E-Z Frame Users Guide For E-Z Frame Versions and Higher

Transcription

1 E-Z Frame Users Guide For E-Z Frame Versions and Higher This guide provides you with an overview of customizing E-Z Frame, accessing and adding patient records, using the appointment scheduler, entering prescriptions, processing refunds and returns, setting up insurance, printing barcodes, cash drawer reconciliation, marketing, printing recalls, ing newsletters and patient reminders, and managing your Frames Data inventory.

2 Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious, unless otherwise noted. No part of the document may be reproduced or transmitted in any form without the express written consent of First Insight Corporation. The software programs described in this document are confidential and proprietary products of First Insight Corporation or its licensors. Other product and company names listed may be the trademarks of their respective owners. First Insight and E-Z Frame are registered trademarks of First Insight Corporation First Insight Corporation. All rights reserved. First Insight Corporation 6723 NE Bennett Street, Suite 200 Hillsboro, OR Customer Support: Fax: E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 2 of 102 Rev 6/24/15

3 Table of Contents Starting the E-Z Frame Platinum Edition... 5 Logging into E-Z Frame for the First Time... 5 Getting Started... 6 Customize Your Program... 6 Practice Profile... 6 Environment Selection... 7 Quicklist Selection... 7 Patient Recalls... 8 Patient Default Settings... 9 Insurance Configuration... 9 System Configuration... 9 Practice Information Entering Your Providers Entering Your Employees Defining User Roles Configuring Lens Pricing Adding Services/Add-Ons Adding an Item to Inventory Printing Barcodes Introduction to Patient Records Accessing and Adding Patient Records Adding Referring Physicians Introduction to Appointments Configuring the Appointment Scheduler Setting Appointment Time Intervals Appointment Overbooking Configuring Your Appointment Schedule Scheduling an Appointment Office Visits Entering Prescriptions Configuring Your Prescriptions Accessing Patient Rx Information Adding a Spectacle RX Adding a Contact Lens Rx Entering Diagnosis Codes at Point of Sale Quick Sale vs. Rx Sale Processing a Refund Processing a Quick Sale Refund E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 3 of 102 Rev 6/24/15

4 Processing a Return/Refund from the Ledger Environment Scenario #1: Two-item purchase with no payment applied Scenario #2: Two-item purchase with payment applied Setting Up Insurance and Third Party Vision Care Plans Insurance Companies and Policies Entering Insurance Information Step 1: Select the Class, Type or Category of the Items to be Defined Step 2: Define Benefit for Your Selection Step 3: Define Benefit Exceptions Choosing Between Old and New CMS-1500 Forms Processing an Insurance Sale Generating an Insurance Sale Saving HCFA Forms for Electronic Submission Receiving an Insurance Payment Accessing Patient Ledger Assessing Finance Charges Reconciling Your Cash Drawer Marketing Printing Recalls Step 1: Creating your Document Step 2: Retrieving Your Data Source Step 3: Merging Your Data ing Newsletters and Reminders to Patients Setup Optometry.Net Details Sending E-Newsletters Sending Patient Reminders Managing Your Frames Data Inventory Importing Your Inventory with the Frames Data SPEX UPC CD-ROM FRAMES Data Inventory Integration and Supplemental Training Guides E-Z Frame-Electronic Claims (EDI) Integration Guide E-Z Frame-ParadEyes.com and VisionWeb Lab Integration Guide Managing Diagnosis Codes in E-Z Frame Guide E-Z Frame-ICD-10 Selection Tool Workflow Guide Quick Reference Guide to Setting up the MaximEyes EHR Integration E-Z Frame-MaximEyes EHR Integration Users Guide EyeClinic.net (Patient Portal) and E-Z Frame Integration E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 4 of 102 Rev 6/24/15

5 Starting the E-Z Frame Platinum Edition 1. Click the Start button on the Task Bar. 2. Click the Programs menu item. 3. Click the E-Z Frame Platinum Edition entry in the Programs menu. 4. Click the E-Z Frame Platinum Edition entry in the E-Z Frame Platinum Edition menu. Logging into E-Z Frame for the First Time When you start E-Z Frame for the first time, the following User Login screen will appear. Enter your User Name and Password to login. Once E-Z Frame is setup, the employees and providers (doctors) in your practice will login as themselves with their own individual passwords. How to Reach E-Z Frame Customer Support Available Monday-Friday 5:00 am to 5:00 pm, Pacific Time Telephone: , Option 4 Live Online Support: E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 5 of 102 Rev 6/24/15

6 Getting Started Customize Your Program 1. Select Configure then Application from the Overview menu. Practice Profile The Practice Profile and Environment Selection sections will allow you to specify your Practice Profile and customize the software according to which features and functions you will be using. For example, if you only dispense Contact Lenses, you should select the Contact Lens Dispensary in Practice Profile as shown below. This will enable only the contact lens sections in Inventory, Sales and Marketing within the program. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 6 of 102 Rev 6/24/15

7 Environment Selection Select or de-select the functions you do or do not want to use. Environments not selected will not appear in the Overview menu. Select the environments you wish to utilize by placing an X in the corresponding box. Those environments that are not selected will not appear in the Overview menu. Quicklist Selection Select or de-select those functions you do or do not want to appear on the Overview screen. Select the functions want to appear in the Overview screen by placing an X in the corresponding box. Those functions that are not selected will not appear on the Overview screen. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 7 of 102 Rev 6/24/15

8 Example: Today s Appointments will display a list of the appointments scheduled for the day. Patient Quicklist will display a list of the most recently accessed records. You may double-click on a name displayed in these lists and the program will bring you to the patient s record. Patient Recalls The patient recall count refers to the number of consecutive periods a patient is selected for recall. For example, Jane Doe is set to be recalled in September Her exam recall count is set to 3, which means that Jane s record will be selected for recall in August, September and October. This feature will allow patients to be recalled up to a maximum of three consecutive months the month prior to, the selected month, and the month after their selected recall date. The patient will be selected for recall until their record has been updated by the user or the recall count has expired. The number determines the number of consecutive times a patient is to be recalled. For example: 3 = patient will be recalled the month prior to, the selected month, and the month after their selected recall date. 2 = patient will be recalled the selected month and the month after their selected recall date. 1 = patient will only be recalled during the selected recall date. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 8 of 102 Rev 6/24/15

9 Patient Default Settings E-Z Frame will include default settings for all new patient records entered. For example, if you select Send Statements, all new records entered will be selected to receive a statement by default. Place an X in the corresponding box to set your Patient Default Settings. Insurance Configuration Use the Insurance Configuration section to determine whether your office supports Eyemed subscriptions and HCFA one-line entry for lenses. Place an X in the corresponding box to setup your insurance configurations. System Configuration The System Configuration will allow you to set general system defaults such as Default Area Code, and Statement Message. Place an X in the corresponding box to set your general system defaults. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 9 of 102 Rev 6/24/15

10 Practice Information 1. From the Overview menu, select Configure then Practice Info. 2. Input all demographic and insurance information relevant to your practice in the Practice Information section. The office hours are important if you intend to use Appointment Scheduling. Click Save. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 10 of 102 Rev 6/24/15

11 Entering Your Providers 1. From the Overview menu, select Configure then Providers. 2. Choose Add a New Provider from the menu bar. 3. You must enter a record for each Provider in your office. The information you will enter is Provider specific and will carry over to the HCFA form as well as the Appointment Schedule. Use Schedule Exceptions to block out day/hours when the doctor is not available. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 11 of 102 Rev 6/24/15

12 Entering Your Employees 1. From the Overview menu, select Configure then Employees. 2. Choose Add a New Employee from the menu bar. 3. You must enter a record for each employee in your office. Assign each employee a unique User Name and Password which they will use to login to E-Z Frame. The User Role is associated with the employee s security rights. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 12 of 102 Rev 6/24/15

13 Defining User Roles The User Roles and their Permissions are defined as follows: Full Access: the user will have full access to the specified section Read Only: the user will have read only access, meaning they will have access to the information but will not be able to modify/change it in anyway Hidden: the user will not be able to view the specified section NOTE: The default E-Z Frame User Account cannot be deleted and the User Name cannot be modified. However, it is recommended that you change the password. This account is automatically given Full Access permission to the entire program. Configuring Lens Pricing One of the more convenient features of E-Z Frame is the ability to automatically calculate the price of an Rx on the fee slip as the Rx is being entered. For items such as frames, contact lenses, professional services, and lab services, the price used at point of sale is the price that was entered for that item in the Retail Price field. In many cases, however, spectacle lens pricing (either for your practice or from your lab) is based on the Patient s specific Rx and the lens material prescribed. In E-Z Frame, this is referred to as Lens Pricing. The first step is to designate price ranges based on a patient s prescription. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 13 of 102 Rev 6/24/15

14 1. Select the Lens Pricing option from the Overview menu. 2. Select a Lens Type. For each lens type you must designate your price ranges. This should be based on your most inexpensive lens. You must also specify negative ranges in addition to positive ranges. 3. Remember, the total cost of the lens charged to the customer will be the price of the lens based on the patient s prescription (as described above) plus the add-on charge set for the selected lens style. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 14 of 102 Rev 6/24/15

15 4. To enter and begin pricing your lens styles, select Inventory from the Overview menu to enter data. 5. Choose Add a New Item from the menu bar. 6. Select Spectacle Lenses as the Item Class and choose your Item Type. Item Category is not required for Spectacle Lenses. Click Continue. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 15 of 102 Rev 6/24/15

16 7. Enter relevant lens information including description and material. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 16 of 102 Rev 6/24/15

17 Adding Services/Add-Ons Services and Add-On charges are maintained separately from Inventory Items in the E-Z Frame Platinum Edition. These services include, but are not limited to, exams, fittings, special medical procedures, etc. Add- On charges may include tints, coatings, facets or special decorations. 1. Select Add a New Service/Add-on. 2. Select the Item Class, Item Type and Item Category then click Continue. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 17 of 102 Rev 6/24/15

18 3. Enter the SKU, Description and any other relevant information for this service, then click Save. 4. To edit an existing Service or Add-On, double-click on the item in the Services/Add-Ons List or highlight the item and select Details from the menu bar. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 18 of 102 Rev 6/24/15

19 Adding an Item to Inventory 1. To add or update an item in Inventory, select Inventory from the Overview menu. 2. Select Add a New Item. 3. Select the Item Class, Item Type and Item Category and click Continue. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 19 of 102 Rev 6/24/15

20 4. Enter the frame information and click Save. 5. To edit an existing inventory item, double-click on the item in the Inventory List or highlight the item and select Details from the menu bar. 6. To place a stock order for a selected item, select Place a Stock Order from the menu bar. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 20 of 102 Rev 6/24/15

21 7. The following window will appear. 8. Select Yes and a confirmation window will appear. Click OK. 9. To view the Stock Order you just created, click View Stock Order in the Stock Orders window or double-click on the selected Stock Order. 10. The frame and vendor information will automatically populate in the Stock Order screen. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 21 of 102 Rev 6/24/15

22 11. To edit the information in the Order Detail window, click Edit. Once you have made the necessary changes, click Save to save your information. 12. To adjust the price of an item(s), highlight an individual item or select a group of items and select Adjust Prices from the menu bar. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 22 of 102 Rev 6/24/15

23 13. Select your pricing and/or rounding options then click Apply. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 23 of 102 Rev 6/24/15

24 Printing Barcodes To print a bar code label for an item, select Print Barcode from the menu bar in Inventory. NOTE: The list of items to print barcode labels for will appear in this box. You may choose to print any number of labels at one time. Select the starting position for printing the labels by clicking on the appropriate box. Click Print Barcode Labels to begin printing. The Barcode report will now appear. Insert barcode labels into printer and select the printer icon to print. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 24 of 102 Rev 6/24/15

25 Introduction to Patient Records In this section, we will discuss the basics of managing your patient records, including: Adding new patients Locating patients Entering and updating Patient demographics Patient personal information Patient recall information Patient Guarantor Accessing and Adding Patient Records Basic patient information is entered and updated in the Patient Records section of E-Z Frame, and accessed by selecting Patient Records from the Overview menu. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 25 of 102 Rev 6/24/15

26 1. Choose Add a New Patient from the menu bar. 2. The only fields required when adding a patient to E-Z Frame are the patient s first name, last name and guarantor information. Any remaining information can be completed later. 3. All information pertaining to a patient is now entered on one screen. There are also subwindows within the patient record that will display the following information: Insurance policies, Prescriptions, Office Visits, Lab Orders and Lifestyles. 4. Simply click on the.+. or... sign to open or close a window. You may also double click on a line in the window to jump to that particular section. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 26 of 102 Rev 6/24/15

27 For Example: You may add a prescription from the Patient Record screen without going through the Overview menu. Once the patient record is saved, simply open the Prescription sub-window and click Add. 5. To enter Patient Recall and Office information, click the Office tab. This will also show patient and insurance balances due. Click on the appropriate tabs to access patient related data. Double click on a line to view the insurance policy information. Click on the + sign to open a window. 6. To enter patient financial information, click the Financial tab. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 27 of 102 Rev 6/24/15

28 7. To enter patient referral information, click the Referral tab. 8. To enter any miscellaneous information, click the Notes tab. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 28 of 102 Rev 6/24/15

29 Adding Referring Physicians 1. Edit any Patient Record. 2. Click the Referral tab and select Physician as the Referral Type. 3. Click Find Referring Physician. 4. Click the Add New button. 5. Only the Save and Cancel buttons will be enabled. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 29 of 102 Rev 6/24/15

30 6. Once you click the Save button, the data will be saved and the List and Cancel buttons will be enabled. 7. Once you click the List or Cancel buttons, you will be taken to the list view of the Referral Physician where you can view a list of all referral physicians. 8. To edit a Referral Physician, select the referral physician and click the Edit button. 9. Update the data and click the Save button to save the data. 10. If you want to cancel the changes, click the Cancel button. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 30 of 102 Rev 6/24/15

31 11. Once you click the Cancel button, the following message will appear: 12. If you click the Yes button, you will stay on the Edit mode for the Referral Physician with the changes you made to the data. 13. If you click the No button, the changes will not be saved and you will be directed to the list view of the Referral Physician. 14. Once you click the Save button, the data will be saved and the Delete, List and Cancel buttons will be enabled. 15. If you click the List or Cancel buttons, you will be taken to the list view of Referral Physician. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 31 of 102 Rev 6/24/15

32 16. The main menu options, which are Select and Cancel, will be enabled when you have completed editing the Referral Physician. If you are in the editing mode, and you click on the Select option, the following message will appear. 17. Once you click Cancel, the entire form will be cancelled and you will be directed to the patient s form. 18. After you save the physician s data, if you click the Select option, the physician will be selected for the selected patient. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 32 of 102 Rev 6/24/15

33 Introduction to Appointments In this section, we will discuss how to use the Appointment Schedule to manage your patient appointments, such as: Configuring the appointment scheduler for your practice Appointment conflicts - overbooking Scheduling an appointment Configuring the Appointment Scheduler E-Z Frame s Appointment Scheduler must be configured for your practice prior to use and setup the following items: Appointment time intervals Appointment reasons Examination rooms The appointment time intervals and other system defaults are specified by clicking Preferences, which is located on the top menu bar. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 33 of 102 Rev 6/24/15

34 Setting Appointment Time Intervals An appointment interval is a block of time used to display scheduled appointments. You may set the appointment intervals for the on-screen display of the schedule as well as the printed appointment schedule. To set the appointment interval for the on-screen display and for the printer, select the appropriate entries from the Time Interval list. You may also select the default views for the appointment schedule by selecting Daily/Weekly/Monthly and Dr./Room from the Default View list. You may switch these default views at any time. Appointment Overbooking You can schedule overlapping appointments, schedule appointments beyond normal business hours or schedule appointments beyond the practitioner s hours. These options are set in the Overbooking section of the Preferences window. 1. Choose whether or not to display appointment status color on your schedule. 2. To change the appointment color status, click Configure Appointment Status on the Appointments menu bar. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 34 of 102 Rev 6/24/15

35 3. There are other options that you can set to display by default on the appointment schedule. 4. Now select which Providers and Exam Rooms to display on the schedule. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 35 of 102 Rev 6/24/15

36 Configuring Your Appointment Schedule 1. Click Configure on the Appointments menu bar. 2. Click Add Item to add an Appointment Reason or an Appointment Cancel Reason to the reference list. 3. Click Add Exam Room from the menu bar. 4. Click Add to add a new Exam Room. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 36 of 102 Rev 6/24/15

37 Scheduling an Appointment 1. Double-click on the desired time slot on the Appointment Schedule. The following window appears. Add a new appointment reason and duration. 2. Click Find Patient to choose an existing patient, or type in a new patient s name. NOTE: The patient does NOT have to be an existing patient in order to schedule an appointment. You will have to create a record for them at a later time. 3. Click Next Available to find the next available appointment for any given provider. 4. Click Find Next to find the next available appointment. Provider and Length of the appointment are required fields. 5. To view the detail for a scheduled appointment, point your cursor over the appointment and look in the Current Appointment Detail window. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 37 of 102 Rev 6/24/15

38 Office Visits Office Visits allow you to track specific diagnosis and procedures for your patients on a specific day. You will be able to assign and keep track of diagnostic and procedure codes for every visit. In addition, you will ensure that the visit has proper insurance authorization, saving you time at the point of sale. Every time you schedule an appointment in E-Z Frame, an Office Visit is created. To view the office visit, go to the Patient Record screen. As you schedule appointments, Office Visits will be tracked here. To view or edit a visit, just double-click on the entry. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 38 of 102 Rev 6/24/15

39 NOTE: Once your appointment has been scheduled, you can view or edit the Office Visit. The date/time, Provider, Status and Insurance Policy will all carry over from the appointment. Now, you can add Procedure and Diagnosis Codes by selecting add on the menu bar. To ensure proper pricing for insurance, make sure the checkboxes in Insurance Authorization are checked. Save the record once completed. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 39 of 102 Rev 6/24/15

40 Entering Prescriptions Before we explain how to enter and update a patient s Rx information, let s look at an alternate way to navigate to the Patient Rx screen. You may access the Patient Rx from the Overview menu or from the Prescriptions sub-window within the Patient Records section. In this section, we will discuss how to enter and update Rx information for your patients, including: Accessing Patient Rx Information Rx Types Spectacle Rx entry Item Selection Automatic Rx Pricing Printing a lab order Soft Contact Lens Rx entry Hard Contact Lens Rx entry E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 40 of 102 Rev 6/24/15

41 Configuring Your Prescriptions Click Add Item to configure your prescription reference lists. Accessing Patient Rx Information Patient Rx information can be accessed through Patient Records or the Overview menu. 1. Click Add a New Prescription. 2. Select the patient by typing in the last name and double-clicking the name on the list. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 41 of 102 Rev 6/24/15

42 Adding a Spectacle RX 1. After the patient name is selected, choose the Prescription Type. 2. Choose the Rx Type and click Select. 3. Click Lab Orders to view all lab orders associated with this Rx. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 42 of 102 Rev 6/24/15

43 4. Once the data is entered, save the prescription and you can continue to create a lab order. To do so, select Create Lab Order. 5. To enter a prescription for another patient, select List and select Add a New Prescription. Adding a Contact Lens Rx 1. After the patient s name is selected, choose the Prescription Type and click Select. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 43 of 102 Rev 6/24/15

44 2. Enter the Patient s prescription and Visual Acuity. Click Save. 3. Click to view all Lab Orders associated with this Rx. Choose the Rx Type. 4. Once the record is complete you can continue and create a lab order. To do so, click Create Lab Order. 5. To complete a Soft Contact Lens Lab Order, enter the required information and click Save. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 44 of 102 Rev 6/24/15

45 6. Once the Lab Order is created, the following options appear on the menu bar: Copy: Creates another Lab Order identical to the current one. View Patient: Jumps to the Patient s Record. Rx Order: Prints an Rx Order form. Tray Slip: Prints a Tray Slip. Generate Sale: Allows you to select from the patient s previous Lab Orders for which to generate a sale. Auto Price: Verify prices for the Lab Order based on the patient s insurance and Lens Pricing before generating a sale. Prices are calculated based on the Insurance Policy setup in the patient s record and the prices entered in the Lens Pricing Utility. 7. To generate a sale based on this Lab Order, select Generate Sale. All items selected on the Lab Order will carry over to the sale screen. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 45 of 102 Rev 6/24/15

46 8. Select the corresponding Lab Order on the Sale Detail window (it will automatically default to the current Lab Order). Click there to search for an item in Inventory OR enter an existing SKU. These prices are calculated based on the Insurance Policy setup in the patient s record and the prices entered in the Lens Pricing Utility. 9. Enter any insurance authorization codes. 10. Select the insurance policy from the drop-down list that will be assigned to the sale in progress Items from Lab Order. Click to view Patient Information. Click to enter the Patient Diagnosis for this sale. 11. Once you have selected the Lab Order and entered the appropriate insurance information, click Continue. The Rx Sale screen will appear. NOTE: The items from the Lab Order have automatically been carried through to the Sales screen. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 46 of 102 Rev 6/24/15

47 1 = Add Item: To add an item that is not in inventory or to enter in an existing SKU, choose Add Item. 2 = Item Selection: To add an item directly from the inventory section, choose Item Selection. 3 = Line Items: These are the line items that are carried from Lab Order. 4 = Patient Info: Click the Patient Info tab to view the patient demographic information. 5 = Diagnosis: If a Diagnosis Code already exists, it can be viewed under the Diagnosis tab. Also, you can enter the new Diagnosis codes as required. Entering Diagnosis Codes at Point of Sale 1. To enter diagnosis codes at the point of sale, select Diagnosis from the menu bar in the sale screen. This will display a list of all Lab Orders for the patient. 2. Select Add to add a new diagnosis. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 47 of 102 Rev 6/24/15

48 3. Type in the description or code in the Search textbox and click the Search button or press the Enter key on your keyboard to search for required Diagnosis code. Click the S (Select) button to select the required Diagnosis Code. The code will get added in the Final Diagnosis section. Click Save to save the selected Diagnosis Codes. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 48 of 102 Rev 6/24/15

49 4. Once a diagnosis is saved, it will appear in the list above. To return to the sale in progress, select Invoice Detail from the menu bar. 5. After you have entered all the information for the sale, select Complete Sale. 6. Click the Yes button to continue with Sales. The following Make Payment window will open. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 49 of 102 Rev 6/24/15

50 7. To complete the sale without making a payment, select Complete Transaction. To receive payment, select the appropriate tender type under Method of Payment. 8. To receive payments, click on Cash or Check or Credit Card options as required. 9. The Receive Payment window appears. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 50 of 102 Rev 6/24/15

51 10. Add the amount to be received and click on Update Payment Amount OR click on Auto Apply to automatically calculate the amount received. 11. Click the Continue button to complete the sale. The following window will be shown. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 51 of 102 Rev 6/24/15

52 12. To complete the sale, select Complete Sale. The Invoice Detail screen will appear. 13. Click the Patient Ledger to view the Patient Ledger. Click on the Invoice Details, Patient Info, Practice Info and Diagnosis tabs below to view the respective information. 14. Click on any one of the line items in the sale to see the detailed information. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 52 of 102 Rev 6/24/15

53 Quick Sale vs. Rx Sale A Quick Sale is designed for use with non-patients and can be accessed directly from the Overview menu. For example, let s say the customer, who is not a patient in your office, wishes to purchase a pair of non-prescription sunglasses or some saline solution. You can complete this sale without creating a Patient Record. 1. Select Add Item to type in an existing SKU or to add an item on the fly, or select Item Selection to choose an item from inventory. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 53 of 102 Rev 6/24/15

54 2. When you are finished entering the items for this sale, select Complete Sale. 3. Since this customer is not a patient in your office, the sale must be paid in full at the time of purchase. To receive payment, select the appropriate tender type under Method of Payment. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 54 of 102 Rev 6/24/15

55 4. Click the Continue option. Once the payment is saved, it will appear as follows: E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 55 of 102 Rev 6/24/15

56 5. To complete the sale, select Complete Transaction in the Receive Payment window. The Invoice Detail screen appears. 6. Click on any one of the line items in the sale to see the detailed information. 7. If you need to reference this or any completed Quick Sale invoices, select Past Invoices from the Sales menu. To locate your invoice, use the Advanced Search utility. After entering your criteria, click Execute. 8. Double-click on the line item to view the transaction details. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 56 of 102 Rev 6/24/15

57 Processing a Refund A Return or Refund can be processed from both the Sales and Ledger environments. All Quick Sale Refunds must be processed within the Sales environment as no patient information is associated with this type of transaction. Processing a Quick Sale Refund 1. Select Refund/Returns from the menu bar in the Sale screen. 2. Double-click on the appropriate invoice or highlight your selection. Select Continue. 3. Set the Qty to Return, Qty to Restock, Value and Reason. Select Continue. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 57 of 102 Rev 6/24/15

58 4. Select Yes to complete the return. 5. Select the refund method and click Continue. 6. Once the refund has been processed, the following message box appears. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 58 of 102 Rev 6/24/15

59 Processing a Return/Refund from the Ledger Environment There are two typical Return/Refund scenarios. Scenario #1: Two-item purchase with no payment applied 1. To apply a Refund/Return to a sale with no payment, highlight the invoice. Select Refund/Return. 2. Set the Qty to Return, Qty to Restock, Value and Reason. Select Continue. 3. Select Yes to complete the return. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 59 of 102 Rev 6/24/15

60 4. Once the return has been processed, the following message box appears. Scenario #2: Two-item purchase with payment applied 1. To apply a Refund/Return to a sale with a payment, highlight the invoice and select Refund/Return. 2. Set the Qty to Return, Qty to Restock, Value, and Reason. Select Continue. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 60 of 102 Rev 6/24/15

61 3. Select Yes to complete the return. 4. Select the refund method and click Continue. 5. Once the refund has been processed, the following message box appears. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 61 of 102 Rev 6/24/15

62 Setting Up Insurance and Third Party Vision Care Plans E-Z Frame helps you manage your insurance and third party vision care plans. Not only are your insurance receivables tracked in detail for each plan and each patient, but insurance reimbursements are automatically calculated for each item at point of sale. Additionally, E-Z Frame automatically generates the HCFA-1500 insurance claim form for your third party vision care claims. The first step in enabling E-Z Frame to help you manage your third party plans is setting up your insurance companies and reimbursement schedules in E-Z Frame. In this section, we will discuss how insurance reimbursements are calculated in E-Z Frame and how to set up your insurance plans and price lists (reimbursement schedules). Insurance Companies and Policies E-Z Frame refers to each third party vision care plan that you support as an Insurance Plan. Each Insurance Plan belongs to an Insurance Company. You may assign multiple Insurance Policies plans to Insurance Company. For instance, your practice may support multiple vision care plans for American Staff Resources: LVCMS-level 2 and LVCMS-level 3. In E-Z Frame, you would enter American Staff Resources as the insurance company and LVCMS-level 2 and LVCMS-level 3 as the insurance plans. Entering Insurance Information 1. Click Insurance from the Insurance menu bar. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 62 of 102 Rev 6/24/15

63 2. Click Add a New Insurance Company. 3. Enter Insurance Company information. Click Save. 4. Once you save the record, the Company Plans window will be activated. Click Add to add a new plan for this company. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 63 of 102 Rev 6/24/15

64 5. The Plan: Term window is comprised of general information pertaining to the plan, as well as detailed information regarding the Benefit Description. Enter the general plan information then proceed to Step 1 as listed below. NOTE: E-Z Frame Platinum allows the user to define your plan benefits down to the line-item level. What this means is that you can set a co-payment, an insurance allowable amount and a maximum coverage for an entire inventory category, class or line item. The system will also allow you to set exclusions when certain items are not included in the plan. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 64 of 102 Rev 6/24/15

65 Step 1: Select the Class, Type or Category of the Items to be Defined 1. Once you have expanded the group, click on the desired item you wish to define. 2. Click on the + or sign to expand or collapse a specific group OR double-click on the name. This will activate Step 2 as listed below. Step 2: Define Benefit for Your Selection 1. To define the benefit for all fashion frames, select Fashion Frames from the menu bar as shown in Step Add the following from the menu bar in Step 2. Co-pay: Patients responsibility for this item Allow: Insurance pays up to this dollar amount but will not exceed Percent: Insurance pays this percentage Cap: Maximum coverage allowed by insurance company NOTE: Cap is only used in conjunction with Percent value. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 65 of 102 Rev 6/24/15

66 Step 3: Define Benefit Exceptions This section allows you to define exceptions to the insurance coverage you have defined in Step 2. For example, you may have a few items that have slightly different coverage. These items can be defined here without having to create a separate plan. 1. Highlight the item you wish to exclude and click Add. The line item will turn green indicating that it has been selected. 2. Enter the new benefit definitions. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 66 of 102 Rev 6/24/15

67 Choosing Between Old and New CMS-1500 Forms Depending on your insurance carrier, you can set preferences to use the "Old CMS HCFA Form" or create a new one. Preference can be set up per insurance carrier using the following option that is highlighted on the screenshot shown below. 1. By default 'Use Old CMS 1500 Form?' will be unchecked and while creating HCFAs, you will see the new CMS-1500 (version 2-12) forms. 2. If you want to create old CMS-1500 forms by default, check the checkbox for 'Use Old CMS 1500 Form?' 3. Once the information is complete, you must save the entire record. Processing an Insurance Sale An Insurance Sale is very similar to an Rx Sale or Quick Sale with the exception that you are choosing the Insurance Company in the Sale Detail window. The insurance plans must be set up within the patient s record. 1. To setup an insurance plan, select Add from the Insurance Policies sub-window within Patient Records. 2. Enter the policy information including the patient s co-pay, insurance payment and maximum coverage. Click Save. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 67 of 102 Rev 6/24/15

68 E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 68 of 102 Rev 6/24/15

69 Generating an Insurance Sale 1. Select Generate Sale from the menu bar within the patient s record or select Sales from the Overview menu. 2. Once you select the patient, choose the associated policy from the drop-down list within the Sale Detail window and select Continue. NOTE: You will not be able to assign insurance to a sale after this step. It s imperative that this information be entered at this point. 3. To enter the Patient Diagnosis for this sale, select Diagnosis from the menu bar in the sale window. 4. Select Add. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 69 of 102 Rev 6/24/15

70 5. Type the description or code in the Search textbox and click the Search button or press Enter on your keyboard to search the required Diagnosis Code. Click the S (Select) button to select the required Diagnosis Code. The code will get added in the Final Diagnosis section. Click Save to save the selected Diagnosis codes. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 70 of 102 Rev 6/24/15

71 6. After you ve entered the diagnosis codes, click Invoice Detail and proceed to enter the sale information. 7. Once the sale is completed, you are ready to generate a HCFA 1500 claim form. To do so, select Insurance from the Overview menu. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 71 of 102 Rev 6/24/15

72 E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 72 of 102 Rev 6/24/15

73 8. Click Claims from the menu bar. 9. Select Add a New Insurance Claim. 10. The Select Invoice window is now displayed. The invoice from the sale that you have just completed will automatically appear as the first invoice in the list. If this is the invoice you would like to generate an insurance claim for, either double-click on the invoice in the list or highlight the line and click Continue. 11. You may also do a Quick Search by Last Name or Invoice Number. 12. Select the Invoice for which you want to create the HCFA. For the selected invoice, 'Use Old CMS Form?' will be checked/unchecked, depending on the preference set under insurance plan. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 73 of 102 Rev 6/24/15

74 13. If 'Use Old CMS Form?' is unchecked, the new CMS-1500 form (version 2-12) will be created.. Even if the checkbox for 'Use Old CMS Form?' is unchecked and you want to create an old CMS-1500 form, you can check the checkbox and proceed ahead. 14. Select CMS 1500 on the next window and click Select. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 74 of 102 Rev 6/24/15

75 15. All patient information entered in Patient Records will automatically be carried over to the form. 16. To review the sale information, click on HCFA-2 on the top of the HCFA form. The sales information is automatically carried over to the form. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 75 of 102 Rev 6/24/15

76 17. If 'Use Old CMS Form?' is checked, the old CMS-1500 form will be created. Even if the checkbox for 'Use Old CMS Form?' is unchecked and you want to create an old CMS-1500 form, you can check the checkbox and proceed ahead. 18. Select CMS 1500 on the next window and click Select. 19. All patient information entered in Patient Records will automatically be carried over to the form. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 76 of 102 Rev 6/24/15

77 20. To review the sale information, click on HCFA-2 on the top of the HCFA form. The sales information is automatically carried over to the form. 21. When the form is complete, click Save. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 77 of 102 Rev 6/24/15

78 22. To print the form select Print. Saving HCFA Forms for Electronic Submission 1. Complete the HCFA form as stated in Adding a New Insurance Claim. When the form is complete, click Save. 2. Select Export from the menu bar to prepare the file for Electronic Processing. 3. Choose the directory in which to save your file and select Save. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 78 of 102 Rev 6/24/15

79 Receiving an Insurance Payment 1. To receive an Insurance Payment, click on Insurance from the Overview menu. 2. Click on Payments from the menu bar. 3. Select the Using Claims radio button and choose the Insurance Company from the dropdown menu as highlighted below. 4. The New Payment option will be enabled. Once you select New Payment, the screen will become active and you may enter the payment. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 79 of 102 Rev 6/24/15

80 5. Select the claim you wish to make a payment against from the Select a Claim window, and distribute the payments in the window below. Select Save to continue. 6. The following message will appear when the payment has been applied successfully. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 80 of 102 Rev 6/24/15

81 Accessing Patient Ledger The Patient Ledger can be accessed from the Overview menu or by selecting Go To Ledger from within the patient s record. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 81 of 102 Rev 6/24/15

82 Assessing Finance Charges 1. Select Finance Charges from the menu bar in Ledger. 2. Set the Finance Charge Rate and the number of days to consider when calculating the average daily balance. Select Continue. For example, all invoices older than 30 days will be assessed an annual rate of 15% or 1.23% per month. 3. The following preview window will appear. Select Apply Finance Charges. 4. Select Yes to apply finance charges to the selected patients on the next window. 5. Click OK to view the Finance Charge report. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 82 of 102 Rev 6/24/15

83 Reconciling Your Cash Drawer As you record patient and insurance payments throughout the day, E-Z Frame keeps track of the payment types and calculates the amount that should be in your cash drawer. Periodically, as you make deposits and specify the amount and tender types of the deposit, E-Z Frame manages your cash drawer balance. 1. To reconcile your cash drawer for the day, select Cash Drawer from the menu bar in Ledger. 2. Next, enter your receipt totals for each tender type in the Actual column. It is important that you enter the actual amount excluding refunds, as you will be accounting for the refunds in the adjacent column. 3. The Starting Cash value represents your float, or the money you started with at the beginning of the business day. As you enter the values, the program will automatically recalculate the Computed amount (the dollar amount that E-Z Frame calculates) and the Difference (the difference between the Actual and the Computed amounts). 4. Once the deposit is made you can print the Cash Drawer Reconciliation Report. Select Yes to print, or No to skip. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 83 of 102 Rev 6/24/15

84 Marketing Generating recalls and defining queries is performed through the Marketing section of the program. Click Marketing from the Overview menu to enter Marketing. There are a number of pre-defined queries available for your selection. These include queries for recalls, Welcome letters, Thank You letters, etc. 1. To execute a pre-defined query, select Edit and enter the desired date range within the Query Criteria. 2. Select Run to execute the query. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 84 of 102 Rev 6/24/15

85 3. Once the query results are generated, the following screen appears. Select Print to print a listing of the results or select Save to save the results to a file. Once the results are saved to a file, you will be able to import them into Microsoft Word or an equivalent word processing software, to generate labels, letters etc. 4. Choose the destination in which to save the file and select Open. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 85 of 102 Rev 6/24/15

86 5. The following confirmation window will appear once the file is saved. Select OK. 6. Select Close to close the Query Results window. 7. Select Yes to automatically update the recall count in each Patient Record or select No for the recall count to remain the same. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 86 of 102 Rev 6/24/15

87 Printing Recalls In this section, we will reference Microsoft Word to demonstrate printing recalls. To begin, open a new file in Microsoft Word and select Mailings from the main menu. Step 1: Creating your Document With Microsoft Word s flexibility, you have the ability to create labels, letters or envelopes. As the steps are very similar, we will demonstrate the process of generating Mailing Labels. Please refer to Microsoft Word s Help Files for additional instruction on letter and envelope generation. 1. Choose Start Mail Merge -> Labels The following window will open. Select the size of the paper as per requirement and click OK. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 87 of 102 Rev 6/24/15

88 Step 2: Retrieving Your Data Source 1. Select Select Recipients -> Use Existing List from the drop-down menu. 2. Locate and select your data file by double-clicking the file name or by highlighting it and click the Open button. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 88 of 102 Rev 6/24/15

89 Step 3: Merging Your Data 1. To merge your data with the label document, select Insert Merge Field and choose the fields as required to print labels. 2. You can align the fields the way you want the printed data to appear. 3. Click on Finish & Merge -> Print Documents... to print the labels. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 89 of 102 Rev 6/24/15

90 4. The final result should appear as follows. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 90 of 102 Rev 6/24/15

91 ing Newsletters and Reminders to Patients Another feature that is now available in E-Z Frame Platinum Edition (versions and higher) is that you can now generate professional e-newsletters and send important reminders to your patients using First Insight's Optometry.net. informative newsletters and reminders about your services, products and promotions save hundreds of dollars on printing and mailing costs. You Must Subscribe to Optometry.net to Use This Feature Before you can e-newsletters and patient reminders, you must first subscribe to Optometry.net. Take advantage of a free 90-day trial period. Visit to register: For more information, Setup Optometry.Net Details 1. Click Configure then Application from the Overview menu to enter your Optometry.net username and password. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 91 of 102 Rev 6/24/15

92 2. Make sure that the "Send ?" checkbox is checked on the patient record and the patient's address is entered as shown below. 3. Click Marketing from the Overview menu to enter the Marketing section. 4. Click Patient E-Communication to send e-newsletters and reminders to the patient. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 92 of 102 Rev 6/24/15

93 Sending E-Newsletters 1. Select General Letter and enter the search criteria under the Find Patient section. Click Find Patient. 2. A list of patients will be displayed. 3. Send Using Default Template: You can send an to the list of patients that populates and the will be sent in the default format that is present at Optometry.net. 4. Enhance Using Optometry: This will open the default template available at Optometry.net and you can modify as per your requirements. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 93 of 102 Rev 6/24/15

94 Sending Patient Reminders 1. Select an option that is available under Patient Reminders, depending on the type of reminder you want to send. For example, click Appointment, add the appointment date range in the "Appt Date From" section, then click Find. 2. A list of patients will be displayed. 3. Send Using Default Template: You can send an to the list of patients that polulates and the will be sent in the default format that present at Optometry.net. 4. Enhance Using Optometry: This will open the default template that is available at Optometry.net and you can modify as per your requirements. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 94 of 102 Rev 6/24/15

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96 Managing Your Frames Data Inventory Maintaining and managing the frame inventory is a very important component of a successful practice. The Frames Data SPEX UPC CD-ROM is available separately from Frames Data at Before you can use Frames Data link, you must purchase the monthly Frames Data subscription from Frames Data. Adding frames to your inventory, including entry of all of the collection, color, size and pricing fields can automatically be done using the Frames Data integration. This represents significant timesaving over manually entering and updating your frame inventory. Importing Your Inventory with the Frames Data SPEX UPC CD-ROM The following discussion assumes that you have installed the Frames Data SPEX CD-ROM on your system. 1. Select FramesData from the Overview menu. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 96 of 102 Rev 6/24/15

97 2. A dialog box will open. Browse the path for Frames Data CD. Browse the SPEXUPC folder and select DISK_DIR.UPC. 3. Select a Manufacturer, Brand and Series and click the Execute button. The list will be displayed. You will be able to see the following columns: Style, Manufacturer, Series, UPC, Cost, Color, Color Code and FPC. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 97 of 102 Rev 6/24/15

98 4. Select the frames to be imported in E-Z Frame and click the Import to Catalog button. This will import Frames Data to the catalog. SKU and FPC are new columns that were added to the Frames Data catalog. 5. The following status bar will be shown. 6. Once importing completes, click on the Catalog option. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 98 of 102 Rev 6/24/15

99 FRAMES Data Inventory 1. To import the Frames Data in Inventory, select the frames and click Import. 2. On the following window, click the Select button to choose the inventory category. 3. Choose the Item Class, Item Type and Item Category and select the Continue option. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 99 of 102 Rev 6/24/15

100 4. Choose the Vendor name from the drop-down and select Continue to import the selected frames into Inventory. 5. Choose Inventory from the Overview menu and the imported Frames Data will be listed as shown below. 6. Once the Frames Data is imported in inventory, it can be edited. Select the Frames Data and click the Details option. 7. Edit the record and update the data. 8. Once data is updated, click Save. E-Z Frame Platinum Edition Users Guide First Insight Corporation Page 100 of 102 Rev 6/24/15