Beginners Guide to Optomate Premier Series This help note is designed for new users of the Optomate Practice Management System.

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1 Beginners Guide to Optomate Premier Series This help note is designed for new users of the Optomate Practice Management System. Optomate Today Each time you launch Optomate Premier Series you will be greeted with the Optomate Today window. This will appear as a default and can be turned off in File>System Settings> Show Optomate Today on Startup. The purpose of this window is to give you a snap-shot of what needs to be done for that day. Reminders and Appointments for that day or which are overdue, Upcoming Appointments and SMS received will be shown. Browsing Optomate Today Each item in Optomate Today has been organised into a navigation hierarchy. As you can see below, jobs are organised by Due Today and Overdue, and Appointments are organised by Optometrist. To view the information within each category, click on the [+] to expand the menu. Any item shown in Optomate Today can be directly accessed by double clicking on it. For example, to open Don O Brien s 04:15 PM appointment with Brian Anderson, click on the text as highlighted in yellow. Reminders To setup a New Reminder, click on the New button and enter the details as required. To Finalise a Reminder and remove it from Optomate Today, double click on the reminder to open the reminder window. Tick the completed check box and Save. To manually open the Optomate Today window if it has been closed go to: File Show Optomate Today.

2 The Main Screen The Optomate Premier Series main screen has two navigation areas. The top menu contains all of the reports and setup options. The icons across the bottom of the screen access the core modules of the system. These modules can be accessed by a single left click on the icon. New Look Search Tool Each core module of the Optomate system includes a search tool to simplify navigation. In the Search field (1.) type the text or number that you need to find. Select the Search Method (2.) you wish to search by. The Patient and Stock Control modules also include a Filter By field (3.) so that you can include only the information that wish to see. The selected item from the list will be highlighted in gray and can be opened by clicking on the [Enter] key, or double clicking on the highlighted item. Navigating Through the Screens You can jump from one field to the next within a page using your keyboard. Press the [Tab] key to move to the next field. To go backwards to the previous field, hold down the [Shift] key and press the [Tab] key. If you prefer to use your mouse, click in any field you need. Adding and Removing Records To add a new record, click on the New button at the top of the screen. Some modules have an arrow on the new button indicating multiple options. Click on the arrow and select an item from the drop down list. To remove an existing record, click on the Delete button at the top of the screen. All deletions are tracked and shown in related reports. *It is NOT recommended that you delete an Optometrist from setup as they may be linked to previous records. You can exclude an optometrists from Appointments by ticking all days as inactive. (See the help notes on Appointments for further instructions.)

3 Patients Details The Patient files can be accessed by clicking on the Patient icon at the bottom left of the main screen. To alter details for an existing patient use the search tool to find them. The selected patient will be highlighted in gray. Double click on the selection or press [enter] to open the patients file. Click in any field and type in the changes required. Click on [Save] to keep the changes or [Cancel] to dismiss the changes. To add a new patient into Optomate, click on the [New] button at the top of the Patient Search screen. The cursor will begin in the Title field ready for you to enter Mrs or Mr, etc Type UPPERCASE or Sentence case. The format you type here will appear the same on printed letters and envelopes. Salutation is the person's name that Optomate will print in a letter, after "Dear". There is room for multiple address lines for property names, estate names etc. After typing the Suburb, press [Tab] and the State and Postcode information will be entered automatically. You will need to select the Preferred Contact when entering the patients contact details. By default the Home number will be selected. There are some areas of the system where only the Preferred Contact can be displayed. When entering a date field, the year must be four digits (i.e rather than 01 ). There is no need to type the / between the Day, Month and Year as it is entered automatically. Enter the full Medicare number in the first box, then the person's reference number in the next box, followed by the Expiry Date (*this date has a 2 digit year). Ben/DVA # can be used to record the DVA or similar number. To the right, you can enter a comment, such as what type of Benefit, the number is. You can also record the Health Fund the patient belongs to and their Member Number. You will need these if using the automatic HICAPS claiming system. Record any information such as Occupation or Categories - these can be used for marketing purposes later. If you require an option not currently available from the drop down list, click on the [+] and add it in. Ensure you have the correct Optometrist and Branch recorded. When satisfied that you have all the details necessary, click on [Save]. You will be asked if you would like to raise a new account - answer Yes if you want to process a Medicare billing or to begin billing the Patient for frames etc. Other points to note within the Patient Screen: The Inactive tick box is used if the patient has moved away or is deceased. It can be un-ticked if needed. The Exclude from Marketing tick box disables sending any mail outs to that Patient, however they will still appear in your recall list.

4 The Exclude from SMS tick box avoids sending an SMS to that Patient. The Your Reference field is only if you have an alternate Customer number for this patient, perhaps from a manual system Last Consult Date and Last Visit Date are updated by Optomate automatically. Last Visit Date is when they last had an account, receipt or cash sale. Last Consult Date is updated when you invoice the patient for a consultation. Last Date highlights in red, when the patient s last initial consult was less than two years ago. The Recall Due dates shown in the patients screen can only be changed from within the Recalls Screen. To access this, click on the Recalls tab at the top of the patient screen. If you don t want the patient to be recalled, delete their recall type and date from the Recalls screen. Raising an Account for a Patient Raising an account for a patient in Optomate records what the patient has purchased, including consultations (even if being Bulk-Billed to Medicare). It is from this function that Optomate gathers billing information, therefore creating an outstanding balance for the patient. All sales statistics are gathered from the Account facility. You cannot process a Receipt for a patient until they have had an Account entered. To create a new patient account, go into a patient file and click on either the Account button or the down arrow on the New button and select Account. To add a new item to the account, click on the [ ] button as circled in the image above. The stock search screen will open, where you can search for an item by either Code, Description or Model. Alternatively, you can also scan a barcode.

5 In the Charge To column, you can bill to a third party such as Medicare or DVA (NB. When the account is to be paid by a third party). These third parties are called Institutions in Optomate. If the Charge To column is left empty, the patient is billed the associated item. The QTY column shows the number of units you are selling for that item. To change this value, you can simply overtype it. Lenses should default to 2 for a pair. To apply a Discount, you can enter either the % amount or the $ amount - the other will be entered automatically for you. You can overtype the second one, and it will re-calculate the first. The GST Type column will default to the setup for that particular item. It can be changed in the drop down menu if required. To complete the account you must TAB through to complete the line item. Once you have done this you are presented with a new line - at this point Optomate will recalculate the account total. You can check the totals of the account at the bottom of the account screen. When you have added all the items being billed, click on the Save button at the bottom of the account page. When saving an Account, you may be prompted to print the account, to print a Medicare Form, or to process a payment. Processing a Receipt for a Patient To process a receipt for a Patient, go into the Patient screen and click on New > Receipt. Ensure the amount (1.) is the Total amount you are receiving, including all payment types.

6 Select the payment type from the drop-down-menu [ ]. If you select a payment type of either Cheque or Credit Card, you can enter the details by clicking on the [ ] button (2.) which will appear once you TAB out of the Payment Type field. If more than one payment type is being used, change the Amount to match what is being paid by the selected Payment Type on that line, then TAB through to complete the line. If there is more than one account outstanding for the patient, you can allocate which account to process a payment against by clicking on the [Change Account Split] button at the top of the screen. You will rarely need to make any change here as Optomate automatically applies the receipt amount against the oldest account first, and consultation outstanding amounts before stock outstanding amounts. Cash Sales There are two types of Cash Sales: Generic Cash Sale and Patient Cash Sale. A Generic Cash sale is not linked to a Patient and is used to sell over the counter products to a customer, such as sunglasses. This can be accessed via the Cash Sale button from the main screen. Patient Cash Sales are used to sell over the counter products to an existing Patient where they are being paid for at the same time. This cash sale will appear on the Patients Transactions. Sell items in exactly the same way as you do in an Account (Cash Sales can take multiple Payment Types, in the same way that Receipts do). Select the Payment Type. If you want Optomate to calculate the Change for you, type in the amount the Patient is handing over into the Tendered Amount box if it greater than the Cash Sale total, the Change will be shown. Entering a New Script, and finding an existing Script To enter a new Spectacle Prescription, click on the Spec Rx button from the Patient screen.

7 Enter the Sphere for the Right Eye. Press TAB to move to the next field. Positive "+" signs are not needed; you only need to enter "-", with exception of the Cyl field, which works the opposite - the Cyl field will default to minus. You can also avoid typing unnecessary 0's and decimal points - eg. a Cyl can be entered simply by typing ".5" and press TAB. Optomate will automatically correct to in this example. The Add does not require a "+" sign The PD will automatically split e.g. Enter 63 and then press TAB, and Optomate will change to 31.5 for both eyes. You can however, enter mono PD's as well. If the Left Eye is similar to the Right, use the "Copy Right Eye" button, then alter anything that needs changing. When saved, it can be printed by clicking the Print Rx button at the top of the Spectacle Scripts screen. Optomate can send the Script, PD and Patient Ref. into WinLinx, Rx.Connect or HoyaLog, by clicking on Remote Ordering and selecting the appropriate link. It can also be ed by pressing on the button at the top of the screen. To find an existing Script Click on the Spec RX Tab at the top of the Patients screen and double click on the Script you want open. Entering a New Job or finding an existing Job To enter a new Spectacle Job, click on the Spec Job button from the top of the Patient screen. TIP: If you have already created an Account for this Patient, you will be asked if you wish to "build" a job based on that Account. If you answer yes, the lenses, frame, tint or any add-on sold on the account, will be transferred into the Job Screen automatically, saving you time.

8 In the top section, enter the details for the Right lens first. To search for a lens code, click on the search button [ ], key in the code if known or scan if you use barcoding. Size is the diameter of the lens blank; Seg is the Seg Size for a Bifocal or Trifocal; Enter the heights - select either "Above" or "Below" if you measure your heights from Datum. To the right, choose from Stock/Grind, Fit or Uncut, and what the lenses are being used for i.e. Dist, Near etc. TIP: Make all your choices on the Right Eye first, then click on the [->] button to move all those choices across to the Left Eye. Enter any additional add-ons other than the Standard add-ons into the Lens Add-Ons section. Standard add-on information is derived from the Lens Setup section and can t be edited or added from here. Enter the Frame Details in the lower section. If you enter a Code or search from your Frames Stock file, the details will be completed for you, based on what is actually setup for that frame - you can also use your Barcode scanner in the Code box. If you have Depth and Diagonal setup in your frames file, the details will transfer here. If it's the Patient's own frame, tick the "Own Frame" box and type in any information about the frame, manually. You can select a different Script if the most recent script is not the one you wish to use for this Job. Do this by clicking on the [Select Rx] button at the top of the screen. TIP: You don't need separate scripts for Distance specs and near specs. If you have chosen "Near" as your lens type, when you print a Job Card or a Lens Order, Optomate will ask if you wish to add the Distance and the Add to make the near RX. The same applies if you have an intermediate job select near, but answer No to the near question, and you will then be asked about using the Intermediate Add instead. Optomate can help you track where your Jobs are, and whether they are due/overdue. Start by entering the "Due Date" for patient collection here. When you have all the details entered, click Save. You can now print a Job Card by clicking [Print Job Card] or Print a Lens Order by clicking on [Lens Order] at the top right of the Job Screen. TIP: If you like using the "Building from Account" feature and you wish to sell two pairs, you must create the first Account, then create the first Job (or Visa Versa). Now create a second Account and build the second Job in the same way. At the time of doing the receipt, you can pay for either pair separately, or in fact, one receipt can pay for both Accounts. TIP: The Job Screen does not deplete Stock Levels, nor does it bill a patient - these are done by the creating of an Account. To find an existing Job: Click on the Spec Jobs Tab at the top of the Patients screen and double click on the Job you want open.

9 Fixing Mistakes Accounts Go to the Transaction tab on the Patient's Screen. Find the Account that needs altering, and either double-click or right click and select Go To Account. You can now: alter the Sell Price by either overtyping with the correct price or by entering a discount; change the QTY by overtyping; delete an unwanted item completely by using the [Delete Line Item] button at the base of the Account; or even delete the whole Account by selecting the [Delete Account] button. When finished editing, Save and Close the Account Screen, and you will be back in the Patients Screen. Any changes you make will be reflected on the transaction listing. Receipts You cannot edit a receipt, however you can Delete a receipt and re-enter. Go to the Receipt in the same way as you would an Account above, then Delete by using the [Delete Receipt] button. Close the receipt screen when completed. If the Transaction list is too confusing because of lots of changes, the [Refresh Transactions] button will remove all the comments, and rebuild the list based on what still exists in the system. Any deleted transaction will be removed, as well as the comments. *The Refresh Transactions button can be password protected. Scripts and Jobs Go to the Patient's Job or Script from the Job or Script tab, and simply make any corrections and Save. Examinations Go to the Exams tab and open the exam in the same way. However, an Exam that has been Finalised cannot be edited, nor can it be un-finalised. Banking If you discover a receipt with the wrong Payment Type (therefore putting the balances out), you will need to delete the Receipt (as outlined above) and re-enter the Receipt correctly. If you need to make manual entries or adjustments to the banking, you can use the Utilities Banking Transactions feature under the Utilities menu. Select whether the money is going into or out of the Banking; select the Payment Type affected; enter a reason/description; enter the amount; select if the amount is from the Dispensing or Consultation side of the business; and then finally whether the transaction attracts GST.

10 System Maintenance If power to any computer is disrupted or there is a power black-out, run the Optomate Database Utility facility on theserv PC and tick both the Re-Index and Data Checker options. If an error message appears on screen, close Optomate on all computers and run the Re- Index facility before starting Optomate again. Optomate logs errors in a file called Opterror.log residing in the C:\OptomatePremier folder. If an error re-occurs, phone the Monkey Software help line. Backup at the end of every day using USB drives, Zip Disks, CD's or an external drive. You must backup your data everyday. (Read the Premier Back Up help notes for more information.) It is also advisable to have more than one media e.g. have a Monday disk, a Tuesday disk etc. Having only one disk or device that the data is backed up onto, leaves no fall-back if the first disk is faulty, when trying to restore after a crash. Never turn off the computer simply by turning off the power switch at the wall. Make sure that all programs are closed first. Go to windows Start then Shut Down or Turn Off Computer. Some computers will then power themselves down, otherwise, you will receive a message on the screen that it is safe to turn off the computer. In this instance, you may now push the power button on the computer to turn it off.