Medflow Optical User Manual

Transcription

1 Medflow Optical User Manual

2 Table of Contents Content Page Optical Configurations Part 1- Drop Down Lists 3 Part 2- Labs 6 Part 3- Base Material Focal Style Prices 7 Part 4- Lens Materials 9 Part 5- Add on Charges 12 Part 6- Custom Insurance Set Up 14 Part 7- Contact Lens Configuration 17 Part 8- Security Levels 21 Optical User Instructions Part 1- POS Screen & Charge Out 22 Part 2- Spectacle Encounter History 31 Part 3- Processing a Remake 35 Part 4- Editing Receipt, ABN or Lab Slip 36 Part 5- Historical Point of Sale 37 Part 6- Work In Process 39 Part 7- Reorder List 42 Part 8- Drop Ship Orders 46 Part 9- Frame Facts 48 Part 10- Reports 51 Part 11- Inventory 56 Part 12- Selling Contact Lenses 68

3 Customer Support Contact Info: Phone: Standard Support Hours Monday - Friday 7:30am 9:00pm Eastern Standard Weekends Saturday 8:00am 6:00pm Eastern Standard DROP DOWN LISTS OPTICAL CONFIGURATION PART 1 Go to the Optical Module, then File Maintenance > Drop Down Lists 1. Choose the field with the drop down. 2. Use the Add, Edit and Delete Buttons to modify these lists. 3. Use the Arrow Keys to change the order of each list.

4 1 2 3 Do not change these groups: billing, billing mode, charge group, charge code, contacts, facility, facility source, fax path, inventory source, mdo corp code, mdoffice, mdoffice server, reports path, round to, and uncut. All other drop downs will need to be set up. * = Used in Point of Sale Screen $ = Used in Charge out screen 1. $ Accessories. Edit (add, delete or edit) to make a complete listing of all accessories sold in your optical shop. Example: chains, glasses cleaner, cases etc. (delete all but one item currently present in the list then edit the very last one) NEVER delete all the items in the list. If you have more than one price point: for example 2 different prices for reading glasses, premium reading glasses and basic reading glasses must be entered separately. 2. *$Action. List any stages that an order goes through. This is used in the Work in Process screen, to keep track of a patient s order. 3. * AR. List the types of AR coating that are sold. 4. *BillMedicareV2781asV2300. Y or N. Set to Y to change V2781 code to V2300 when using the Medicare billing option. 5. * Color_OF_Tint. List the lens tint colors that you offer. 6. $*Corrections. Choices should be ADD, CYL, SPHERE. This will allow you to increase price with high add, cyl or sph. 7. $ DMERC_DEFAULT_STATE. Enter the abbreviation for your state. When processing a Medicare sale, the program will use the Medicare table for the state you default. 8. $ Deposit Minimum. This is by percent. Example: 50 (no percent sign)

5 9. $ Deposit Minimum Required. Enter REQUIRED to be stopped in charge out screen if minimum deposit is not entered. 10. * Diagnosis. Enter all dx s used for spec Rx s ex: Myopia 11. * Direction _ OD and OS. List Directions for Prism 12. $ DISCOUNT_REASONS. List the reasons that you give discounts. This can be changed as often as needed. Example: Second Pair ½ off, Holiday Special, Family Discount, etc. 13. * Frame Edging. List the types of edging on the frames you sell. 14. * Focal Style. Enter ALL focal styles you use. Example: ST28, ST8x35, Varilux Panamic. 15. $ Frames Tax. Y or N (every state is different) 16. * Lens Material. Enter all lens materials you use. Example: CR39, Polycarbonate, Glass, High Index $ Lens Tax. Y or N (every state is different) 18. $ Mark Up. For FRAMES. Add each range with same mark up. Choose type of Markup for that wholesale cost range in the drop down. Enter the Mark up field according to the type: i. Static price = enter total frame cost to patient. ii. Dollar amount = adds entered amount to cost of frames iii. Multiplier = multiplies the cost times entered amount 19. $ Misc.. Must Keep SLABOD, SLABOS and OVERSIZED. 20. $ OTHER CHARGES. List any other misc things that you charge for. Example: Fresnel prism, temple covers, copay, nosepads, solder, etc. 21. * Percent_OF_Tint. List levels or percentage choices for tint 22. * PGX. List colors 23. * POLARIZED. Add POLARIZED/FOCAL STYLE if pricing will be different based on material. The material name must match exactly how it is written is set up in the Lens Material Drop Down. 24. * POLARIZED_COLORS. List colors 25. *POLISHED. Enter different types of polish that you offer. For example: HiLuster, Roll & Polish, etc. 26. $* PRISM. Need to be PRISMOD and PRISMOS 27. * RemakeReason. List the choices you want to record remake reason. 28. * REQUIRE_PD_FIELDS. Mandates that you must enter a PD in POS screen if set to Y 29. * Scratch_Coat. List types of scratch coatings 30. $ SHOW_PATIENT_BALANCE. Y or N. If Y is selected, the patient s balance will show on the detail and summary receipts. 31. $ SwitchVCodesPowerRx. Set to Y to see V codes broken down based on sphere and cyl power. Ex: a SV sph will be V2101 instead of V $ TAX. Type in state tax without %. Ex: 0.06 * Tint. List kinds of tint Ex: Solid, Gradient 33. * Transitions. List types of Transitions and Transition colors. Example: ExtraActive, Vantage, Brown, Grey, etc. 34. $ USE_DISCOUNTS. Enter a Y to turn this feature on. A place to record discounts will be available in the charge out screen. 35. * USE_DOCTOR_RX. Set to Y to pull the last dr final refraction instead of the last manifest into the point of sale screen. 36. *$ USE_VSP. Set to Y or N. Your Medflow software has to be configured further if you intend to use the VSP/Medflow interface. 37. * UV. List kinds of UV coating

6 38. Vendor. List all of the venders you use. This list will be used when adding manual inventory. 39. $ V2025ZeroPrice This is for MEDICARE. Set to Y to set the price column to Zero for Deluxe Frames so that the Total Price Colum is calculated correctly. 40. RESET_ONHAND. If you are using your own wholesale pricing instead of that from Frame Facts, set this option to Y. This will allow you to clear inventory entered with your own pricing. This will change Bulk Inventory Delete to Reset Inventory on hand to Zero. 40.

7 OPTICAL CONFIGURATION PART 2 LABS Go to the Optical Module, then File Maintenance > Labs 1. Use the Add, Edit and buttons to modify the list. 2. Add only name and fax for all labs used (no spaces or dashes in fax numbers) and save each 3. Highlight and delete the ones you do not need, then cancel to exit

8 2 1 3 OPTICAL CONFIGURATION PART 3 BASE MATERIAL FOCAL STYLE PRICES Go to the Optical Module, then File Maintenance > Base Material Focal Style Prices

9 a. 1. Delete all info from the top of this screen that has an RT or LT with the code. (This info has been left for the new user to get a visual of the screens before deletion & customization is entered again) Everything that does not have RT or LT on the end of the code (from V2025 and below) has to do with Medicare, which is pre-loaded on the system. Do NOT delete these.

10 Delete Do not delete b. 3 Select Add. 1. Select the appropriate focal style from the valid focal style drop down 2. The CPT code will auto-populate with the correct description 3. Enter price for one CR39 lens (no $ signs) and check the box if tax applies. The Base Optical 4.Charge is set up Retail price PER lens for CR39. Check the box if tax applies 5. Click on ADD LEFT AND RIGHT / REMOVE ORIGINAL button 6. Go down CR39 Column on Pricing Spread Sheet and add all focal styles. When finished, make sure all focal style are entered for both eyes. Cancel to exit screen.

11 OPTICAL CONFIGURATION PART 4 LENS MATERIAL PRICES Go to the Optical Module, then File Maintenance > Lens Material Prices Note: You will be prompted for your credentials to enter this screen. You must have a level 4 security to edit pricing structure.

12 All combinations of Material and Focal Style (Except CR39) that you sell need to this list. (View the current list before deleting or editing) 1. Use Add, Edit, and Delete buttons to customize this list. be added to When adding or editing 2. When you Add a new lens, select lens material, and focal style.

13 3. Enter Add on Price as 0 4. Add V code for the appropriate focal style followed by an RT or LT V2100RT - SV V2100LT V2200RT - Bifocal V2200LT V2300RT - Trifocal V2300LT V2781RT - Progressive V2781LT 5. Enter the appropriate V code for the lens material followed by an RT or LT 6. Enter the material upcharge for 1 lens, then click save. 7. Repeat steps 2-6 for the other eye. The add-on amount will be PER lens (ex:v2100rt V2100LT would be 2 separate entries.) 8. When finished, check to be sure that RT and LT have been added with pricing for EVERY combination. Select cancel to exit screen

14 OPTICAL CONFIGURATION PART 5 ADD ON CHARGES Go to the Optical Module, then File Maintenance > Add on Charges

15 1. Select Add and ent er your c redentials 1. Grouping: drop down to accessories 2. Charge name: drop down to first item 3. Amount: enter charge as a number only (ex: 9.5 for nine dollars & fifty cents or 10 for ten dollars). This is per PAIR of lenses 4. Check the box for taxable if applicable 5. Enter CPT code (This should match what you have in your PM) 6. Enter in the amount of commission on this item if applicable 7. Save

16 Repeat for each item in the accessories category. 9. Continue adding all charge names for each grouping that will have add on charges. Other groupings that may need to set up add on charges are: AR, Correction, Edging, MISC, OTHER CHARGES, PGX, Polarized, Polished, Transition, Tint, Scratch Coat and UV. NOTE: Correction is slightly different from the others. 10. (1) Add the Add on Amount (2) enter your base level of correction), (3) add diopter increments. Example: If you want to charge $5.00 for each additional diopter over a -4.00, you would put $5.00 in field (1), 4.00 in field (2) and a 1 in field (3).

17 1 2 3 OPTICAL CONFIGURATION PART 6 CUSTOM INSURANCE SET UP Go to the Optical Module, then File Maintenance > Custom Insurance Set Up 1. To add a new Insurance name, select Add

18 b. Type in name of insurance c. select ok 2. To edit an existing insurance name, select Edit 3. To delete an existing insurance group, select Delete 1 b 2 1 a Highlight the Insurance company name you want to set up 5. Select Add

19 Enter in the V code, and dollar or percent amount. Note- the non-used field must contain a zero. 7. Select save. 8. NOTE: When entering a percent, do not use a percent sign. Example: 75 % is entered as 75 and will show at the top of the screen as

20 To edit, highlight line and select Edit. 10. To delete, highlight line and select Delete OPTICAL CONFIGURATION PART 7

21 Contact Lens Configuration 1. To configure contact lenses, first ensure that all contact lens manufacturers/vendors are listed in the software. With a patient in context, click on the contact lens button on the clockscreen. Choose the appropriate facility. 2. Then click on maintenance in the upper left hand corner. Then click on labs. Click add to enter a contact lens vendor/manufacturer.

22 3. Next, add the contact lens brand and type for that manufacturer/vendor. Click on maintenance then, contact lenses. Click add to add the manufacturer, series (type), base curve and diameter. Then click save. 4. Configure the contact lens pricing. Go to maintenance then, contact lens pricing. Click on add then select the manufacturer, series, vendor, CPT Code, Package size and price. Then click save.

23 5. To add a different pack size. Click on maintenance then pkgs. Click add and enter desired pack size. Then click save.

24 6. The pack size also has to be configured in options. Click on maintenance then options. Locate and select PACKAGES on the list on the left. Then click add and type in package size in the value field. Then click save

25 7. Then click exit without document on the main contact lens screen to exit the contact lens module. Part 8- Optical User Security Levels Level 1: Front Desk View Work in Process View Spectacle Encounter History Level 2: Optical Consultant/Assistant: Can perform all functions of level 1 and Quick messaging Enter POS Level 3: Optician: Can perform all functions of level 2 and Scan frames for inventory Access Inventory from Clock Screen Process Charges from Point of Sale Screen

26 Process Remakes (Recommended) Level 4: Head Optician: perform all functions of level 3 and Delete Encounters View Journal Bring Forward Encounters Maintain Pricing and Drop Down list options Access Historical Point of Sale Maintain/Apply vendor discounts for inventory Level 5: Super User: Can perform all functions of level 4 and Add Clinician Quarterly Inventory Reset Delete Inventory Review Reports Query tool Access Facility Maintenance Level 6: Master User Can access all parts of Optical POINT OF SALE SCREEN OPTICAL USER INSTRUCTIONS PART 1 Go to the Optical Module, then Point of Sale to initiate an encounter/order.

27 1. Check Facility (change if needed) and Select DX

28 2. You many enter the eyeglass prescription 3 different ways. You can free type it in, click the rx button and choose one from the chart or click on the SPH button and click on sph, cyl, axis and add powers. Fill in the rest of the fields outlined in black below. (PD- must be entered, seg height, BC, Prism etc) If placing an order for one eye only, uncheck the R or L. a. Rx button will let you see all current and past Rx s b. Document button allows you to view and print the Rx c. Click on SPH to enter script manually through quick entry screen. 1 2 c 2 a 2 2 b AR, polarized. 3. Enter Lens information a. Enter lens material and focal style b. Choose Uncut, Stock, or Edged c. Enter any lens options that apply Tint, Transitions, Photo-grey (PGX), Scratch coating, UV, Edging, slab off, edge polish, oversized, or d. Enter any special notes about this order e. Choose the lab from which you are ordering 3 c 3 a 3 b 3 e 3 d

29 4. Scan bar code on frame tag and info will populate (mark bar code BC reader yes). a. I = Inventory (shows all inventory) If bar code does not read or if label was lost, double click frame you want, to pull it into the point of sale screen. b. F = Find allows you to view variations of that frame in your inventory c. Frame Facts button allows you to look up a frame in frame facts. d. If the patient is using their own frame, you can enter their current frame 4 4 a 4 c 4 b info. Include only the style, color and size. CLP is no longer used. 5. Charge Out will take you to the charge out screen 6. Select No Glasses to enter the charge out screen without ordering lenses or frames. 7. Select Lab Order to view the lab order which may be printed or faxed. 8. Submit Order will allow you to submit your order to Vision Web if your system is configured to send orders to Vision Web. 9. Select History to view *spectacle encounter history *this screen can also be accessed directly from the main optical screen. (This will be discussed in later training documents) 10. Select Save Work to save what you have entered so far. 11. Select Delete to delete today s encounter. 12. Select Exit to exit 13. Save/Exit will produce an electronic document in the patient s record that the doctor will need to sign. 14. At the bottom of the screen, you will see a list of all past spectacle encounters. a. If a transaction starts one day and is completed on another, you can highlight the info from the 1 st day and select Bring Forward to move the previous encounter to today. This will replace the most recent encounter with the one that you have highlighted. b. If you need to edit an encounter already recorded today, highlight the visit and select Edit Selected Visit

30 Select New at the top of the screen to create another order for the same patient for the same day. 16. Select Encounter Activity Log to update the status of this order Charge Out 1. To process a payment for an order, click charge out on the POS order screen.

31 Next, click auto select. This will populate the box on the right hand side of the screen with all of the line item charges for the order. 3. Then enter how the patient is going to pay in the Method box. Then enter the payment amount. 4. Click Update and Bill to update the sale and send charge amounts to your practice management system. Or you may click Update Only to update the sale in Medflow without sending charges to your PM system. 5. Next, print out either the print detal or print summary receipt for the patient.

32 6. Exit and return to the POS screen to print your lab slip. Charge Out With Insurance Allowed Amount 1. To apply an insurance allowed amount to a sale, click on the line item and enter the allowed amount in the Update Insurance Allowed Amount field. Complete this step for all line items. 2. You can select the name of the insurance company from the insurance carrier field You may also double click on a line item to apply an insurance allowed amount in the insurance allowed amount field.

33 Applying Discounts 1. To apply a discount to a line item. Double click on the line item in the charge out screen and enter the amount you want to discount.

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35 2. After all discounts are applied, some yellow fields will appear in the charge out screen. 3. You must select a reason for your discount and click on the Add button. This will clear the yellow fields. You can then enter the method of payment and print the patient s reciept. Note: Both insurance allowed amounts and discounts can be applied to the same sale using the methods outlined above. Point of Sale Using DMERC/Medicare Feature FROM THE POINT OF SALE SCREEN 1. Enter all information in the point of sale screen and select charge out 2. Go to the top right hand side of the screen and choose the state in which the patient resides if your system is not already defaulted. If defaulted, your state will auto-populate. 3. Do NOT check the box above the state listed.

36 4. Select the Medicare button 5. All of the charges will be brought over to the right hand side of the screen 6. If you scroll across the charges to the column for Insurance Allowed, You will see the amounts that Medicare allows to be billed for those line items TO CREATE AN ABN 1. Hold down your Ctrl key on your keyboard and highlight all charges that you want to copy to the ABN. 2. Click Print Medicare Form at the top left of the screen 3. Enter the reason Medicare won t pay and click OK 4. Print or you may save it to the patient s chart in the EMR by clicking on Save to Patient s Chart at the top of the screen.

37 OPTICAL USER INSTRUCTIONS PART 2 SPECTACLE ENCOUNTER HISTORY This screen is used to view past orders, edit orders, and print lab orders and charge sheets. 1. If there is an encounter for today, you will see it first. 2. To go to previous encounters by selecting Previous. 3. Use the Previous and Next buttons to continue looking at the patient s encounter history. 4. You can edit any of the information in this screen if necessary. 5. Select F11 to save the changes.

38 Select Encounter Activity Log to view the status of current orders. a. Use the Add, Edit and Delete buttons to manage the current status.

39 a 6 7. Select Edit Charge Detail to adjust charges on the order. 8. Double click line item to edit

40 a. Edit charges here and click save.

41 9. Select Print Charge Detail and Print Charge Summary to View/ Print these documents. 10. Select Print Lab Detail to View/ Print the lab order 9. Print Summary 9. Print Detail

42 10 Lab Detail

43 OPTICAL USER INSTRUCTIONS PART 3 Processing a Remake 1. With a patient in context, click on the remake button on the clockscreen 2. Click on the order you want to remake and then click remake. Then choose the reason for the remake and click select. Next, answer yes to the pop up question. The system will then take you to the POS screen. Changes can be made to the order here. As long as the patient doesn t need to be charged anything extra for the remake, the user can click save work when done entering the remake information and print out the lab order. The order will show up on the unbilled reports because update and bill was never selected. If the patient does need to be charged for the remake (for example maybe the patient chose a more expensive frame), then the user can charge out, auto select and manipulate the charges with the -> <- buttons or by double clicking on the line items in the charge out screen and apply discounts or change pricing. Editing the Receipt, ABN Form or Lab Slip OPTICAL USER INSTRUCTIONS PART 4 To edit the detail or summary receipt: 1. With a Medflow test patient in context, click on the Spectacle Encounter History button on the clock screen.

44 2. Click on print charge detail at the bottom of the screen. 3. Then, click the refresh button. This will enable formatting mode. User can then make changes to the detail receipt. a. Note: formatting mode does function similarly to MS Word. There is an editing menu above the Refresh button which will allow the user to change the font, font size, and paragraph alignment, insert a table, etc. Also, the orientation of the receipt can be changed by clicking on file and then printer set up a. 4. Once changes have been applied, the user must click on file in the upper left hand corner and then click save. The user should view the detailed receipt again when not in formatting mode to ensure the desired changes took effect. 5. To edit the summary receipt, the process is the same after the user clicks on print summary detail in spectacle encounter history. To edit the ABN form, the process is the same, once the user is viewing the ABN form in the charge out screen. OPTICAL USER INSTRUCTIONS PART 5

45 Historical Point of Sale date. Historical Point of Sale is used to back date an order or to edit an order from a past 1. To back date an order click on Historical Point of Sale on the clockscreen. 2. Then click on Create Historical POS

46 3. Next, choose a date for the order and click ok. 4. Enter the order in the POS screen and charge out as usual. The date of record for this order will be the date you select in the picture above. 5. To edit an order from a past date, click on Historical Point of Sale on the clockscreen. Then select the order that you want to edit. Next,click Edit Historical Point of Sale.

47 6. You will then be taken to the POS screen to make changes to the order. Once you ve made your changes, you can click save work or charge out. OPTICAL USER INSTRUCTIONS PART 6 WORK IN PROCESS This screen is used to keep track of the patient s order in process and add notes along the way. Go to the Work in Process Button 1. You will see any prior notes on the order at the top of the screen 2. The bottom of the screen shows past spectacle orders

48 To update the status of the order: a. Check the status you want to update the order to b. Add notes if needed c. Select save. You will automatically be taken back to the main screen when you select save. a b c

49 4. When you re-open the screen, you will see the updated status you just entered at the top **This process can be started in the charge out screen. Go to Point of Sale > Charge Out Screen > Update OR Update and Bill a. Highlight status b. Adjust date if needed c. Enter note if needed d. Save

50 b a c 5 d *Note: the list of activity actions can be modified. From the Main Optical Screen, go to File Maintenance > Drop Down Lists > Actions OPTICAL USER INSTRUCTIONS PART 7 REORDER LIST This is used to view/manage frames that have been sold and need to be reordered. This also gives you the history of inventory sold and how long it was in inventory before it was sold.

51 1. Click on the Reorder List button 2. The top of the screen shows current inventory, including # on hand for each frame.

52 3. To see frames that have been sold by vendor, choose a vendor in the Vendor List drop down. 4. Choose a date range for sales 5. Click the button Generate List From Sales 6. You will see a list of frame sales for the date range selected. If the frames have not been reordered yet, they will show red. 7. If you do not want to reorder one or more of these frames, you can delete them from the list, by highlighting the ones you want to delete and click Delete Highlighted Items

53 8. If you want to add something to the reorder list from your existing inventory, Highlight the frame you want to add to an order and select Add Items to List. Highlighted a. This will appear in black on your list below. 8 8 a 9. Highlight all of the items that you want to reorder. *To highlight some: Hold the CTRL key and click on the ones you want *To highlight all: Click on the line at the top on the list, then hold the SHIFT key and click on the line at the bottom of the list 10. Select the button Print Selected Lines.

54 You can view, print or fax this document When you exit this document you will be asked of you reordered these items. Select Yes. You will see a confirmation that the reorder has been logged.

55 13. When you exit and go back in to the Reorder List screen, you will see that those items are no longer in red. NOTE: This process only shows you what you have reordered and what you have not. By reordering, they are not automatically added to inventory. When the frames arrive at the office, they will still need to be scanned into inventory. OPTICAL USER INSTRUCTIONS PART 8

56 DROP SHIP ORDERS 1. Go to the Dro p Ship Button 2. Your inventory is at the top of the screen 3. Select a frame 4. Enter in the patient s name 5. Enter Manufacturer, Lab to ship to, and drop ship number

57 Select Add Highlighted Item to List and you will see this added to the drop ships ordered list 7. To remove something from the list, highlight it, and select Delete Highlighted Items 8. You can also print a list of all drop ship orders for a manufacturer. Highlight a line with the Vendor that you want to print a list for and select Print All Lines For Last Highlighted Vendor

58 Updating the SPEXs UPC CD This CD should be updated monthly. OPTICAL USER INSTRUCTIONS PART 9 1. Insert your Spex UPC CD into your computer 2. Go to file maintenance, then click on Frames Upc Update

59 3. Next click on the ellipse button to browse for the CD 4. Find the CD that you put in your computer on this list

60 5. Click on SpexUPC and then click ok 6. At that point the program will take you back to the Fames Data Import box, then click the process files button. You should see a blue line start to fill up the space in the bottom of the Fames Data Import Box. It may take a while. Even when it doesn t look like it is doing anything, it is. Be patient. 7. Once the update is complete, click the exit button.

61 FRAME FACTS Select the Frame Facts Button from the main optical screen to access Frame Facts Data. 1. Enter the Vender, Line and Style that you are looking for to see what is available 2. To print a label, Highlight the line item and select Print Label

62 You also have access to Frame Facts in the Point of Sale Screen. OPTICAL USER INSTRUCTIONS PART 10 REPORTS You must be at least a level 5 security level to access reports

63 1. Click the Reports button. 2. Click the report you want to create 3. Adjust the date parameters and filters for the report that you want to run and click preview.

64 4. View, print or export the report.

65 Optical Report Descriptions DAILY AND FINANCIAL REPORTS A/R Detail Report For Date Range This report shows detailed information on all orders ( Update and Bill only) and sales totals for a selected date range. This includes facility, dispenser, pt name, account number, product, billed amount, insurance, commission and discount amounts per line item, amount collected, unpaid balance and how payment was made. Report can be filtered by date range, location, provider and optician. A/R Summary Report For Date Range This report shows a summary of all orders ( Update and Bill only) and A/R totals for a selected date range. This includes facility, pt name and acct, billed amount, insurance, commission, discounts, billed less discount, taxes, payment amount collected and form of payment. It can be filtered by location date range, provider and optician. A/R Detail Report For Date Range Unbilled This report shows detailed information unbilled orders only ( update only ) and A/R totals for a selected date range. This includes facility, dispenser, pt name and acct, product, billed amount, insurance, commission and discount amounts per line item. This report excludes any patient with the last name Medflow or patients flagged as a Test Patient in the PM. It can be filtered date range, location, provider and optician. Associate Commission For Date Range This report shows the commission calculated for each dispenser for a selected date range. This includes product, pt name and acct, amount billed, discount and commission earned for each item. It can be filtered by date range, location, provider and optician. Dispenser Sale By Date Range This report shows each dispenser and their orders for a selected date range. This includes pt acct, insurance, total list price, discount, and total -less discount. It can be filtered by date range, location, provider and optician. Sales Detail/Discounts Report For Date Range This report shows detailed information on all orders and sales totals for a selected date range. The report shows the billed amount, commissions, insurance allowed and discount. It can be filtered by date range, location, provider and optician. Encounters Not Billed This report shows a basic list of encounters that have not been sent to the PM system, remakes for which no charges were entered, remakes or no/charge items for which update and bill was selected if patient balance was $0.00, and encounters for which charge out was not accessed. This includes pt name and acct, dispenser and doctor and can be filtered by date range, location, provider and optician. Cost of Goods This report shows cost of goods for a given date range. This includes date, account, patient, list price, net receipts, COG, net profit, percentage of COG. This report can be filtered by date range, location, provider and optician.

66 INVENTORY AND WORKFLOW REPORTS Frame Inventory On Hand This report shows Frames by Vendor/Facility and on hand amount total for each facility. Frame SKU number, name, size and color are listed on the report as well as the age or how long the frame has been in the inventory. Also included are grand totals for cost, wholesale, and retail. This report can be filtered by location, manufacturer and vendor. Frame Inventory Snapshot For Date Range This report shows the inventory on hand for the specified date range. Frame Inventory Reset This report will show a comparison between pre-reset inventory and current inventory, by facility. This is run after the inventory on hand numbers are set to zero and all physical inventory is reentered into Medflow, to compare before and after on-hand numbers when physical inventory is performed. It can be filtered by location and manufacturer. Frame Styling Usage Report For Date Range This report shows frame sales by frame style for a given date range, by facility. This includes count, price, wholesale cost, and gross margin, as well as grand totals. It can be filtered by date, location and manufacturer. Usage by Focal Style For Date Range This report shows sales by lens focal style for a given date range, by facility. This includes count, and percent of total lens sales. Work in Process This report shows the activity (work in process) edged orders for a given date range. This includes all activities with the time, pt name, clinician, and notes for each day in the date range selected. Can be searched by date range or status. SALES ANALYSIS REPORTS Sales Analysis By Board For Date Range This report shows the number of sales from each board, by facility, for a given date range. This also includes frame cost, retail price, margin, and percent of all frames sold. Frame Sales By Manufacturer for Date Range This report shows the number of sales for each frame manufacturer, by facility, for a given date range. This also includes discount from vendor, frame cost, retail price, and margin. This report can be filtered by location and manufacturer. Material Usage For Date Range By Facility and Employee This report shows the number of sales of each lens material for each employee, by facility, for a given date range. This also includes the percentage of total sales of each material for each employee. This report can be filtered by date, location and optician. Material Usage For Date Range By Facility Only This report shows the number of sales of each lens material by facility, for a given date range. This also includes the percentage of total sales of each material for that facility.

67 Material Usage For Date Range By Employee Only This report shows the number of sales of each lens material for each employee for a given date range. This also includes the percentage of total sales of that material for that employee. This report can be filtered by date and optician. Sales By Vendor Lines This report shows the number of frame sales for each frame line for a given date range. This also includes vendor and shows the breakdown for number of sales by frame styling. This report can be filtered by location and vendor. Sales By Vendor Lines Detail This report shows sales by vendor line, style, visit date, account number, frame ID and includes any special RX details. It can be filtered by date, facility and vendor. Capture Rate Report For Date Range This report will only display correctly if the Medflow EMR system is functional. This report shows the number of prescriptions for each doctor that were filled in optical for a given date range. This also includes pt acct, number of remakes, outside Rx s and returning patients. This report can be filtered by date, location and provider. OTHER REPORTS Remake Report This report shows the acct numbers for pts that have had remakes in a given date range. This also includes the original doctor, remake reason, and special notes on the new order. It can be filtered by date, location, provider and optician. 2nd Pair Sales This report shows the acct number and pt name of those patients with multiple orders on the same date for a given date range. This also includes dispenser, doctor and frame information. It can be filtered by date, location, provider and optician. Encounters By Exam Doctor This report shows the number of orders for each doctor for a given date range. Custom Discounts This report shows the number of discounts under each discount reason by facility and doctor for a given date range. The discount amount and discount % of total sale price are also shown. This report can be filtered by date, facility and provider. Custom Report Generator This allows you to run your own sales report by facility, optician and doctor for any frame vendor, line, and styling, and/or lens material and focal style for a given date range. Taxable Sales Report This report shows taxes collected on accessories, frames and lenses sold. Also included is the corresponding V code for the product sold, quantity and taxable retail price. It can be filtered by date, location, provider and optician.

68 Production Report This report shows a summary of all business activity for a given day. It includes sales information such as quantities and amount totals for accessories, standard frames, deluxe frames, lens focal styles, contact lenses, add on materials and any lens optional features such as antireflection coating, tints and transitions. It also includes information about charges and adjustments for insurance plans billed. It can be filtered by date, location, provider, optician and insurance plan. Inventory Sales Report This report lists a description of all frames sold, quantity sold, and total retail dollar amount and wholesale amounts sold. Production Report (login user) This report shows a summary of all business activity for a given day for the logged in user. It includes sales information such as quantities and amount totals for accessories, standard frames, deluxe frames, lens focal styles, contact lenses, add on materials and any lens optional features such as antireflection coating, tints and transitions. It also includes information about charges and adjustments for insurance plans billed. It can be filtered by date, location, provider, optician and insurance plan. OPTICAL USER INSTRUCTIONS PART 11 INVENTORY To Add Frames to Inventory: Inventory is entered in two ways; scanned and manual entry SCANNED INVENTORY ENTRY - For Frames That HAVE Bar Codes: STEP 1 Scan it 1. Go to File Maintenance > Barcode Scan Physical Inventory

69 2. Choose facility 3. Select a group of frames to start with that are all priced the same way. 4. Put your curser in the white box above facility and scan the barcode on the frame. a. If the scan was accepted, you will see the bar code flash in and out of box then move to the top of the screen b. If the scan was not accepted, you will see box turn yellow. Clear the number out of the box and try again. If still unsuccessful, move this frame to a pile to be entered in manually later. 5. If you make a mistake: a. You can delete an item by highlighting it and selecting Delete Selected Items From List Above b. You can change the facility by changing the facility on the lower left of the screen to the correct facility, then highlighting an item and selecting Change Facility Of Selected Items c. You can delete all items from the facility selected in the lower left by selecting Delete Selected Items From List Above.

70 Stop Scanning when the screen is full, and complete step 2 for these frames. Then return to Step 1 and scan in another group of frames. STEP 2- Attach price adjustments if needed and push to inventory 7. Go to File Maintenance > Bulk Update Inventory by Bar Code or Vendor

71 8. You will see all items that were scanned in the previous screen. 9. Choose the correct Facility 10. Enter a **Board/Tower and Row/Shelf if you want to. This is NOT required.

72 **TO ADD ITEMS TO THE BOARD/TOWER DROP DOWN: a. Go to the Inventory button on the optical clock screen b. File Maint > Frame Locations c. Select Add and choose facility, type in board and description d. Select Save

73 11. If needed, an additional charge can be added to the frame retail price. 12. If needed, a discount can be added to the Frames Data Cost. Select Apply Discount to Existing Inventory a. Select Facility, Vendor and Line to apply discount to b. Enter amount of discount and choose Percent or Amount c. Select Apply discount

74 d. Enter as many different disco unts as needed. a b c 13. Select the top line, hold down the SHIFT key and select the bottom line to highlight all frames on the screen. 14. If you wish to generate a report for frames received, Type REC+date into the Invoice # field. 15. Verify the Retail price for the frame. If additional amount is needed, enter that in the field at the bottom right. 16. Select Insert Selected Items

75 16 MANUAL INVENTORY ENTRY- For Frames That Do NOT Have Bar Codes (or will not scan):

76 1. Go to Inventory 2. You will see inventory that has already been entered into the system. 3. To manually add a frame to inventory, select Add, and enter Medflow credentials. 3 2 a. Choose the correct facility

77 a b. Choose Vendor from drop down or free type it, type in Frame line, frame styling, color, and size c. Enter in the 12 digit frame number if you know it or make up your own 12 digit #. Develop a system starting with , etc. d. Enter cost (wholesale cost), retail price and # on hand. Invoice # is optional, but if you wish to generate a report for frames received, Type REC+date into the Invoice # field. e. Select Save f. Check the box to print the cost on the label and select Print Labels d b c f To Search for Existing Inventory:

78 1. Go to Inventory 2. Search by Style 3. Or search by number 4. Or click on the category header in grey you want to sort the list by

79 2 3 4 To Print a Label For an Existing Frame in Inventory: 1. Go to Inventory button 2. Find and highlight frame you want to print a label for 3. Check the box to print the cost on the label and select Print Labels

80 3 2 Entering Re-Ordered Inventory 1. If you need to enter inventory that was replaced or re-ordered, go to file maintenance -> then click on Barcode Scan Manual Physical Inventory. 2. Select your facility, put your curser in the field above the facility field and start scanning frames. 3. When finished scanning frames, highlight frames on list and click insert selected items.

81 3 2 Resetting The Inventory 1. Prior to resetting your inventory, we recommend you run a Frame Inventory Reset Report using the current day s date.

82 2. Also, prior to resetting your inventory, go to file maintenance->>->> add custom barcodes to frames data. Automatically, 3. Go to file maintenance-->--> bulk inventory delete/reset. Click the reset inventory at the bottom of the screen and then exit. 4. Go to file maintenance -->--> Barcode Scan Manual Physical Inventory, select your facility at the bottom of the screen, put your curser in the field above where you selected the facility and start scanning frames. Once you are done scanning frames, highlight all frames and click on the insert selected items button at the bottom of the screen. 5. When you are finished, you may want to run the Frame Inventory Reset Report again to check for any discrepancies.

83 To Delete all current Inventory: 1. Go to file maintenance and click on Bulk Inventory Delete/Reset. 4. Select the facility then, highlight all frames on the list or the ones the user wants to delete using the shift key on the keyboard and click delete selected items.

84 2 To Process Frames to be Returned to Vendor: 1. Go to inventory find selected frame: 2. Select Edit and enter credentials

85 5. If you wish to generate custom report to track returns: Enter RTV+date into the Invoice number field. 6. Change the Inventory on Hand quantity. 7. Save and close. Selling Contact Lenses OPTICAL USER INSTRUCTIONS PART Select a patient and click on Point of Sale. 2. Enter contact lens power in sph, cyl and axis fields. 2a. Enter contact lens base curve in BC field. 2b. In special details, enter the name and diameter (if desired) in the special details field. 2c. Click no glasses.

86 2.a 2. 2.b 2.c 3. In the charge out screen, click add CL

87 3. 4. Then double click on the contact lens you want to add to the order and click save. Repeat this step for each box of contact lenses that you want to add to the order. Then finish the charge out process (document payment, update and bill, etc).

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