E-Z Frame Release Notes For Versions 3.0.1.0 and Higher This document provides information on the improvements and enhancements made to the E-Z Frame Platinum Software (Version 3.0.1.0 and Higher). Listed within this document are links to detailed User Guides for new add-on modules and integrations.
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. 2014 First Insight Corporation. All rights reserved. First Insight Corporation 22867 NW Bennett St, Suite 200 Hillsboro, OR 97124 www.ezframe.com Customer Support: 800.920.1940, Option 4 Email: http://customer.first-insight.com/contact_form_ez.asp Fax: 503.707.8188 E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 2 of 20 Rev 7/21/14
Table of Contents Overview of E-Z Frame 3.0.1.0 Release... 5 New E-Z Frame 3.0.1.0 Users Guide... 5 E-Z Frame 3.0.1.0 System Requirements... 5 New Integrations (Additional Fees Will Apply)... 5 E-Z Frame-ParadEyes.com and VisionWeb Integration... 5 Integration Details and Workflow... 5 E-Z Frame E-Claims Integration with TriZetto Provider Solutions... 6 Integration Details and Workflow... 6 E-Z Frame MaximEyes EHR Integration... 6 Bulk Data Transfer... 6 Data Transfer from E-Z Frames to MaximEyes EHR (day-to-day basis):... 6 Data Transfer from MaximEyes EHR to E-Z Frames (day-to-day basis):... 7 Integration Details and Workflow... 7 New Features... 7 ICD-10 Tool Selection... 7 Details and Workflow... 7 Referring Physician Updates... 8 Opening Referral Physician Information Window... 8 Adding a Referral Physician... 8 Selecting a Referral Physician on Patient s Record... 8 Editing Referral Physician... 9 Deleting Referral Physician... 9 HCFA-CMS-1500 (version 2/12)... 9 Details and Workflow... 9 Frames Data SPEX UPC Updates... 10 Enhancements... 12 The Inventory Stock Valuation Detail Report... 12 Professional Services and Rx Add-on Charges Report... 12 Past Invoice and Sale Receipts... 13 User Configurable Auto-Log Off Time for E-Z Frame... 15 Patient ID on Patient Record Screen... 15 Post Negative Payments... 16 E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 3 of 20 Rev 7/21/14
Standardization of User Interface... 17 Guarantor Details Update... 17 Provider and Employee Report... 17 General Stability and Crash Prevention Updates... 19 E-Z Frame Backup Restore Utility... 19 New Supporting Operating Systems... 20 New Supporting SQL Server... 20 E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 4 of 20 Rev 7/21/14
Overview of E-Z Frame 3.0.1.0 Release Based on feedback from customers, the E-Z Frame Platinum Edition 3.0.1.0 release includes new integrations, features, enhancements, and updates to improve performance and office efficiencies. New E-Z Frame 3.0.1.0 Users Guide The NEW E-Z Frame Users Guide (versions 3.0.1.0 and Higher) 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, emailing newsletters and patient reminders, and managing your Frames Data inventory. Download E-Z Frame Users Guide E-Z Frame 3.0.1.0 System Requirements For more information about E-Z Frame 3.0.1.0 System Requirements, visit the E-Z Frame website at http://www.ezframe.com/html/system_req.html. New Integrations (Additional Fees Will Apply) E-Z Frame-ParadEyes.com and VisionWeb Integration Orders for lens and spectacles can be submitted directly from the E-Z Frames Lab Order to the lab. This will eliminate redundant data entry and improve the point of sale process. Lab catalogs will be downloaded from ParadEyes.com to E-Z Frame. Opticians will be able to choose lens and lens add-ons from the Lab Order page. Pricing can also be attached to the lens and lens add-ons to improve the point of sale workflow. Before you are able to setup the E-Z Frame-ParadEyes.com integration, download a lab s catalog, or submit your orders to ParadEyes.com and/or VisionWeb labs, you must first register at www.paradeyes.com to setup your account with ParadEyes.com. However, registration is free with ParadEyes.com and you only pay for the products you order through the ParadEyes only labs. Before you can submit orders through VisionWeb labs that are part of the ParadEyes.com lab network, you must first purchase the E-Z Frame-VisionWeb Link from First Insight as the VisionWeb Integration is an add-on module. In addition, you must also register with VisionWeb as a member before you can submit spectacle lens orders to VisionWeb labs that are part of the paradeyes.com lab network. For more information about adding the E-Z Frame-VisionWeb Integration to your E-Z Frame system, email sales@first-insight.com or call 800.920.1940, ext. 6697. Integration Details and Workflow Download E-Z Frame-ParadEyes.com and VisionWeb Lab Integration Guide E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 5 of 20 Rev 7/21/14
E-Z Frame E-Claims Integration with TriZetto Provider Solutions Currently, E-Z Frame Platinum users have to submit paper HCFAs to insurance clearinghouses, which requires practices to create claims in E-Z Frame then print the claims on a CMS-1500 HCFA form. With E-Z Frame Platinum 3.0.1.0, you will no longer need to submit paper HCFAs to an insurance clearinghouse. This new integration will allow you to submit e-claims directly to TriZetto Provider Solutions. Before you can submit claims to TriZetto Provider Solutions (formerly Gateway EDI), you must first enroll with TriZetto Provider Solutions to select and signup for an e-claims package that best fits the needs of your office. The cost for submitting e-claims (per provider/per month) with TriZetto Provider Solutions will be billed separately from any add-on module or annual support charges with First Insight. In addition, you must also purchase and install the E-Z Frame-E-Claims (EDI) Integration from First Insight which requires a one-time setup/license fee and an annual subscription and maintenance fee (per location). For more information about adding the E-Claims/EDI Integration with TriZetto Provider Solutions to your E-Z Frame system, email sales@first-insight.com or call 800.920.1940, ext. 6697. Integration Details and Workflow Download E-Z Frame-E-Claims (EDI) Integration Guide E-Z Frame MaximEyes EHR Integration E-Z Frame Platinum users who are using version 3.0.1.0 and higher, now have the option of integrate E-Z Frame with MaximEyes certified EHR software (version 2.0.0.0 and higher) and share patient data. Before you can use the MaximEyes integration, you must first purchase MaximEyes EHR software. Email sales@first-insight.com or call 800.920.1940, ext. 6697 for more information. Bulk Data Transfer The bulk data transfer for Office Admin will happen once only if the EHR flag is enabled in E-Z Frame. The following data will transfer: Practice information Provider information Referring physician information Data Transfer from E-Z Frames to MaximEyes EHR (day-to-day basis): Practice information Provider information Referring physician information Patient information Appointment information E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 6 of 20 Rev 7/21/14
Data Transfer from MaximEyes EHR to E-Z Frames (day-to-day basis): Billing information Recalls and Schedule in information Rx information Integration Details and Workflow Download E-Z Frame-MaximEyes EHR Integration Users Guide Download Quick Reference Guide to Setting Up the MaximEyes EHR Integration Download MaximEyes EHR Software and Hardware System Requirements New Features ICD-10 Tool Selection The ICD-9 code sets used to report medical diagnoses and in patient procedures will be replaced by ICD-10 code sets beginning October 1, 2015. The E-Z Frame-ICD-10 tool will allow users to learn and use the ICD-10 codes during the change from ICD-9 to ICD-10. The tools will automatically map the ICD-9 code to ICD-10 equivalent using the General Equivalence Mapping (GEM). The GEM feature is intended to be a learning tool for transition between ICD-9 to ICD-10 codes. Visit http://www.cms.gov for more information on GEMs. Details and Workflow Download E-Z Frame-ICD-10 Workflow Guide E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 7 of 20 Rev 7/21/14
Referring Physician Updates Opening Referral Physician Information Window 1. Edit any Patient Record. 2. Click the Referral tab. 3. Select Physician as the Referral Type. 4. Click the Find Referring Physician button. Adding a Referral Physician 1. Click the Add New button. 2. The Save and Cancel button will be enabled. 3. The Save button will add the Referral Physician to the list of all referral physicians, and attach it to the patient s record. 4. The Cancel button will close the window without saving. Selecting a Referral Physician on Patient s Record 1. Edit any Patient Record. 2. Click the Referral tab. 3. Select Physician as Referral Type. 4. Click the Find Referring Physician button. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 8 of 20 Rev 7/21/14
5. Left click on the Physician Name (a blue diamond will be displayed to the left). 6. Click the Select button at the top of the screen. Editing Referral Physician 1. Edit any Patient Record. 2. Click the Referral tab. 3. Select Physician as Referral Type. 4. Click the Find Referring Physician button. 5. Left click on the Physician Name (ablue diamond will be displayed to the left). 6. Click the Edit button to change any details. 7. Click Save. Deleting Referral Physician 1. Edit any Patient Record. 2. Click the Referral tab. 3. Select Physician as Referral Type. 4. Click the Find Referring Physician button. 5. Left click on the Physician Name (a blue diamond will be displayed to the left). 6. Click the Delete button. HCFA-CMS-1500 (version 2/12) You now the option to create and print HCFAs in the CMS-1500 (version 2/12) format. You can also create, print and view your old CMS-1500- forms. For more information refer to the E-Z Frame Users Guide in the "Setting Up Insurance and Third Party Vision Care Plans" section. Details and Workflow Download E-Z Frame Users Guide E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 9 of 20 Rev 7/21/14
Frames Data SPEX UPC Updates 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 www.framesdata.com. Before you can use Frames Data link, you must purchase the monthly Frames Data subscription from Frames Data. The Frames Data Link has been updated to include additional fields (color, color code and FPC) when importing frames into E-Z Frame. 1. Make sure the Frames Data CD-ROM is inserted in your computer. 2. Go to the Frames Data form in E-Z Frame; select the FramesData option from the menu. 3. A dialog box will open: a. Browse the path for Frames Data CD b. Browse SpexUPC folder c. Select DISK_DIR.UPC 4. Select a Manufacturer, Brand, Series. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 10 of 20 Rev 7/21/14
5. Click the Execute button. The list will be displayed. The following new columns have been added in the list view: Color, Color Code and FPC. 6. Click the Import to Catalog button to import selected frames to the Inventory. 7. The user will also be able to view the UPC ID on Lab Order screen. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 11 of 20 Rev 7/21/14
Enhancements The following enhancements will improve the performance and stability of E-Z Frame 3.0.1.0, reduce system crashes, and update existing functions. The Inventory Stock Valuation Detail Report Additional criteria options have been introduced to view the reports. Professional Services and Rx Add-on Charges Report Previously there was no option for the user to print or view the details of the Professional services and Rx Add-on charges report. We have added a new Report Criteria under 'The Inventory Stock Valuation Detail" section for you to view/print the details. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 12 of 20 Rev 7/21/14
Past Invoice and Sale Receipts In past versions of E-Z Frame, there wasn't an option for the user to see the difference between insurance and patient owes in the invoice receipts. Also, if payments were made through checks, the check number did not show up on receipt. With version 3.0.1.0, we've added the Insurance and Patient Owes for all items that are sold. In addition, if payments are being made using checks, the check number will show up on invoice receipts. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 13 of 20 Rev 7/21/14
E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 14 of 20 Rev 7/21/14
User Configurable Auto-Log Off Time for E-Z Frame E-Z Frame used to log off automatically if the system was idle for 30 minutes. Now, you can configure the auto-log off time as per your requirements. Patient ID on Patient Record Screen On the patient record screen, there was no value to uniquely identify the patient. You now can compare the the Patient ID against the patient's name, which will uniquely identify the patient. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 15 of 20 Rev 7/21/14
Post Negative Payments Since some insurance carrier chargeback to practices and practices may need to post the negative payments, this function is now easy to do with E-Z Frame. Just do payments as you used to, enter the negative amount in the amount filed, apply it, and save the payment. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 16 of 20 Rev 7/21/14
Standardization of User Interface You will notice that the format for all message boxes has changed and that the message boxes were updated with standard messages and titles. Guarantor Details Update The Guarantor details will be updated once the patient s details in the main record are updated. This will reduce the need to update the patient s information on the main patient s record page as well as on the Guarantor page. If Guarantor is selected as Self on the patient record, then a new entry under Guarantor is automatically created. In addition, when the patient s (who is also Guarantor) data is updated the data in Guarantor record is also updated. Provider and Employee Report In older versions of E-Z Frame, the provider and employee names were not displaying in the report called Daily Transaction Detail when making a payment for a sale. In version 3.0.1.0, the provider and employees names will now be seen in the reports after the sale payment is complete. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 17 of 20 Rev 7/21/14
E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 18 of 20 Rev 7/21/14
General Stability and Crash Prevention Updates Version 3.0.1.0 addresses stability issues and updates were added to minimize system crashes. E-Z Frame Backup Restore Utility The E-Z Frame Backup and Restore Utility was updated for those E-Z Frame users who are currently using E-Z Frame Platinum version 2.0.6.9 with MSDE. However, the user will have to execute the backup and restore utility by doing the following: Click the Backup button to backup the existing E-Z Frame database. Click the Restore button to restore the database for E-Z Frame version 3.0.1.0. E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 19 of 20 Rev 7/21/14
New Supporting Operating Systems Windows 7 and higher (32 bit and 64 bit) Cloud support - Windows Server 2008 R2 New Supporting SQL Server SQL Server 2008 Standard and Express SQL Server 2008 R2 Standard and Express SQL Server 2012 Standard and Express SQL Server 2014 Standard and Express E-Z Frame Platinum Edition Version 3.0.1.0 Release Notes 2014 First Insight Corporation Page 20 of 20 Rev 7/21/14