Detailed Order view stores order information in different tabs:
NOTE: Depending on the type of Order is created the Order Screen supplies the necessary Tabs to create that order. All the following Tabs are not in every order screen. For example, the Contact Order Screen will not contain a Frame Tab because frames are not needed to complete the order.
• To Add/Modify an Order:
1. Follow the menu item sequence … File | Order | <order type> or click the arrow next to the Spectacle Icon from the menu toolbar then click the appropriate Order Icon. By default, a new order form is displayed to capture new order information.
2. To search for an existing order click the Search Button. Search Order Screen is displayed. To search for an existing Order, provide one or more pieces of information that can be used to identify the Order and then press the Search Button. When the search is complete, all orders that meet the search specifications appear in the grid list located just below the search criteria. The grid has several columns, including order number (a system-generated number that uniquely identifies each order), order date and type, patient number, name and address information. This information allows a positive identification to be made. If the order you are trying to search appears in this list, their information can be retrieved by highlighting their row, and then clicking the Select Button or double-clicking the desired record.
3. To add a new Order click the Add Button.
4. To Copy an existing order, select the desired order and click the Copy Button. This will create a copy of the selected existing order into a new order. If the marketing information is not valid at the time it will be removed from the new order.
5. For Remakes, search and select the order of which you will make the remake. Click the Remake Button and it will recreate the selected existing order into new order. If the marketing information is not valid at the time of the remake it will be removed from the new order. Remake option will automatically fill in the remake order information. Now the order record is in focus and you can enter all the relevant information belonging to the order. Remake Orders appear in Red color in Search Order and Patient History Tab.
6. Click Save from menu toolbar to complete the process. The order is now in the database.
NOTE: Changing the Order status from Quote to another status prompts the user to change the order date to today so that it gets logged in under today’s sales.
• Patient Tab:
7. Now we are in the Order Screen under the Patient Tab. If it is an existing patient click the Search Patient Button then find the patient and select their record.
8. If it is a new Patient click the New Patient Button and enter the corresponding patient information.
9. Click the Modify Button to update an existing patient’s information.
10. Details Button will take you to the patient’s corresponding patient record.
11. Refresh Button will refresh the patient information on the Order Screen.
12. In the Order Screen, below the Patient Information Section, if the patient is eligible for marketing coupon discount you can capture the Marketing/Coupon information and the discount will automatically be calculated in the Invoice Tab.
NOTE: You can always overwrite the calculated amount in the Invoice Tab.
13. In the VSP Section you can enter the corresponding information accordingly. Authorizations can be either selected from current patient authorization from the drop-down list or it can be typed in.
• Prescriptions Tab:
14. If a Patient was specified in the Patient Tab then all the prescriptions that belong to this patient are displayed here.
15. You have an option to fill the prescription in this order by selecting the prescription record and clicking the Fill Button.
16. You can modify the prescription by selecting the prescription record and clicking the Modify Button.
17. You can delete the prescription by selecting the prescription record and clicking the Delete button.
18. You can also choose to add new prescriptions to the patient’s record by clicking the Add Button.
19. Clicking the Fill Button automatically fills the appropriate fields from the prescription in the current order. You can fill orders from different prescription type. For example, a Spectacle Prescription can be used to fill a Contact Lens order.
• Frames Tab:
NOTE: This Tab is not available under Other, Soft Contact, and Hard Contact Orders.
21. Specify the Frame information or you can directly add a frame from inventory by either entering the UPC or clicking the Inventory Button (…) which will take you to the Select Inventory Screen. Then select the appropriate frame by double-clicking on it or highlight it then click Select Button. This will add the frame information from inventory directly into the order.
NOTE: In the Select Inventory Screen, clicking the Add Product Button allows you to add the Frame to Inventory from within the order without navigating through the Inventory menu. See help section on Inventory for more details on adding inventory.
22. After selecting the frame from inventory, you can change its information but the inventory will still be reduced. To ensure the removal of the link between inventory and the ordered frame either clear the UPC Field or delete the frame from the Invoice Tab and enter the frame information without using the Inventory Button or UPC Field.
23. The drop-down values in the UPC Field are filled once a Manufacturer and/or Collection is selected; all the frames available in inventory for that manufacturer and/or collection appear. The inventory on hand quantity will be reduced if the frame was picked from inventory and the Inventory Checkbox for the frame is checked. (See topic Frame Inventory Setup)
24. If the Frame is going to be ordered from the manufacturer select Order from the Source drop-down list, located on the upper left part of the screen below the Patient Tab. This will enable the Order Frame Section on the lower part of the screen allowing you to enter order information including supplier, ship to, date ordered, date received, supplier PO reference number and any notes. This data can later be queried from Frames to Order Report see Report topic for more information.
25. You can add Lab special instructions that will be printed in the lab copy.
• Lens Lab Order Tab:
NOTE: This Tab is only available under Spectacle Lens Order.
26. Specify the Spectacle Lens information. Specify the Spectacle Lens Order type in the Order Type Field.
NOTE: If the Order type does not exist in the drop-down then you can add or update Spectacle Lens Order types by navigating to Categories and editing the values for Spectacle Lens Prescription Type Category. For further detail, refer to help topic on Categories.
27. Add OD and OS spectacle lens information. You can directly select the appropriate lens from inventory by clicking the appropriate Inventory Button (…) then selecting the lens or entering its UPC in the UPC field. If the spectacle lens is in the inventory it’s price and on hand quantity will be displayed. When you click the OD Inventory button all the lenses in the inventory defined as OD or OU are available to you to include in the order. The drop-down values in the UPC are filled once a lens style is selected listing all the lenses available in inventory for the selected lens style. Once a Material is selected/displayed only the UPCs/lenses with the lens style and material combination are displayed under the UPC Field. To view all lenses in inventory for selected lens style, clear the Material field.
28. You can add notes about this order in the Notes Section that will be printed in the lab copy.
29. To ensure the removal of the link between inventory and the ordered Lens either clear the UPC Field or delete the Lens from the Invoice Tab and enter the Lens information without using the Inventory Button or UPC Field.
30. Transpose Button lets you transpose a prescription.
31. Reading Button makes the prescription into a Reading Prescription by adding the Add value to the Sphere and clearing the Add value.
32. If Lens Treatments are required, they can be added from the Inventory of type Other by clicking the Add Button, located on the lower right part of the screen. In the Add/Modify Lens Treatment Screen, specify the Lens Treatment and item name and its current price and on hand quantity will automatically be displayed from the inventory. You may adjust the price and quantity as desired. Click the OK Button to accept the changes. To add Lens Treatments to Inventory, click the Add Product Button or navigate to Inventory – Other and select category that is of Lens Treatment type. For further detail on inventory, refer to help topic on Inventory.
33. The Lab Special Instructions dropdown box can be modified in the Categories Section.
• Soft Contact Tab:
NOTE: This Tab is only available under Soft Contact Order.
34. Specify Soft Contact detailed information. Enter the OD and OS information for soft contact lens.
35. If you are filling an existing prescription, the fields specified in the prescription are automatically filled if you clicked the Fill Button from the Order- Prescription Tab or if you selected a prescription in the Patient- Prescription Tab then clicked the Order Button.
36. Specify the Manufacturer and Lens Name for OD and OS. If they are the same check the OS Lens same as OD Checkbox and the OD fields will be copied to OS.
NOTE: To add Manufacturers and their Lenses navigate to File – Setup – Contact Lens Manufacturer, for further help refer to help topic on Contact Lens Manufacturer.
37. You can directly select the appropriate contact lens from inventory by clicking the appropriate Inventory Button (…) or entering its UPC in the UPC Field. If these lenses are in inventory their price and quantity will automatically be displayed. You can always overwrite the price and quantity in the Invoice Tab. The drop-down values in the UPC are filled once a manufacturer is selected listing all the lenses available in inventory for that manufacturer. Once a lens is selected/displayed only the UPCs/lenses with the manufacturer and lens name combination are displayed under UPC. To view all lenses in inventory for selected manufacturer clear the lens name field.
38. You can add notes about this order in the Notes Section that will be printed in the lab copy.
39. To ensure the removal of the link between inventory and the ordered Lens either clear the UPC Field or delete the Lens from the Invoice Tab and enter the Lens information without using the Inventory Button or UPC.
40. In the Select Inventory Screen, clicking the Add Product Button allows you to add the Contact Lens to Inventory from within the order without navigating through the Inventory menu.
• Hard Contact Tab:
NOTE: This Tab is only available under Hard Contact Order.
41. Specify Hard Contact detailed information. Enter the OD and OS information for hard contact lens.
42. If you filling an existing prescription, the fields specified in the prescription are automatically filled if you clicked the Fill Button from the Order- Prescription Tab or if you selected a prescription in the Patient- Prescription Tab and clicked the Order Button.
43. Specify the Manufacturer and Lens Name for OD and OS. If they are the same check the OS Lens same as OD Checkbox and the OD fields will be copied to OS.
NOTE: To add Manufacturers and their Lenses navigate to File – Setup – Contact Lens Manufacturer, for further help refer to help section on Contact Lens Manufacturer.
44. You can directly select the appropriate contact lens from inventory by clicking the appropriate Inventory Button (…) or entering its UPC in the UPC Field. If these lenses are in inventory their price and quantity will automatically be displayed. You can always overwrite the price and quantity in the Invoice Tab. The drop-down values in the UPC are filled once a manufacturer is selected listing all the lenses available in inventory for that manufacturer. Once a lens is selected/displayed only the UPCs/lenses with the manufacturer and lens name combination are displayed under UPC. To view all lenses in inventory for selected manufacturer clear the lens name field.
45. You can add notes about this order in the Notes Section that will be printed in the lab copy.
46. To ensure the removal of the link between inventory and the ordered Lens either clear the UPC Field or delete the Lens from the Invoice Tab and enter the Lens information without using the Inventory button or UPC.
47. In the Select Inventory screen, clicking the Add Product button allows you to add the Contact Lens to Inventory from within the order without navigating through the Inventory menu.
• Invoice Tab:
48. This tab displays all the charges for the order. You can add and update the charges in this tab. To add a new charge click the Add Button this will display the Add/Modify Other Items Screen.
49. Specify the appropriate item in the category and item name and its price and quantity are automatically retrieved from inventory. You can always change the price and quantity information.
50. To modify select the appropriate charge and click the Modify Button or double-click the record.
51. To delete a charge select the appropriate charge and click the Delete Button to delete the charge. Saved charges can only be deleted or modified with user of type Administrator. To post a return click the Return Button. In order for non-Administrator users to change prices they need a user of type Administrator to provide an override.
NOTE: The charges in negative amount are shown in red so as to easily spot them.
52. Modification of charges allows you to associate the responsibility of a charge to insurance and/or patient. It allows you to specify tax percentages and discount for the item. The discount is calculated on the patient portion of charges only. You also have the ability to change the employee who sold the item if it is other than the person signed-on. Insurance Fee Schedule can automatically calculate the insurance and patient responsibility and write-offs.
53. Clicking the green Flag Button, located on the lower right part of the screen, allows you to view the cost, profit and commission made on the order.
54. Discount Button lets you specify discount for material and/or services in one place. You can add your own discount reasons under File | Setup | Categories menu option. See Categories topic for more information.
• Payments Tab:
NOTE: Payment types define how account receivables are calculated. Payment types supported:
a. Order – if you are accepting payments for the order placed the same day as the payment. These payments are reflected in the New Sale Payments Field in the Sales and Payment Summary Report.
b. Account – If the payment is being made on account or a previous balance being paid, check the Account Checkbox. Any payments that you enter here will be displayed under Previous Balance Paid Amount in the Sales and Payment Summary Report.
c. Insurance – select for insurance payments. These payments are reflected in the Previous Balance Paid Field along with patient payments on Account in the Sales and Payment Summary Report.
d. Refund – refunds to the patient are captured here and are shown as a separate line item in the Day Sheet/Sales &Payment Summary Report. If you are returning customers’ money, select Refund as payment types and enter the amount.
e. Write-Offs – write-offs for insurance and patient are captured here. They show up as separate line items in Day Sheet/Sales &Payment Summary Report and reduce the accounts receivables amount.
f. Adjustment – is used to transfer balances from patient to insurance or vice-versa
54. This tab displays all the payments, order summary and insurance information. All the payments are captured in this tab. To add a payment click the Add Button, specify the payment type, date and amount.
55. Specify the Payment Method. Payment Methods can be customized under Categories. Any payments collected with user-defined Payment Methods appear as “Total User-Defined Payment Method” under Sales and Payment Summary/Day Sheet report. For individual payment reports refer to Payment Details report.
56. Click OK to accept the changes.
57. If you are setup with X-Charge Online Merchant to process Credit and Debit cards click the Swipe Button to process the credit or debit card transaction. Any payments successfully processed thru the online merchant can only be changed by users of type Administrator.
58. Once the payment has been accepted into the system, only the notes can be modified. To modify select the appropriate payment and click the Modify Button or double-click the record.
59. To delete an existing payment select the appropriate payment and click the Delete Button to delete the payment. Once the Order is saved it can only be deleted or modified by users with Administrator privileges. It is recommended to post adjustment payments instead of deleting or modifying existing payments since it will affect the payments and deposits of that day and all future days.
60. Allocate Field allows you to allocate the selected payment to multiple orders belonging to the patient and its family members. This lets you take one payment for multiple family orders. To issue single receipt which shows the total of all orders belonging to the patient or its family refer to the help topic on Patients-sections history and family.
61. Lab copies, Receipts and Letters for this order can be printed from this tab by clicking the appropriate button. These are printed on the applications default printer.
62. Selecting to print letters opens up the Letter Screen that lets you choose the letter you want to print or save to disk for this order. To add letters refer to help topic on Letters.
63. To preview receipt or lab copy and set printing defaults click the Preview Button. When ordering eyeglass and lenses (Spectacle Lens Order) you have an option to print a bundled receipt by checking the Bundled Checkbox. Bundled receipt shows Frame, Lenses and Lens Treatment as one item on the receipt. To preview either the receipt or lab copies click the Preview Button and select the appropriate option. Preview Button is only enabled when Receipt and Lab Copy option is not checked.
NOTE: To change the printer, navigate to File – Printer Setup menu option and change the printer.
64. To track the Order, enter the information in the appropriate fields (Order status, Shipping Status, etc). The shipping status gets printed on the lab copy.
65. If this order is a Duplication, check the Duplication Checkbox or else specify the physician. This helps you keep track of sales by each category. If the order is on layaway check the layaway checkbox.
66. For remakes you can track the remake reason using the corresponding field.
67. For the Lab information tracking several fields are available such as the lab name, lab amount, lab sent date, order status and shipping status. You can also directly fax the lab copy to the selected lab by clicking on the Fax Button next to the Lab Field. In order to send the fax your computer should have fax modem installed.
68. Order Status Field lets you capture the status of the order. An order with a status of Quote or Canceled does not affect the financials (accounts receivables/payables), inventory, and employee commissions. Order status of Remade does not earn any commission, however it affects the inventory and financials (accounts receivables and payables). Remake Orders appear in Red color in Search Order and Patient History Tab. Orders with the status of Quote and Canceled appear in Yellow background color in Search Order and Patient History Tab.
69. Commissions are credited to the employee whose name appears in the Made/Ordered by Field on the order date of each ordered item. Order date of an item can be viewed/modified by clicking the Modify Button on the selected item in the Invoice Tab. Order with status of Canceled or Quote do not earn commissions.
70. To generate an insurance claim for this order click on Insurance Button and the Insurance Module will open with all the appropriate fields automatically filled for you with the order and associated patient information. .Only the charges that has Procedure Codes (V-Codes) linked to it will be transferred from the order to the insurance claim. The charge for the item is the retail price from the inventory setup for the item. For further help on Insurance Claims refer to help topic on Insurance.
71. If using Eyefinity/VSP to submit lab orders, select the correct VSP Lab from the Lab drop-down list then click the Send Private Lab Order.
72. If using VisionWeb (VW) to submit lab orders, select the correct VW Lab from the Lab drop-down list, then click the Send to VisionWeb Lab.
73. To view the status of the Lab Orders click the Refresh VSP Status or Refresh VisionWeb Status.
See Also: