. Pricing will copy from the original order. 5. Invoice using the customer credit. CIBA Air Optix Astigmatism 8.7 / 14.5 R) x 10 L) x 60 Upgrade in Product (Patient Owes $) 1. Type the last name Rogers. 2. Perform a recheck on the original Rx. 3. Remake the original order. 4. On the Lens screen, click the new Rx. 5. On the Pricing screen, apply the insurance again. 6. Invoice using the customer credit and leave the balance for the remaining money owed. Vistakon Acuvue Oasys for Astigmatism 8.4 / 14.0 R) x 120 L) x 180 The Make box tells the lab what items are actually being supplied or remade. AcuityLogic POS Training Manual Page 22

23 Down-grade in Product 1. Reapply remaining money. 2. Type the last name Smith. 3. Remake the original order. 4. On the Lens screen, change the color from Transition Brown to Clear and click Both. 5. Price the order with the same discounts as the original order. 6. Invoice using the customer credit. If a customer credit is not wanted, a refund can be given to the customer as another option, depending on your office s policies. Increase Sale amount to Accommodate for $ 1. Type the last name Adams. 2. Remake the original order. 3. On the Extras screen, remove the AR coating. 4. Price the order with the same insurance. 5. Invoice using the customer credit. Remaking an Order from Your Old System 1. Type the last name Harris. 2. Check your old system return for the money that the patient paid. 3. Create a new order. 4. Re-price with original pricing. 5. Invoice using the customer credit. Re-Instating Merchandise Drop Patient: Wilson Collections Patient: Baker AcuityLogic POS Training Manual Page 23

24 Setting up Doctor s Schedule to Create the Appointment Book Managing Scheduling Copy from previous weeks options The scheduler can be used for Dr. and non-dr. scheduling. Scheduling an Appointment From the appointment book From the patient file Open each day with a click in the box. You are prompted to add start, break, and end times. The system also lets you copy schedules from previous weeks. AcuityLogic POS Training Manual Page 24

25 Appointment Book Features Actions and Filters Cancel Re-schedule Confirm Checked-In No Show Status Scheduled Understanding the Appointment Book Description A new appointment that was scheduled more than two days from today. Confirmed When an associate calls the patient a day (or so) before the scheduled exam to confirm the appointment time, they will change the status to Confirmed. A new exam appointment is also given the Confirmed status automatically when it is scheduled for today or tomorrow. Checked-In Cancelled When an associate checks the patient in for their appointment, they will update the status to Checked-In. When an exam is cancelled, it is removed from the live appointment book. You can access all cancelled appointments by a filter for follow-up later. Look-Up Menu Frames Eyeglass Lenses Contacts Accessories Insurance AcuityLogic POS Training Manual Page 25

26 Exploring Inventory Stock Orders Stock Transfers Stock Receipts Vendor Order Vendor Receipts Vendor Return Look-Up Adjustments Physical Location Reports Sales Labels Exploring Reports Daily Transaction (Sales) Daily Transaction (Payment) Monthly Sales Report WIP Office Flash Sales Associate Flash Sales Office Sales by Hour Account Receivable Aging Outstanding Credit Balance Patient Follow-Up Notes Item Sales Report Transaction by Insurance Lab Order Status Report CL Replenishment Report Refund/Adjustment Report AcuityLogic POS Training Manual Page 26

27 WIP Report by Expected Date Patient Statement Appts w/ Missing Eligibility Remake Report Appointment Rescheduling Report Appointment Status Report Appointment Type Report Management Creating a Doctor Schedule (Review) Creating an Associate Schedule ETime Holidays Merge When to use merge vs. when to just delete patient profile See how merge will show in patient notes Previous Patient Associates Manage Patients Change Pay Types Merge Patient profiles cannot be deleted; they can be made Inactive or Activated. You can also merge patient data. When a merge is created for any reason, such as an accidental duplicate, the manager can search for a patient with a previous first or last name. Associates Schedule Commission Productivity ETime Punch In/Out Contract Dr. Pay Report Misc Payments Customer Smith makes payment on NSF check $ (cash). AcuityLogic POS Training Manual Page 27

28 Voiding Orders 1. Type last name Michaels. 2. Discuss Credit vs. Refund. Remaking Orders / Doctor Rx Changes 1. Type the last name Adams. 2. Update Rx. 3. Remake order. 4. Notice the Make buttons and deselect the frame. 5. Review when you will use the Make buttons. 6. Price order with insurance. 7. Apply customer credit. Remaking Orders from an Old System 1. Type the last name Patterson. 2. Complete the Profile screen. 3. Add an Rx. 4. Record an old system return for $ (patient paid). 5. Record order for lenses. 6. Record a frame. 7. Assign what needs to be made on the Summary screen. 8. Record a note in lab notes remake from old system o r#. 9. Price order with discounts. 10. Invoice with customer credit. Practice: Elias Returns Eyewear 1. Return by corporate check. 2. Review corporate check refund receipt. AcuityLogic POS Training Manual Page 28

29 Practice: Alexander Picks Up Eyewear Eyeglass order was sold on the old system - balance $ Add patient to system after the live date patient profile should be in the system. 2. Record a miscellaneous payment. Practice: Willis Returns Eyewear Purchased on Old System Original order #2345; Original payment amount $ (check) 1. Add patient to the system. 2. Refund patient by corporate check. AcuityLogic POS Training Manual Page 29

30 Conducting Daily Closing To close out the AcuityLogic POS, perform a Daily Closing. The office must be closed and all patients should be out of the office before beginning this process to ensure that the system is not closed before all patient transactions are entered. 1. Exit all terminals out of the AcuityLogic POS system. 2. Click Daily Closing on the left side of the screen. If the Daily Closing button is not available, click Log Off first. 3. Type your name and password as prompted. The system will display the current day s Daily Closing. (If you are processing a closing for a previous day, use the calendar widget at the top of the screen to access the day you are closing.) The Computed Amounts for the day s business will display in the Computed column. 4. Count your drawer and total your checks. 5. Begin entering your actual amounts into the Closing screen. For each payment type, click Edit on the right side of the screen. The Actual box will open, as will the Explanation for Variance fields. 6. For each payment type, record your Actual totals, and if you have any variance, type any explanation. Note: If you need to cancel to investigate any variances, you can do so by clicking Cancel. 7. After the Actual amount and any necessary Explanation for Variance has been recorded, click Update on the right side of the screen. 8. Repeat this process for all payment types. For all credit cards, ensure that the Actual total matches the Computed total. 9. After all totals are entered and any variances are explained, click Save. 10. After you click Save, confirm that you want the close the office. The Closing Report will display after the closing has been saved. AcuityLogic POS Training Manual Page 30

31 Patient Balances Not Converted from Prior POS System to AcuityLogic Patient has a Balance from a Previous System that they want to Pay 1. Access the patient in AcuityLogic POS. 2. Click the Transaction tab. 3. Click Add Miscellaneous Payment. 4. Populate fields as required: Reason for Miscellaneous Payment: Old system balance Order Number: Original order number on old system Store Number: Original store number where sale occurred 5. Complete payment detail by recording amount and payment type. Patient has an Order from a Previous System that needs to be Remade Order was Paid in Full 1. Refer to the old system to determine how much money was paid on the order and the method of payment. 2. Access the patient in AcuityLogic POS. 3. Perform an Old System Return (Transaction tab) for the amount paid on the original order. This money will go into the patient s credit. 4. Record a new order. If the original order was for a complete order, the new order should be for a complete order (even if you are just remaking lenses). 5. In the Notes field, explain the reason for this remake order. 6. Select the Lab to Make check boxes on the Summary screen to identify what needs to be made. 7. Price the order using the guidelines below. You will be using discounts to arrive at the patient amount for this Remake order. If the order is for the same product type as the original order, discount the order down to equal the amount paid on the original order. If the order is for different product than the original order, discount the order down to what the order should cost the patient. Ex 1: Patient s original order was priced with insurance. They paid $200 out of pocket. Remake order for same product on the AcuityLogic system will be discounted down to $200. Ex 2: Patient s original order was priced with insurance. Patient paid $200 out of pocket. Patient s remake order will require a change in material. The change in material will cost the patient an additional $40. The remake order on the AcuityLogic system should be discounted down to $240. Ex 3: Patient s original order was priced with insurance. Patient paid $200 out of pocket. Patient s remake order will require a style change costing $30 less than the original order. The remake order on the AcuityLogic system should be discounted down to $ Invoice the order. Apply the amount in credit as a payment. 9. If the patient owes more, collect the remaining balance. If the patient has money remaining in credit, refund the difference or apply it to another transaction. AcuityLogic POS Training Manual Page 31

32 Patient has an order from a Previous System that needs to be Remade Order has a Balance 1. Refer to the old system to determine how much money was paid on the order and the method of payment. Be sure to only reference the amount paid on the order, and not the total amount of the sale. 2. Access the patient in AcuityLogic POS. 3. Perform an Old System Return (Transaction tab) for the amount paid on the original order. This money will go into the patient s credit. 4. Record a new order. If the original order was for a complete order, the new order should be for a complete order (even if you are just remaking lenses). 5. In the Notes field, explain the reason for this remake order. 6. Use the Lab to Make check boxes on the Summary screen to identify what needs to be made. 7. Price the order using the guidelines below. You will be using discounts to arrive at the patient amount for this remake order. If the order is for the same product type as the original order, discount the order down to equal the patient amount of the original order. If the order is for different product than the original order, discount the order down to what the order should cost the patient. Ex 1: Patient s original order was priced with insurance. Patient owed a total of $300 and paid $200 as a deposit. Remake the order for the same product on the AcuityLogic system and discount it down to $300. Ex 2: Patient s original order was priced with insurance. Patient owed a total of $300 and paid $200 as a deposit. Patient s remake order will require a change in material. The change in material will cost the patient an additional $40. The remake order on the AcuityLogic system should be discounted down to $340. Ex 3: Patient s original order was priced with insurance. Patient owed a total of $300 and paid $250 as a deposit. Patient s remake order will require a style change resulting in the order costing $75 less than the original order. The remake order on the AcuityLogic system should be discounted down to $ Invoice the order. Apply the amount in credit as a payment. 9. If the patient owes more, collect the remaining balance. If the patient has money remaining in credit, refund the difference or apply it to another transaction. Patient has an Order from a Previous System that needs to be Returned 1. Refer to the old system to determine how much money was paid on the order and the method of payment. 2. Access the patient file in AcuityLogic POS. 3. Perform an Old System Return (Transaction tab) for the amount paid on the original order. This money will go into the patient s credit. 4. Click the Order tab. 5. Click Customer Credit to refund the patient s order. 6. Click Refund Customer Credit and follow the prompts to process the refund. You will be provided options to refund by the method in which the patient paid, or by mail check. The Edit button next to each payment type gives you the ability to enter the amounts to be refunded by that payment type. This also allows you to split refund types if necessary. AcuityLogic POS Training Manual Page 32