Volume Revolutionary. Online. Cool. Administration
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 877-370-6906 www.eyecoderight.com
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 EMAIL...14 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... 23 ADD AN EMPLOYEE...23 DEACTIVATE AN EMPLOYEE...29 REACTIVATE AN EMPLOYEE...30 EDIT AN EMPLOYEE...31 COMMON DIAGNOSIS... 33 i
FILTER THE DIAGNOSIS LIST...33 ADD A DIAGNOSIS CODE...34 DELETE A DIAGNOSIS CODE...37 EDIT A DIAGNOSIS CODE...37 COMMON MEDICATIONS... 39 ADD A MEDICATION...39 DELETE A MEDICATION...42 EDIT A MEDICATION...42 ALLERGY CATEGORIES... 44 ADD AN ALLERGY CATEGORY...44 EDIT AN ALLERGY CATEGORY...46 ALLERGIC REACTIONS... 47 ADD AN ALLERGIC REACTION...47 EDIT AN ALLERGIC REACTION...49 PATIENT DEMOGRAPHICS... 50 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...74 2
Edit an Item...76 PROVIDER INFORMATION... 77 PROVIDER TYPES...77 Add an Item...77 Edit an Item...79 PROVIDER ROLES...80 Add an Item...80 Edit an Item...82 INSURANCE INFORMATION... 83 PRIORITIES...83 Add an Item...83 Edit an Item...85 TYPE...86 Add an Item...86 Edit an Item...88 NOTE CATEGORIES... 89 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...100 APPOINTMENT NOTES... 101 Add an Item...101 Edit an Item...103 TASK NOTES... 104 Add an Item...104 Edit an Item...106 INSURANCE NOTES... 107 Add an Item...107 Edit an Item...109 PHARMACY NOTES... 110 Add an Item...110 Edit an Item...112 DIAGNOSIS NOTES... 113 Add an Item...113 Edit an Item...115 ENCOUNTER NOTES... 116 Add an Item...116 3
Edit an Item...118 ENCOUNTER TEST NOTES... 119 Add an Item...119 Edit an Item...121 TASK CATEGORIES...122 ADD A TASK CATEGORY... 122 EDIT A TASK CATEGORY... 124 VENDORS & PARTNERS...125 EXTERNAL PROVIDERS... 125 Add an External Provider...125 Edit an External Provider...128 INSURANCE COMPANIES... 130 Add an Insurance Company...130 Edit an Insurance Company...131 PHARMACY... 133 Add a Pharmacy...133 Edit a Pharmacy...135 SPECTACLE LABS... 136 Add a Spectacle Lab...136 Edit a Spectacle Lab...138 CONTACT LENS SUPPLIERS... 140 Add a Contact Lens Supplier...140 Edit a Contact Lens Supplier...141 THIRD PARTY ADMINISTRATORS... 143 Add a Third Party Administrator...143 Edit a Third Party Administrator...144 MANUFACTURERS... 146 Add a Manufacturer...146 Edit a Manufacturer...149 PATIENT MANAGEMENT... 151 MARK A PATIENT AS DECEASED... 151 DEACTIVATE A PATIENT... 152 ACTIVATE A PATIENT... 153 CLAIMS MANAGEMENT...155 SUBMIT ELECTRONIC CLAIMS... 155 RESUBMIT A CLAIM... 157 INDEX...160 4
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
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
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
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
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
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
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
Step 2 Step 3 Step 4 Enter all changes/updates to the Password Policy Step 6 Click Update 12
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
Practice Preferences Edit Office Email 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 email address Step 6 Click Update 14
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
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
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
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
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
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
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
Step 6 Enter all changes/updates Step 7 Click Update Step 7 22
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
Step 2 Steps 3 & 4 Step 6 Enter the Name and Description Step 7 Click Add Step 6 Step 7 45
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
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
Step 2 Steps 3 & 4 Step 6 Enter the Value and Description Step 7 Click Add Step 6 Step 7 48
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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
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 11 127
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
Step 6 Step 7 Make all changes/updates to Provider Information, Contact Information and/or Provider Ids Step 8 Click Update Step 8 129
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
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
Step 6 Click Edit Step 6 Step 7 Enter all changes/updates Step 8 Click Update Step 8 132
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
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
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
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
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, Email Address & Web Site URL Click Update Name is the only required field in this screen Step 6 137
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
Step 6 Step 7 Enter all changes/updates Step 8 Click Update Step 8 139
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, Email Address & Web Site URL Click Update Name is the only required field in this screen 140
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
Step 2 Step 4 Step 3 Step 6 Click Edit Step 6 Step 7 Enter all changes/updates Step 8 Click Update 142
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
Enter Name, NPI, Account #, Address, Description, Main Phone, Toll-free Phone, Fax, Email Address, Web Site URL, Contact Name, Contact Phone & Contact Email. 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
Step 2 Step 4 Step 3 Step 6 Click Edit Step 6 Step 7 Enter all changes/updates Step 8 Click Update 145
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
Step 2 Step 3 Step 4 Enter Name, Address, Description, Main Phone, Toll-free Phone, Fax, Email Address, & Web Site URL. Name is the only required field in this screen Step 6 Click Product Categories Information 147
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
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
Step 6 Step 7 Enter all changes/updates Step 8 Click Update Step 8 150
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
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
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
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
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
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
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
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
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
Section Index A Administration Module Allergic Reactions... 47 Allergy Categories... 44 Claims Management... 155 Common Diagnosis... 33 Common Medications... 39 Contacts... 11 Employees... 23 Insurance Information... 83 Locations... 5 Note Categories... 89 Patient Demographics... 50 Patient Management... 151 Practice Preferences... 14 Provider Information... 77 Security... 11 Task Categories... 122 User Roles... 18 Vendors & Partners... 125 Allergic Reaction Add... 47 Edit... 49 Allergy Category Add... 44 Edit... 46 C Claims Manually send claims to the clearinghouse... 155 Resubmit... 155 Clearinghouse Add... 15 Edit... 17 Contact Lens Supplier Add... 140 Edit... 141 D Diagnosis List Filter... 33 E Employee Add...23 Deactivate...29 Edit...31 Reactivate...30 External Provider Add...125 Edit...128 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...130 Edit...131 Insurance drop downs Priorities...83 Type...86 M Manufacturer Add...146 Edit...149 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...101 160
Diagnosis notes... 113 Employee Notes... 89 Encounter notes... 116 Encounter Test Notes... 119 Insurance Notes... 107 Patient Notes... 92 Pharmacy Notes... 110 Practice Notes... 95 Provider Notes... 98 Task Notes... 104 O Office Email Edit... 14 P Password Policy Edit... 11 Patient Demographic drop downs Citizenship... 56 Ethnicity... 50 Language... 68 Marital Status... 62 Race... 53 Religion... 59 Salutation... 65 Patient Management Activate a patient... 153 Deactivate a patient... 152 Pharmacy Add...133 Edit...135 Practice Add...5 Edit...9 Provider drop downs Provider roles...80 Provider types...77 S Spectacle Lab Add...136 Edit...138 T Task Category Add...122 Edit...124 Third Party Administrator Add...143 Edit...144 U User Role Add...18 Delete...20 Edit...21 161