i-clarity Maintenance Manual

Transcription

1 i-clarity Maintenance Manual Version 1.001

2 Contents o The Essentials - Page 4 Adding a New Computer and Device Password Protection Form Permissions Adding a User Creating an appointment type o Enhancing Patient Records Page 17 Analysis Codes Colleges GP s Occupations Patient Sources Cancellation Reasons o Setting up Patient Communications Page 21 Creating a sample merge file Inserting a merge field into a word document Creating an or SMS communication template Setting up Recalls o Adding Products to i-clarity Page 37 Setting up VAT Categories Adding VAT Categories to i-clarity Setting up Analysis Types Adding a Supplier to i-clarity Corporates and Vouchers Adding Product Details Setting up the Till Adding adjustment reasons o Contact Lens Maintenance Page 57 i-clarity and Contact Lenses Maintaining your Contact Lens Database 2

3 Maintaining your Contact Lens Prices o Spectacle Lenses Page 66 Lens Criteria Adding your Spectacle Lenses Bulk loading of Spectacle Lenses o Product Maintenance Page 74 Deleting unwanted products Updating Multiple Products Uploading Frames in Bulk Using the Pricing Spreadsheet 3

4 The Essentials Adding a New Computer i-clarity Using the navigation arrows at the top of the screen or the drop down tab selection at the bottom left, move along the tabs until the Computers tab is available. Click on the Computers tab Looking at the bottom of the page, complete the following blank fields: Computer Name: This is the name of the computer you would like to have i-clarity installed on. (The computer name is most easily found by using Windows Explorer, navigation to Computer, then right clicking and viewing the computer properties.) Notes: Any notes you wish to make e.g. the physical location of the computer (recommended), Windows login details. Branch: Select the branch where this computer is located. This determines the default branch when you first login to i-clarity, and also where i-clarity assumes any money has been taken when you record payments from this computer. (E.g. if a computer is associated with Branch A, but you log in to Branch B to record a payment 4

5 from a patient from Branch B, the patient s account will be correctly credited with the money but i-clarity will assume the money is in the till or PDQ at Branch A.) POS Printer: The name of the device that this computer will print receipts to. If the device is not physically attached to the pos printer, then there may be a delay of up to 5 seconds before the receipt is printed. If there is no entry in this field then receipts cannot be printed from this computer. If the device is not in the drop down list you can return to this after it has been added. Tonometer: The default tonometer used in the room where this computer is located. (Used by the Clinical Records module.) Laptop: Tick the laptop box for laptops that are not site specific. If the laptop box is ticked then when you log in i-clarity will assume you are located at the branch you select when you log in rather than the branch that is noted on the line next to the computer in maintenance. This is important when dealing with financial transactions. SMS: This determines whether automated SMS apt reminders are generated from this computer. This is particularly useful if, say, the practice manager or owner is working from home and chooses to work very late at night or very early in the morning, as this stops SMS messages being generated and sent at an unsocial hour. Debts: This determines whether i-clarity highlights patients with outstanding balances or not. The reason for this flag is to reduce network traffic in multi-branch or remotely hosted systems; it may not be necessary for, say, an Optom to immediately see that a px owes money, so by turning this flag off for their computer the speed to access each px record is increased. Receipt: This determines whether a computer generates and/or prints a receipt when a sale is entered from this computer. Typically this should be turned OFF in computers in test rooms, but see the separate document on receipt printing for further discussion of this. Orders: Similar to the Debts flag, this determines whether the Orders button changes colour when a px has an outstanding spectacle order. As this involves an additional database call, turning this feature off may improve performance in sites that are connecting to the i-clarity database via the Internet. Multi Instance: This will allow the user to run multiple instances of i-clarity on a single computer simultaneously, e.g. so that a practice manager can be logged into >1 branch at the same time. Binocular PD s: Lock After: It is recommended that computers locked in the front of house are set to lock after a designated time of in activity. Enter the time in minutes you would like the computer to lock after. Enter 0 to turn locking off. 5

6 Adding a new device to i-clarity To add a device to i-clarity such as a receipt or barcode printer. Navigate to the Devices tab. In the empty fields at the bottom of the page complete the following information; Device Name: Enter a name for the device you are adding Notes: Enter any notes relevant to the device e.g. location in the practice Port: Enter the port number the device is using to connect to the computer. This can be found by opening the devices and printers application, for example you will see COM1 in brackets under the device listing. It should be entered as seen e.g. COM1 Computer: Select the computer the device is connected to from the drop down list Type: Select the type of device from the drop down list Click Add 6

7 Password Protection The password protection tab is there to allow you to ensure users passwords must be entered before accessing certain modules of i-clarity. This is beneficial for front of house computers as staff tend to switch between computers when dealing with patients. Having passwords on certain modules means processes like booking appointments and selling goods are allocated to the correct staff member to improve your audit trail ability. Navigate to the Password Protection tab. Tick the relevant boxes in line with the computer name and under the module name to apply password protection. 7

8 Form Permissions Form permissions allow you to group together different members of staff and allow those groups different degrees of access to the system. For example, you may only want management to be able to amend transactions on the till. In the top half of the screen, complete the first empty field with a name for the staff group e.g. Branch Managers. Use the notes field to give details of the staff in this group. Click Add Once you have added the group name, click on the arrow next to the name to highlight the line. This activates the lower half of the screen. any changes now made to the access levels will be linked to the group name. Now change the access levels on the forms and reports. Continue to do this for all the different sets of permissions you require. 8

9 Adding a User Using the navigation arrows at the top of the screen, move along the tabs until the Staff Types tab is available. Click on the Staff Types tab. Check the users staff type in available in the list. If you would like to add a new staff type, Type the staff type name in the empty grey box next to the add button at the bottom of the page. Then click Add Once you have the required staff type in the list of staff types, navigate along to the Users tab. Using the bottom half of the page complete all the relevant details for the user. 9

10 Username: Most practices enter the user s initials. Full Name: Full name of the staff member. Mobile: Mobile number of the staff member Staff type: Select from the options available in the drop down list. Default appointment type: This is only effective for users that will have a clinic. You can come back and edit the default appointment type at a later date if the appointment you require is not yet available or if you feel after some use of the system you could make a more effective selection. Start time, Lunch time and End time, should be entered in a specific format. Using the 24 hour clock the first two digits are hours followed by a colon, then the next two digits are minutes. Example, 09:00 or 17:30 Lunch length and appointment length, are entered in minutes for example 60 or 30 Colour: A colour can be selected by single clicking on the empty field. A colour is useful for those users that will have a clinic in the appointment diary as their clinic header will be highlighted that colour. It can help users quickly differentiate between clinics. Date Joined: This is the date the user started at the practice, or it can be todays date if this is a new system Notes: A free text box for any additional notes you may have. Superuser: should be selected as yes for those staff you would like to have access to the full system including maintenance setup. Password: We recommend you keep the users password short so that is does not take up excessive time to enter when it is required throughout the system. Many practice limit the password to three characters, and use the staff members initials followed by a number. GOC Number: Enter the GOC number of the staff member if applicable 10

11 Permissions: Select the permissions group from the drop down you would like the staff member to be allocated to. Minus Cyl: Clinical Font Size: Address: OL Number: Enter the OL number if the staff member if applicable. Title: Forename: Surname: Once all the users details have been completed click Add. If the user is not a superuser then you need to set up branch permissions. Click on the empty box next to the relevant user name so that an arrow appears and the line becomes highlighted. Click on the Set Up Branch Permissions button Highlight the branch s the user requires access by clicking on it. Then use the double arrow button to move it from the disallowed column to the allowed column. 11

12 Click Close N.b. If a staff member has left, then to remove them from the system go to the users tab. Find the user in the details in the table Scroll along to the Date left column and enter the date the staff member left. Please use the format like the following example 14/Nov/2015 Click on a box in the line above or below your edit to save the changes. 12

13 Creating an appointment type Navigate to the Appointment types tab. Firstly, concentrate on the top half of the tab In the grey box under the Type Name Column enter the name of the appointment type you would like to create. The Subtype Name can be used to add more details to the appointment type name that may be needed to make the right appointment selection. For example Age or appointment standard Enter the length of the appointment in minutes into the duration box If you would like to give your different appointment types different colours then double click on the colour box, select your chosen colour and click ok 13

14 If you are using i-clarity online appointment booking and you would like this appointment to be available for online booking then tick the box under the online column Some appointment types may require a patient to arrive early. For example, dilation drops or pre-screening tests with another member of staff other than the optometrist. If this appointment type requires early attendance enter the time in minutes you would like the patient to arrive early by in the Arrival Mins box. You can then type the reason for the early attendance in the next box. Once you have completed all the relevant boxes click the add button. Once you have added an appointment type you need to state which staff types can complete this appointment. Now looking at the lower left-hand box, 14

15 Use the two drop down lists underneath the box to select the appointment type and staff type that you want to link. Click add You also should link appointment types to scheme types. Scheme types link appointment types to categories of appointment e.g Eye Exam, CL Visit, None. It is important to link appointment types to scheme types so that recall dates are updated efficiently. But it also influences form and card printing from the appointment diary. 15

16 Resources This feature is used to highlight different resources that a particular patient or appointment may require, e.g. if you have limited parking spaces, disabled access test rooms or a shared piece of equipment, you can set each of these as a resource. These can then be selected when booking an appointment if required, the appointment will then be highlighted in the colour of that resource to alert staff members and prevent double booking. Navigate to the resources tab in maintenance. Enter the name of the resource in the first grey box at the bottom of the page. Use the notes field for more details associated to that resource. Double click on the colour field to open up the colour selection box, Click on the colour you would like to select, then click ok Now click add 16

17 Enhancing Patient Records Analysis Codes This is the page where you can add, edit and remove the patient analysis codes that appear on the front screen of the patient record. To Add an analysis code, complete the grey boxes at the bottom of the page and click add. If the prompted box is ticked then this analysis code will be flagged when you call up the patient record. To add a colour double click on the white box under the colour column, this will open up the colour selection box. Click on the colour you would like to select, then click ok Colleges The colleges tab where you can enter local college names and address. Once added to this tab they can then be selected on the further details tab of the patient record and merged into documents. To add a college, complete the grey boxes on the bottom half of the page and click add. Edits to college information is done in the table on the top half of the record. 17

18 GP s This tab is used to enter GP information that can then be added to the patient record from a drop-down list on the front screen. GP s can be added individually by completing the grey boxes on the bottom half of the screen. If you would like to add a new GP that is at the same practice as a GP that is already currently on the system then select the existing GP, click Copy Selected GP. The details will be copied into the grey boxes you can then make any edits and click add. To add and edit the GP s in bulk, you can do so my entering the information into an excel sheet. Click Create GP s Spreadsheet Name and Save your document Complete and or edit the GP list in the excel sheet, save and close. N.B. You must not change the format of the spreadsheet. Return to i-clarity and click Import GP s Spreadsheet Use the windows file explore to locate your excel sheet. Then click open. 18

19 Occupations Tab This is the page where you can add, edit and remove the patient occupations. Once added to this tab they can then be selected on the further details tab of the patient record. To add an occupation, complete the grey boxes at the bottom of the page and click add. Patient Sources Patient Sources are used to help you report on how your patient came to register with the practice e.g. recommendation, social media, a specific advert. Once added to this tab they can be selected on the further details tab of the patient record and the report found in under the report module icon. To add a source, complete the grey boxes at the bottom of the page and click add. 19

20 Cancellation Reasons If you would like to add another reason to the list of possible cancellation reasons that appear on the patient record, open the cancellation reasons tab in maintenance. Type the reason that you would like to add and any notes in the grey boxes at the bottom of the page. Click Add 20

21 i-clarity Communications Many features in i-clarity depend upon merging standard data patient names and addresses, prescription details with standard, template documents such as recall letters or prescriptions. Creating a Sample Merge File i-clarity uses three different data files, depending on the type of document that you wish to create. These are listed in the table below: Type of Document Name of Merge File Where the Documents are Listed and Used Recall/Patient Communication RecallSampleMerge.csv Assigned to Recall Scheme stages from the Recall Communication tab in Maintenance Ad Hoc AdhocSampleMerge.csv These are documents that are created and sent either from the Send Note dialog on the patient Main Display or from the Create Document button on the Patient Rx and CL Rx forms, or from the Marketing module. Standing Order/Direct Debit Mandate SOSampleMerge.csv These documents are used from the CL Management screen, when you press the Print SO Form button. The name and location of the document is set in the Branch tab of Maintenance. Before you start, you should create a sample Mail Merge file that has examples of all the data that you wish to format. To create this, take the following steps: 1) In Maintenance, under the Branches tab, enter a location where you wish to store a sample merge file, as the Sample Merge Files Path, e.g. c:\temp\ (excluding speech marks.): 2) Select a patient who has sample data that you wish to use you may choose to have a patient in your Test Branch who you can enter sample prescriptions against to experiment with the various settings. 3) Note that to create all each of the three different files, your sample patient MUST have relevant details; i.e. to create a sample recall file your selected patient must be assigned to a recall scheme; to create an ad hoc file your patient must have an Rx (and optionally a CL Rx); and to create a mandate file they must be set up with a mandate in CL Management. 21

22 4) With the patient selected on the main form, click on the Further Details tab, and click on the Create Sample Merge Files button. This will create sample merge files containing data for the selected patient. 5) You can now use these files as the basis for your template documents Inserting a merge field into a word document To use your merge files as the basis of your document you firstly need to attach the correct file to your word document. Within word open the Mailings Menu, click on select recipients and then Use Existing List Then select the appropriate sample merge file from the location specified above. 22

23 Once you have attached your template document to one of the three merge files, you can then view and insert the field(s) that you want to insert into your document by selecting the Mailings menu, then selecting Insert Merge Fields. There are two options here, you can either click the down arrow (which is quicker to insert a field) or click the button itself (which then displays the full field list, and is the option shown below.) 23

24 Storing your word template as an Ad Hoc Communication Template documents are stored in the data locations specified in the branch tab of the maintenance system, in the Ad Hoc Communications field, e.g. \\ROBWARD-HP\Data\CEC Docs\Documents\Ad Hoc Letters\ : You must also enter details of each document in the Ad Hoc Comms tab of the maintenance system: The fields that need complete are described below: Communication Name What this communication will be called from the User Interface, e.g. the Patient Note dialog. Content Because this communication is a letter, then this will be the name of the Word document that you wish to use for this communication. It is recommended that you copy and paste the name of the document from the folder it is stored in so that it is an exact character match. It is also advisable to include the file extension type with the document name e.g. GP Referral.docx (If the file extension type is not already showing next to the document name in the stored folder, complete the following actions. Open the folder where your documents are stored. Hold down the Alt and T keys on the keyboard. This will cause the tools bar to open. 24

25 Click on Folder options.. And then the View tab. Untick the box next to Hide extensions for know file types.) Notes Memo field, to describe the communication. Subject Leave this blank when adding a letter Mktg/Px/Rx/CL - This tells i-clarity where the document should be accessed from: Marketing the marketing module Main Patient Form ( Send Note ) Rx (both clinical records forms) CL (both CL forms) Print If ticked, this specifies that the document is to be printed immediately to the default printer, without the user previewing it or having to select printing separately. (Please note this functionality is disabled for any documents created within the clinical records module as these are always stored in the patient folder before being displayed anyway.) 25

26 Save Specifies whether the user will be prompted for a file name before a document is automatically saved within the Clinical Record modules in most cases this is probably best ticked. Type What type of communication this is. The available types are: Letter (Word) SMS RTF (Rich text format) Export (Creates an Excel file of selected patients) Phone (Creates an entry in the Patient To DO list) DocMail As this is a word document, select Letter. Branch Documents can be made available at specific branches only or all branches. NB: If you double click on a document in either the Ad Hoc or Recall Communications tab that will open the relevant document in Word. (Personal Documents Documents can also be stored against individual users, so that they only appear when that user is logged on. To achieve this, select the Maintain Templates option from the Clinical Records menu, and select the Personal Documents option. You will then be presented with a similar form to the Ad Hoc documents form, but documents and communications entered here will only be accessible by the selected user.) 26

27 Creating an or SMS communication template. Communication Name What this communication will be called from the User Interface, e.g. the Patient Note dialog. Content The content of this communication. As we are adding an SMS or communication then this will be the actual content. Double click on the content box, you can then add or edit the contents in an SMS or editor. Type directly into the main white box, and use the Merge Field button to select the merge fields you require for your or SMS. Notes Memo field, to describe the communication. Subject Text that will appear in the subject line for s. Double clicking on this will a) open the HTML editor and b) allow you to select merge fields to include in the subject line. Mktg/Px/Rx/CL - This tells i-clarity where the document should accessed from: Marketing the marketing module Main Patient Form ( Send Note ) Rx (both clinical records forms) CL (both CL forms) Print If ticked, this specifies that the document is to be sent immediately, without the user previewing it. Save Type Select the type of communication from the available list. Branch Documents can be made available at specific branches only or all branches. 27

28 Setting up Recalls i-clarity recalls can be separated into three sections; schemes, stages and communications. The function of recall schemes is to manage the expiry date of the patient s prescription and when the patient is due for another appointment. Stages manage the time intervals of the patient s reminders. Communications allow you to individualise your reminders to different group of patients. Recall Schemes The first step in setting up recalls is to create a scheme In the maintenance module navigate to the Recall Schemes tab To create a new recall scheme, firstly write the name of your scheme in the grey box under Scheme Name and any explanatory details in the notes box In the months box enter the time period of when the patient is due to return. Enter this in a month format. 28

29 If a patient has a booked appointment then this will prevent a recall being sent to that patient. If you would like to override this function for a particular recall scheme the tick the box under appt Lastly you need to select a scheme type to link your scheme to. It s important to remember that patients can only be assigned to one of each type of scheme, except for the scheme type none Its therefore advisable to assign your supplementary test recalls to the scheme type none Then click add to add to enter you scheme to the list. Stages Once you have created your scheme you need to add stages. Stages dictate the time intervals of when recall letters are sent for the different Schemes. Click to highlight the Scheme you need to add stages to 29

30 Now looking at the lower half of the screen. Sequence Number: The number in the sequence the letter is e.g. for the first stage enter the sequence number 1. Days To Send: For sequence number 1 enter the number of days from the patients appointment to when you would like the letter to send. For all other sequence numbers enter the days from the last letter send date. Communication Stage Name: Then give your stage a name, this will appear in the communications tab so need to be explanatory. See the example below. Then click Add Continue to add as many stages as you require. Recall Communications Once you have set up you recall schemes and stages you then need to set up the communication. The communication defines the content of the recall the patient receives and how they receive the recall. It also allows you to breakdown each communication stage into age groups so that you can send different content to each group in different ways. 30

31 Open maintenance and go to the recall communications tab. Select from the filter by recall scheme list at the bottom of the page the recall scheme you would like to add communications to. Now in the Communication stage drop down list select the recall stage you would like to add a communication to. Type in the communication name n.b. If you are going to be sending the stage by more than one communication type and to more than one age group, it is recommended that you add the type name and age group into the communication name. For example 3 month stage 1 U16 SMS If you want to divide the stages into age groups enter the maximum age of the group Preference order is used when you are sending a communication by more than one method for example SMS, and Letter. Mark the communication with the type you would prefer to send as 1, if that type of communication is not available for that patient e.g. you have as preference 1 but the patient has not provided an address i-clarity will look to see if a communication can be sent by preference 2. A common set up of preference order in relation to type is SMS 3. Letter 31

32 Type in the preference number of the communication If you are sending the communication by then type in the subject you would like to use. Select from the communication drop down list the method of communication you would like to use. Your tab should now look similar to the below example Click Add 32

33 The communication you have created will now appear in the top box of the tab. Use the scroll bar to scroll across until the content box appears Double Click on the blank content box A Splash Screen will appear. Scenario 1. You are adding a communication that is an The following splash screen will appear after double clicking on the content box 33

34 Type the content of your Click on the to enter any merge fields for your . n.b. if you have copied content from an existing recall letter from a word document the merge field will need to be changed and when you click on Add merge field they will appear at the bottom of the . Scenario 2. You are adding a communication that is a text. The following splash screen will appear after double clicking on the content box Type in the content of your text message. 34

35 Scenario 3. You are sending a communication by letter The following splash screen will appear after double clicking on the content box. Type in the name of the word document that you want to print off. n.b. It must match the name of the document exactly including file extension. You recall letters should be saved on you server in a folder called data or i-clarity data. Then another folder called Recall docs. Once you are in this folder press Alt and t on the key board. A drop down menu called tools will appear. Select folder options A folder options box will appear Select the view tab in this box Scroll down half way through the list of options in view 35

36 Untick the box related to Hide extensions for known file types Now Copy the full name of the document and extension 3 month recall.doc Paste this document name into the communication or content 36

37 Adding Products to i-clarity Setting up VAT Categories Effectively there are two ways of accounting for VAT in optical practices, these are Gross Cost Apportionment or Separate Disclosure of Fees. Which of these is most appropriate or advantageous for you will depend upon a number of factors, and you are strongly recommended to take professional advice. (We work with a number of independent specialists in this field and can give contact details if required.) However there briefly described below: Gross Cost Apportionment If you use this method then you or accountant have to do a full review of all the costs incurred in running your practice, and determine what proportion of all your costs are attributable to taxable supply, and what proportion are attributable to professional fees (which are exempt from VAT.) These costs include aspects such as professional salaries, proportion of space used for retail purposes as opposed to clinical, etc. These figures are used as the basis for assessing what proportion of your gross revenue is derived from taxable vs non taxable supply, and once this proportion is agreed with HMRC then you can use that to assess your quarterly VAT liability. E.g. if you agree with HMRC that 40% of your sales are derived from professional fees, therefore 60% are VATable. If your gross sales (i.e. including tax) during a VAT quarter are, say 75,000, then you won t pay any VAT on 75,000 x.4, i.e. 30,000; but the remaining 45,000 of revenue includes a taxable element (at 20% VAT rate ) of 7,500. Separate Fee Disclosure The alternative method is where you tell each patient how much VAT you are charging, usually by means of signage in the practice and a receipt issued at point of order (though there are no hard and fast rules governing this.) The great advantage of this method is that HMRC are not allowed to question what proportion of your spectacle and contact lens sales are VATable it is a commercial transaction between you and your patient with agreed proportions of professional fee and goods. 1 If you are using the Gross Cost Apportionment VAT method then you can turn off the VAT analysis displayed on the bottom of the receipt as you are not required to display this to your patients. If you are using separate disclosure the receipt VAT analysis should be turned ON and (optionally) the pre sale splash screen advising patients of the breakdown of charges should be enabled. If you are using separate disclosure of fees then you will either need to set up different fee amounts or different VAT proportions that you intend to use. 1 The main exception to this is that whatever proportion of goods vs professional fee you decide upon, it should be such that you are always charging your customer more VAT on a pair of spectacles than you are reclaiming on the necessary purchases frame, lenses and glazing. 37

38 For example; you may decide that all spectacle sales are 60% VAT exempt dispensing fee and 40% VATable supply of goods. In this case you will need to set up your VAT codes in i-clarity maintenance as follows: Adding VAT Categories to i-clarity Open the maintenance module Navigate to the VAT categories tab In the first grey box at the bottom of the page enter your VATable percentage In the next grey box enter a description for this percentage e.g. Partially VATable or Contact Lenses In the last grey box enter the VAT type e.g. E for Exempt, P for Partially VATable, F for Fully VATable Click Add 38

39 Now make sure that each product that is on your product catalogue is assigned to the correct VAT Category; in general different product groups are usually associated with different VAT categories, so you can assign a default VAT category to each product group from the Misc 4 Tab in Maintenance: Whenever you add a new product to your catalogue it will be assigned to the default VAT category, but you can override this where necessary (e.g. in the case of DVLA examinations, which might reasonably be reported on as professional fees, but are usually VATable.) Setting up Analysis Types To increase the amount of information you can receive from your i-clarity sales reports you can break down each product groups in to further categories. For example, it would be useful to not only know how many spectacle lenses you have sold but to be able to differentiate between single vision, bifocal and varifocal. There for the Product Group Lens you would have the analysis types; Single Vision, Bifocal, Varifocal 39

40 To add an analysis type; in maintenance navigate to the analysis types tab. In the grey box at the bottom of the page, type the name of the analysis type you would like to create. If you would like the movements of the products assigned to this analysis type to be recorded in stock then tick the box. n.b. If product is assigned to an analysis type that is not ticked for stock recording it will not appear on your stock reports. The majority of the time the Product Groups that have analysis codes ticked as stock are; Accessory, Frame, Solution and Sunspec. Select the product group this analysis type is associated to from the drop-down list. Then select the default VAT category that you would like associated to this analysis type. 40

41 ZZ Groups If you are using cash accounting (When you only pay VAT on your sales once you have received the cash from your patients) you will find it useful to set up a list of ZZ groups on the right-hand side of this tab and then assign a ZZ group to each analysis type. This will allow you to generate the reports necessary for your accounts. If you are using Invoice accounting (where you asses your VAT liability at the point a sales is made rather than when you receive cash) you can leave this drop down as NONE Once you have completed all the necessary fields click add Adding a supplier to i-clarity Navigate to the suppliers tab in maintenance To add a new supplier to i-clarity complete the grey fields at the bottom of the tab and then click add. Once you have added a supplier, click the row in the table at the top of the tab so it is highlighted and then click link to branch 41

42 For each individual branch or for all branches you can now add further supplier info, account numbers and any website password. Select the branch name or all branches from the drop-down list, then complete the fields. For lenses suppliers that you use for online ordering select the correct web service from the drop-down list. Then enter the user name and password. For other suppliers, you can use the username and password fields to store website login information. Impress Impress ordering, this function is useful for any suppliers that you would like products reordered for when an item is sold. It is particularly useful if you have a range of frames on consignment. Once all necessary fields are complete click close. To make an edit to existing supplier information, this is done in the table at the top of the tab by clicking in the individual fields. 42

43 Corporates and vouchers Corporate are 3 rd parties who will be paying for products or services a patient has had. For example, you may have local business that pays for its staff s eye exams. Navigate to the Corporates tab in Maintenance To add a corporate complete the fields in the bottom half of the tab and click add. Corporates need to be edited in the table at the top of the tab. Vouchers -refers to the NHS vouchers that are used to pay/contribute towards products for certain patients. The basic NHS voucher amounts are located in the Misc 2 tab. 43

44 An extensive list of spectacle voucher values is on the voucher tab. i-clarity will update voucher values and you can import them into the system by clicking on update vouchers button on the first tab in maintenance. 44

45 Adding product details Navigate to the Products tab To add a product complete the following necessary fields and click save Product Code Enter a unique product code Description The description/name of the product Product Group Select the correct product group from the drop-down list Analysis Type Then select the correct analysis type for this product VAT Category A default VAT category will have been selected when you chose the product group/analysis type. You can either leave or change if required Cost Price Enter the cost price for the product Standard Price Enter the retail price for the product Fee Type If you are adding a professional fee, you can use this drop down to select the areas of the system you would like it to appear. Size This field is relevant for frame products (Please note it is more advisable to enter frame products in the stock module) It could also be used to enter the pack size of contact lenses. Colour Again this is a relevant field for frame products Range This is a free text box that can be used to dived products in to groups e.g. frame range name. If you are adding a contact lens this field must contain the brand name as it is written in the brand tabs (see i-clarity and Contact lenses for more information) 45

46 Consignment If the product is on consignment then this box can be ticked. Receipted If you would like a receipt to be printed when this product is put through the patient sale then this box should be ticked. You may consider not ticking this box for some fees like NHS eye examination. Supplier UPC Style This is a free text box that relates to frame products Supplier Select the supplier of this product from the drop-down list Current If this is a current product then this box should be ticked Dispense VAT cat This field is relevant for sunglass frames, when they are sold through the dispense module with prescription lenses you can change the VAT category from a Fully Vatable product to a partially VATable product Automatic Payment If you have a product that can have an automatic payment this field should be completed with the appropriate payment type. It is mostly used for NHS exam that are paid with a GOS1 voucher and for corporate examinations that are not paid for by the patient. Corporate If a product is due to always be paid for by a particular corporate then the corporate can be allocated here. An example of a fee: 46

47 An example of an accessory: An example of a solution: 47

48 An example of a contact lens: Branch Availability If you have a product that is only available at certain branches, you can allow the product at selected branches. Click on the branch availability button and move the branch name to the correct column. 48

49 Setting up the Till To create a new till button: Before starting to create a new till button, it is useful to note down the id of the product you want to add on to the till. Then navigate to the Misc 2 tab Click on the PLU Code Maintenance button Click on an Empty button This will open and another pop up page 49

50 Ensure the tick box next to the product id field is selected Start typing the id of the product you are creating a button for, then select the product from the drop-down list In the show as field, type the name of the product as you would like it to appear on the till button. Click select button colour and choose the colour you would like your till button to be. Click save changes. 50

51 Make an edit to an existing till button: Click on the till button you would like to edit To edit the product attached to the button, ensure the tick box next to Product ID is ticked, select the new product id and type the required changes to the Show As box. To make changed to the displayed name on the button type in the Show As box. To make changes to the colour of the till button click on the Select Button Colour select the new colour Once you have made all the required changes click Save Changes Or to delete the button entirely click Delete Item 51

52 To create a new page of till buttons: Select an empty till button In the PLU Codes box ensure the tick box next to the New Page box Type the name of the page you would like to create in the New Page box Click on the button colour and select the colour you would like Click Save Changes 52

53 It is recommended that once you have created a new page you make the bottom right hand button a home button, that will return you to the main page of till buttons. Click on the bottom left hand button that should at this point say Empty Select the tick box next to the Existing Page drop down, and then select Home from the drop-down list. Click on the Select Button Colour and choose red Click save changes 53

54 Renaming an Existing Page: Click on the page button you would like to edit The Amend Button box will appear Click No to amend Ensure the correct current page name is selected from the drop down, then tick the box next to Rename as: and type the new name in the box. Deleting a page of buttons: Click on the page button you would like to delete The Amend Button box will appear Select Yes to display the page 54

55 Click the Delete Whole Page button at the bottom of the box. This will delete the whole page including the original page button that was on the previous page. 55

56 Adding adjustment reasons Navigate to the Adjustment Reasons tab in Maintenance Complete the fields at the bottom of the page, then click add Reason Type here the reason or name of the adjustment e.g. Friends and family or 20% discount Amount If you would like he discount to be a percentage enter a fraction in this box e.g. for 20% discount enter 0.2, then tick the fraction box. If you would like an amount to be taken of the price e.g. 10 discount enter 10 in the amount box and leave the fraction box unticked. Start date Select the start date from the calendar. This could be todays date or a day in the future. End date Enter the end date of the discount if it is a limited promotion, if it is a discount you do not have a time limit on enter a day far into the future. Branch Select the branch this discount is relevant to from the drop down list, or select all branches. Type- This is the area of the system you would like the discount to appear. Frame- The type of discount will appear in the dispensing module for frame costs only Lenses- The type of discount will appear in the dispensing module for lens costs only Extra- The type of discount will appear in the dispensing module for extra costs only Overall- The type of discount will appear in the dispensing module for overall dispense costs only Misc- This type of discount appears in all areas of the system CL- This type of discount appear in the CL Prescriptions page when you click the supply button POS- This type of discount appears on the create sale page in the till module 56

57 Contact Lens Maintenance i-clarity and Contact Lenses The principle behind contact lens prescriptions and sales in i-clarity is that contact lens prescriptions are stored as brands (rather than products ), and each brand is associated with one or more specific product codes. The brand specifies the attributes of the lens: the material, diameter, radius, available powers and so on The product code determines the pack size and the price. For example: Johnson and Johnson supply/own a brand called 1-DAY ACUVUE MOIST. Within i-clarity, when you create a new CL prescription, you select the brand from the brand drop down and this will allow you to select the validated values for that brand: However, J & J supply lenses under that brand name in at least 3 different pack sizes: a 30 pack, a 90 pack and a 5 pack of trials. So, in i-clarity, a given Brand is linked to 1 or more product codes that correspond to each those different pack sizes. Whenever you need to supply contact lenses, (as opposed to simply recording the prescription), then you are presented with all the different pack sizes that are available for the selected lens: 57

58 In the example above, the practice has set up and maintains 3 different versions of the lens: a trial lens, an offthe-shelf price for pay as you go patients, and the same pack size but at a different retail price for patients who are on a care scheme. The same principle is applied to recording what each patient is being supplied as part of a DD/SO supply deal. To set up a CL supply for a patient, you 1) Choose what prescription the supply will be based on. This will usually be the most recent, though not always; e.g. a patient mat have a regular supply of dailies, but they may also have a more recent prescription for coloured lenses for special occasions. 2) I-Clarity will then use the brand recorded as part of that prescription to determine what packs of lenses (and therefore the cost of lenses) to be supplied: If you use the i-clarity supplied default product details, we suggest the use the standard lens as the lens to use for pay-as-you-go patients and the lp suffixed lenses as the product to supply for patients on a scheme. 58

59 Maintaining your Contact Lens Database The list of contact lenses that are maintained within i-clarity can be found here: This website allows you to search for lenses by a variety of criteria. The lens details can also be imported into i- Clarity to ensure that your lens details and validation are as up to date as they can possibly be. To import updated contact lens information from the optics data website, navigate to the first tab in maintenance. To update the Contactt Lens Brand information only, click on Update CL Brands Once you have updated the CL Brands you may wish to also import the standard list of CL Products associated with them. To do this click Update Contact Lenses 59

60 The Update CL Brands button has the following effect: 1) Updates CL validation for all i-clarity maintained brands (those that are flagged as validated in the Brands tab, see next section.) 2) Inserts new brands. 3) If there is a new, validated Brand that the user has already added, the user added brand becomes validated. 4) If a i-clarity maintained Contact Lens Brand has been discontinued then the Current flag in i-clarity is set to false. This will mean that the Brand and associated products are no longer selectable in new CL prescriptions. 5) If a i-clarity maintained brand has been manually flagged by the user as noncurrent, this will remain so. This gives the user the ability to choose not to supply a particular brand of lenses. The Update Contact Lenses button will populate the product grid table with lenses maintained by i-clarity. Products already in the database are unaffected. You can then modify the product details from Products tab of the Maintenance form. The data items that you will almost certainly need to amend or add are as follows: Analysis Type Cost Price Retail Price (Note that this will automatically be looked up from the Price Lookup table if you have entered an appropriate value and Analysis Type.) Supplier To see which lenses may need updating you can use the Products Amended report from the Stock Reports. 60

61 The easiest way to update any new or amended lenses is to use the Product tab in the maintenance form, and enter the description in the Description field. E.g. here the user has searched for all the lenses with the description 1-Day Acuvue Define : i-clarity has found all 3 products that contain that description, and the user can scroll through each, updating the necessary details. Any details that you change cost price, retail price, supplier, description etc will be unaffected by subsequent imports, e.g. if you change a lens description or retail price that will never be overwritten by a later lens update. Note that if you override the range field in product maintenance, that lens will no longer be linked to the appropriate validation data and lens validation will not occur. If you wish to add extra products, e.g. different pack sizes, then you can use the Copy button on the Product maintenance form to duplicate an existing product. If you don t wish to supply a particular lens, you have two options: 1) You can mark the Brand in the Maintenance/Brand tab as non current; this will mean that no lenses associated with the brand will appear in the CL form. 2) You can mark individual products in the Maintenance/Product tab as non current, this will prevent just those individual products appearing. 61

62 As well as using the OpticsData database, you have two further options when recording CL prescriptions: 1) Add your own brands that are NOT on OpticsData.com to your database, together with associated products/pack sizes, (though please note there is currently NO facility of adding your own validation rules); or 2) Add just your own brands on the fly, i.e. When recording a CL prescription that is not either an OpticsData product or one added by yourselves. To add lenses manually to the database 1) Contact OpticsData to see if they can be added to the maintained list! This is the preferred option as this means that the brand, pack sizes/products and lens validation will all be added automatically for you, and the validation maintained. However if the lens is not appropriate to be maintained centrally (e.g. is an Own Brand, a specialist kerataconus/ortho k/rgp lens etc), then you can add it as follows: 2) Enter the brand name using the Brand Name tab in the maintenance menu. 3) Create the individual products e.g. different pack sizes. If you enter the lens via the Product Grid form, then you will be able to select the brand that you entered in Step 2) from the Range field: 62

63 4) Because there is no validation associated with any new lenses that you enter manually, when you select the lens in the CL form you will be able to free type the lens parameters. 5) If you include a supplier against the manually added contact lens products, then you will be able to order the lens in the normal way, from the CL management form. If you enter parameters against the Rx (e.g. the actual brand name and pack size etc) these will appear on the contact lens order. Adding Brands on the fly You can also add a Brand on the fly, by simply typing the Brand Name in the Brand Name field of the CL Prescription form. This may be useful if you do not use routinely use i-clarity to dispense contact lenses but just wish to record a patient s prescription, but of course please note that any lenses you add using this facility will not be validated, also you will not be able to associate and dispense any products related to this brand name, or use the lenses as part of CL Management. Because of these disadvantages this facility can be disabled in Maintenance (Misc 5 tab). Renaming validated brands You may also wish to rename some of the validated brand names downloaded from Optix data to another brand name or practice specific name. If you wish to rename a validated brand Click on the Maintain Custom Brand Names Select the current brand name from the drop down list, then type the name you would like this brand to appear as throughout i-clarity in the free type grey box. Click Add 63

64 Maintaining your Contact Lens Prices Once your lens database has been created, we recommend you use the Price Spreadsheet module, accessed from the Product tab of the Maintenance module. This will allow you to select the products that you wish to update; export them to a spreadsheet, so you can apply any formulae you wish to the price update; then import them back into i-clarity with the new cost and retail prices. This spread sheet is found in the products tab. Click on Create Products Spreadsheet In Import Prices, tick the product group box and select C Lens from the drop-down menu Click Search Products Once the total number of products appears click Create Spreadsheet 64

65 Save the document. Once you have completed your edits to the excel document, save and close the document. Then click on the Import Product Spreadsheet. 65

66 Spectacle lenses Before adding any spectacle lenses to i-clarity, Lens Criteria needs to be discussed. Lens Criteria Lens criteria appear in the dispensing module, the enable you to reduce the displayed lens list by selecting features of spectacle lenses that are relevant to your patient. For example, when you select the criteria photochromic lenses, it will reduce the list to all lenses that are photochromic and remove all clear lenses. To add or edit lens criteria, navigate to the lens criteria tab in maintenance. Type the lens feature in the first box and then any notes associated with that criteria in the 2 nd box, click add If you would like criteria to be automatically highlighted in the dispensing module then tick the box for top or bottom. The top lens criteria box in the dispensing module is used to select criteria for comparison purposes. It is classed as the or box and allows me to select criteria that are contradicting. For example, I may select the criteria photochromic and the criteria clear, the list of lenses shown will have the feature photochromic or clear. I can then compare the lens options and prices with the patient. The bottom lens criteria box in the dispensing module is used to narrow down the list of lenses displayed. It is classed as the and box, you cannot select two criteria that are contradicting e.g. photochromic and clear you must select criteria that apply to different features of the lens. So I could select photochromic as that relates to lens colour and I could select plastic 1.6 as it relates to lens material. Once you have entered all your lens criteria into the table on maintenance the will be displayed in the dispensing module in alphabetical order. If you would prefer criteria that relate to a lens feature to appear together you can override the alphabetical ordering by entering a sort order in the boxes down the right-hand side of the table in maintenance. 66

67 67

68 Adding your Spectacle Lenses Lenses details are specified on 3 forms in the maintenance application: 1) The product maintenance form, where the product code, description, VAT category, analysis type, details of the supplier, cost and list price are recorded: If you assign a lens to an Analysis Type, you can use the Price Lookup table to assign a retail price for that lens. If you leave the Supplier field blank then the system will default to order the lens from the selected workshop. 2) The lens detail form, accessed by pressing the Edit Lens button on the main product form. (This button only appears if the current product is assigned to the Lens product group.) Here you can enter a further 300 character description the type of lens is selected and one or more lens selection criteria assigned to the lens. This Description can either be identical to the description in the main product form described in Para 1, above, or can be significantly longer, and can be used to give the lens a user friendly, marketing type message; the shorter description in the main product form is what appears on the Sales Transaction and Order forms. 68

69 Note that you can also add images of Supplier Logo to a lens from this form, e.g. the logo for Nikon, Zeiss, Essilor, Transitions etc. These will be displayed on the Lens Selection grid from the dispensing form. However if you are running i-clarity over the internet be aware that the lens logos are currently downloaded each time you select a lens, so if you use them extensively then they will impose a performance hit. 3) Finally there is the lens range form, where the range of powers that the lens is available in can be specified, together with (optional) blank sizes. Typically ranges of blank sizes are specified for SV lenses but not for surfaced or VF lens. If you do not specify blank sizes then the blank size selection criteria on the dispensing form will be ignored. 69

70 In the example above a mm lens would be selectable from the dispensing module if a patient had a spherical rx between and +4.00, but of their Rx was that would only be selectable if a blank between 61 70mm was selected. Lenses can be added, amended or deleted via these forms, however for bulk data entry you can use a simple spreadsheet into which the relevant parameters can be keyed for bulk loading. A note on Lens Validation Once the lenses have been entered the validation occurs as follows: 1) If a blank size range is recorded against a lens, (e.g. FROM 60mm TO 75mm) then the blank size(s) requested in the dispensing form must be available within that range. 2) If blank size range is NOT recorded against the range then the required blank size field is ignored. 3) Absolute value of Cyl must be smaller than Max cyl 4) To test whether a lens is available in the required power, powers are transposed (if necessary) to op cyl format; and the resulting sphere must be <= Max Sphere. E.g. if an rx was +6.00/+3.00, this would be selectable if the Max [Combined] sphere of the required lens was , but not of the max sphere was ) They are also transposed (if necessary) to op cyl format; and the resulting sphere must be >= Min Sphere. E.g. if an Rx was -6.00/-4.00, then a lens with a Min Sphere of would be selectable but not one with a Min Sphere of

71 6) For readers the add is added to the sphere before the above validations are performed. 7) For multifocal lenses, then in addition to the above tests the add must be within the specified range of adds. 71

72 Bulk loading of Spectacle Lenses Although the forms described above are excellent for editing small numbers of lenses, you may find it more convenient to create and edit your lens catalogue using the i-clarity lens spreadsheet. You generate this from your existing lenses by selecting the lens type you wish to maintain, then clicking the button Create Lenses Spreadsheet: This will prompt you for a location and then create a lens spreadsheet which you can then open in Excel to edit. You can then use Excel functionality to edit or duplicate lenses; this functionality includes being able to sort the lenses (using the Excel Data/Sort functionality), and duplicate lenses, (using copy and paste). Please note the following: If you delete lenses from the spreadsheet, they will remain in i-clarity even after you have re imported the spreadsheet back again. You can use this to facilitate the editing process, e.g. if you just want to edit a subset of all your SV lenses, delete all those that you are not interested in and just work on those you are. This will make the spreadsheet more manageable and also much faster to re-import. If you wish to delete lenses, flag them as obsolete (the final column on the spreadsheet) and they will then be flagged as non-current and therefore not selectable from the dispensing screen. To delete lenses permanently you can use the Replace SCU Code facility available from the Products Maintenance form. If you duplicate lenses (e.g. create a photochromic grey and photochromic brown version of an existing clear lens) then you must give each new lens a unique ProductID. Conversely, if you to enter details of the same lens but with multiple blank sizes, e.g , etc., then duplicate the lens row for each different range of blanks but make sure the additional rows have the same product id as the original. 72

73 If you wish to add or delete lens attributes or Lens Categories, do this from within i-clarity BEFORE exporting the spreadsheet. These are maintained from the Lens Criteria tab in Maintenance, or the Lens Category window on the Misc 3 tab. When you wish to import the spreadsheet the spreadsheet must be on a network drive that SQL Server can see. Please contact Topcon Support for further details about this. 73

74 Product Maintenance Deleting unwanted products All product files in a typical optical practice will need maintaining, and part of the maintenance process includes deleting old products that are no longer required. For example, contact lens brands become obsolete; you may change your main range of ophthalmic lenses; or you may wish to consolidate your professional fees into a smaller list of possible fees. If a product has never been referred to within i-clarity, i.e. it has never been sold or put into stock, it can be deleted by clicking the delete button on the Product tab in Maintenance: If however that product has been referenced in any way in the database this process will not work. In these cases you will need to use the Create SCU spreadsheet Replace SCU Codes facilities on the same form. This allows you to replace SCU codes that you wish to remove with another code. E.g. If you wanted to remove all Acuvue 2 products then you could replace every SCU code for that Acuvue 2 brand, with a generic code like miscclens. 74

75 Caution This feature does NOT update the description field in a patients sales transaction. E.g. in the example above if a patient had purchased an Acuvue 2 lens in the past the sales transaction would look like this: Once you have used Replace SCU Codes functionality that same sale will look like this note that only the Product has been updated: so you will still be able to see what your patient had purchased in the past. You will also be able to use the marketing module to search for patients who had purchase specific products, e.g. in the case above you would STILL be able to search for all patients who had purchased Acuvue 2 lenses (as the marketing module selects by the contents of the description field.) However, you will lose some historical information, for example you will not be able to use the Stock reports to find out how many of a specific product have been sold. How to Replace Scu Codes In this example you will see how to remove all products relating to Acuvue 2 lenses in the database, by replacing each instance of an Acuvue 2 product code with a generic code, miscclens. 1) First create a spreadsheet by pressing the Create SCU Spreadsheet button on the Product form in maintenance. 2) You will be able to narrow the number of products that you are dealing with by the criteria on the form: 75

76 3) Once you have specified your criteria, click the Search Products button, which will tell you how many products are going to be exported; then click the Create Speadsheet button to create a spreadsheet with those products on it. (Note: you can only create the spreadsheet once you have clicked the Search Products button.) 4) If you now open the spreadsheet you will see all the products that you selected in the previous step, with a blank column: Replace With : 76

77 5) You can now select those lenses that you wish to delete by typing in a new SCUCode in the Replace With column. In this case I am going to replace all the Acuvue 2 lenses AND the Acuvue Bifocal lenses with miscclens: Notice that if you don t type anything in the Replace With column, those products will be completely unaffected when the spreadsheet is re-imported into i-clarity. Also, if you are dealing with a large number of products, you can delete those products that you are not interested in updating from the spreadsheet, to make the process more manageable. 6) You can then save the spreadsheet and import it back into i-clarity by pressing the Replace SCU Codes button. In the example above, the Acuvue 2 and Acuvue Bifocal lenses will be removed from the product file and any sales that were made of those products will be updated to sales of miscclens. 77

78 Updating Multiple Products You can use the same technique to rationalise your product file, for example maintaining and rationalising your list pf professional fees. In the example below I have created a spreadsheet of Professional fees: and I am going to rationalise two aftercare codes into the one CL_AfterCare, and the two Ortho K Assessment codes into a single one called CL-ASSESS_OK Note: The replacement code that you type into the ReplaceWith column must already exist in your database for this process to work. 78

79 Uploading Frames in bulk You can upload Frames in bulk from an excel sheet rather than entering individually through the stock module. Click on the Create Frames Spreadsheet in the Products tab in Maintenance. This will open the windows Save as box. Enter a name for you excel file and save it in a convenient location. You can now open the file you have created. Complete the excel sheet with the frame information you would like to import. Caution Ensure the fields Analysis Type, Frame Type and Suppler correlate to the available options is i-clarity. Once you have completed the Frame Spreadsheet you can import it into i-clarity by returning to the Products tab in Maintenance and click Import Frames Spreadsheet 79

80 Using the Pricing Spreadsheet If you need to update the prices of several products you may find it more convenient to do this in an excel sheet rather than individually on the products tab in maintenance. From the products tab in Maintenance, click the Create Product Spreadsheet Use the filter options on the import prices box to narrow down the quantity of products you are exporting. Click search products and then Create Spreadsheet Once you have saved and opened the excel file you can now edit the prices against the relevant products. Save and close the file once you have made all the necessary changes. To import the file return to the products tab in Maintenance and click Import Product Spreadsheet. 80