format. Sometimes information not entered correctly will remain highlighted in yellow. Sometimes the system will display in red, information to guide the user to what information is required in that field.

Deleting Information In some screens you can delete information, if it

hasn’t been used. If Information can be

deleted, a Red Circle with a White X will be displayed. This icon is used to delete the information that was entered.

Blue Hyperlinks Many of the AcuityLogic screens display a blue

Hyperlink. In some cases the link is used to add

Information to the screen. In other cases, it is

Used to help you display or retrieve information.

PDF Files Export reports to PDF file format in order to

print.

User Name / Passwords AcuityLogic will prompt for a user name and password

For most transactions in order to maintain

Tracking of who performed the transaction.

Log Out Users should Log Out after each transaction to

be sure that the next employee using the

terminal is prompted to enter their user name

and password.

TOP

Accessories

An accessory can be added to any eyeglass order or contact lens order by clicking on the Accessory link at the top of the Pricing screen.

If a patient is purchasing an accessory only, use the Exam / Miscellaneous Order button in the Order screen.

Accessories are broken down into categories. You can search by Category by typing in the first letter(s) of the category as shown below. For example, when you type in “CA” it will sort and display all Cases that are available.

Bands Sportsband

Cases Cases – beaded, childrens, etc

Chains Chains – metal, decorative

Clean Cleaning products – spray, cloth, kits

Cords Crokies

Donation AHA donation – Be sure to make this item non-taxable.

Holders Peepers, Eye Bugs, Resin Noses

Mag Magnifiers

Med Meds – ProOmega, Icaps

Patch Patches

Read Readers

Service Nose Pads, Restrings

Sol Solutions

Sun Shields, Banz, SunClips

TOP

Appointment Book – Setting up the Doctor’s Schedule

Setting up the Appointment can be done by an office manager under the Management Tab, or by a System Administrator from the Admin system.

To enter the doctor’s schedule for the first time:

1. Click on the Management Tab

2. Enter name and password as prompted.

3. In the area at the top, titled “Filter by Role”, Choose Doctor.

4. The system will display only the doctors for your office.

5. Ensure that the week end date is for the week you are setting a schedule for. To change the week end date, use the arrows to the right and left of the date.

6. If you are setting up the schedule for the first time, you should be in the current week. For each doctor listed, the system will display OFF initially for each day of the week.

7. Click on the ‘OFF’ link for the day that you wish to add doctors hours to.

8. The Employee schedule start screen will display. As prompted, enter the Doctor’s scheduled start time, Break Start time, Break End time, and Schedule End time for that day.

9. If you wish, you can block certain slots for that doctor for that day as prompted to. You can block up to 4 slots.

10. If the doctor has a scheduled day off for that day, you can enter the reason for the day off.

11. Save the schedule once it is complete.

12. Repeat this process for each day for each doctor working that week.

13. Once the week is complete, you can begin to set up the schedule for the next week.

To enter additional weeks, follow the steps below:

1. Move to the next week’s schedule by advancing the week ending date field. The system is designed to copy the schedule from the previous week into the current week’s book. If this is fine, simply edit any necessary changes for the current week.

2. Repeat the process for future weeks.

3. As you advance to future weeks, options are available to copy schedules from one week ago, two weeks ago, three weeks ago, or four weeks ago into the future week.

4. If you wish to copy a previous schedule, do the following:

a. Advance to the week you are working on

b. If the hours displayed are not correct, choose the Clear Schedule button

c. The schedule will clear

d. Revert back to the previous week

e. In the “Copy Schedule From” field, use the drop down arrow to select the schedule you wish to copy over into the next time period.

f. Use the arrows to advance forward into the next time period. You should see the correct schedule based on what week you copied over.

g. If additional changes need to be made, click on the appropriate time slots and enter the changes.

Clearing a Weekly Schedule

If at any time, you need to clear a schedule, advance to the week ending date you wish to clear, and then click on the ‘Clear Schedule’ button.

TOP

Using the Appointment Book

An appointment can be scheduled two ways:

- From the Appt Tab in the patient’s file.

- From the Appointments button on left side of the screen

Scheduling an Appointment from the Appt Tab in the Patient’s file

1. Access Patient (if existing) or add new patient and complete Profile screen. If patient is new, we recommend capturing the insurance information at this time.

2. Click on Appt Tab.

3. Click on Schedule New Appt

4. Populate Availability screen to sort down to next available date

5. Click on Find Availability

6. System will display day with availability based on search criteria.

7. When the system displays the page of the Appointment book that met the criteria, you will see at the top of the page your search criteria and the option to change your criteria, or to “Find Next” if you need to find another time slot.

8. Find slot for appointment. Click on time slot.

9. System will display Select Patient screen, with patient name, phone number and date of birth displayed.

10. At prompt “Is patient using insurance?” Answer yes or no.

11. Enter any applicable notes about the appointment.

12. Click on the Select Appointment Type drop down window, and select the type of appointment this patient will be having.

13. Click on Create Appointment. Appointment will be added to appointment book. If you indicated patient was using insurance, the system will prompt you to enter the patient’s insurance.

Scheduling an Appointment from the Appointments button

1. Click on the Appointments button.

2. Enter your name and password as prompted.

3. Click on Show Appointment Search.

4. Enter the Appt Availability criteria.

5. Click Find Availability.

6. The Appt Book will display based on the search criteria entered.

7. You can continue to click on “Find Next” until you find an appropriate appointment slot.

8. Find an open slot for your patient.

9. Click on open slot.

10. Find patient name (if existing), or add new patient as prompted. After search for patient, click on patient to continue with schedule procedure.

11. At prompt “Is patient using insurance?” answer yes or no.

12. Enter any applicable notes about the appointment.

13. Click on Select Appointment Type drop down window, and select the type of appointment this patient will be having.

14. Click on Create Appointment. Appointment will be added to appointment book. If you indicated patient was using insurance, the system will prompt you to enter patient’s insurance.

TOP

Managing the Appointment Book

Scheduling an Appointment from the Appointment Book button

When you enter the Appointment Book, there are two views of the book to choose from:

- Schedule Appointment View

- Manage Appointment View

By default, the system will always display the ‘Schedule’ view of the Appointment book. This view gives you the fields you need to schedule an exam: Time, Doctor, Patient, Appt Type, Notes

Views of the Appt Book

To change the view of the Appt Book, simply go to the Preset Views option at the top right portion of the screen. Use the drop down window to change the view.

View Information

Schedule Appt This view shows the minimum information needed to

Schedule an appointment - time, doctor, Patient, appt

status and notes.

Manage View This view shows all information you need to manage

your day-to-day appt book. This is the view you use to

check in patients, confirm appointments, update

insurance eligibility, cancel appointments, and print

doctor’s paperwork.

Appointment Status

Each appointment displays a Status. The status changes based on actions taken on the appointment book.

Scheduled A Scheduled appointment is an appointment that was booked

Three or more days into the future and has not yet been

confirmed.

Confirmed A Confirmed appointment is an appointment that was booked

Two days or less into the future. A confirmed appointment can

Also be an appointment that was originally ‘Scheduled’ and the

Used the ‘Confirm’ icon to update the status when they

Confirmed the time with the patient.

Checked In A Checked In appointment is an appointment where the user

used the ‘Check In’ icon to update the status when the patient

arrived for their appointment time.

Cancelled A Cancelled appointment is an appointment where the

User used the ‘Cancelled’ icon to cancel the patients

appointment.

No Show A No Show appointment is an appointment where the user used

The ‘No Show’ icon to update the status when the patient never

Checked in for their appointment.

Walk In A Walk In appointment is an appointment where the user tagged

the appointment as a ‘Walk In’ when the appointment was

created.

Blocked A blocked time slot occurs when the user accesses that time

slot, but clicks on the “Block Availability” button.

TOP

Managing your Appointment Book - Icons

When in the Manage View of the Appt Book, you can use the icons that appear next to each appt to Manage the book and take actions. Pointing your mouse at a particular action, will display what that action does.

Cancelling an Appt

The Red X icon will allow you to cancel an appointment. Before cancelling the appointment, the system will ask you to confirm that you want to cancel the appointment.

Cancelled appointments may be later retrieved by sorting the Appt Book by Appt Status and choosing Cancelled Appointments.

Confirming Appointments

The icon with the green check mark will allow you to Confirm patients. Click on the icon once you have confirmed with your patient the date and time of their appointment.

Checking In a Patient

The patient icon with the green check mark will allow you to Check-In an patient that has arrived for their appointment.

Rescheduling an Appointment

The red questions mark icon will allow you to reschedule an appointment. To reschedule:

a. Click on red questions mark icon on the appt you wish to re-schedule

b. The appointment availability screen will display. Enter the search criteria for where you wish to move the appointment to.

c. Click Find Availability. Find the slot you wish to move the patient to.

d. Click on slot.

e. The system will display a prompt asking you to confirm the move from the first time slot to the second time slot. If everything is correct, click on Submit.

f. You will see the appointment move to the new slot

Printing Doctor Paperwork

Each appointment will display a printer icon. Clicking on this icon will display a file with the doctor’s paperwork. You can click on print to print all forms or selected forms. (Forms can also be printed directly from the Patient file.)

Entering Appointment Notes

You can enter an Appointment note simply by clicking on the Note icon (blue N) on the patient’s appointment. When there are notes entered, the icon (N) changes to green.

No-Shows

The icon with large Red X will is the No-Show Icon. To tag an appointment as a No-Show, click on the No-Show icon. You can later choose to display all No-Shows for the day by sorting your appointment book by the No-Show appointment status.

Entering a Walk – In Appointment

A walk – in appointment is entered the same way as a regular appointment is, except you create it as a Walk-in. Instead of clicking “Create Appointment”, click “Create Walk-In Appointment”.

Blocking an Appointment

To manually block a time slot, follow the steps to book a new appointment.

1. Find slot that you wish to block

2. Click on Slot

3. Click on button at the bottom of the screen “Block Availability”.

Sorting your Appointment Book

The Appointment Book can be sorted or filtered to change the display. Using the filters at the top of the screen, you can sort by:

Doctor: If your office has more than one doctor working, you can sort the book to display

just one doctor. Use the drop down listing to choose the doctor whose schedule you wish to display.

Appointment Type Filtering your appointment book by Appointment Type, allows you to display just

one appointment type at a time. For example, you can display all Eyeglass

Exams, or all Contact Lens exams for that day. To go back to displaying all

Appointments, change the display back to All.

Appointment Status Filtering your appointment book by Appointment Status allows you to display just

the appointments assigned a particular status. For example, you can display all

Confirmed appointments, all Scheduled appointments, all No-Shows, etc.

Preset Views Use the Preset View drop down window to change between the Schedule View

And the Manage View of the appointment book.

TOP

Closing Procedures

To close out the AcuityLogic POS, perform a Daily Closing. The office must be closed and all patients should be out of the office before beginning this process to ensure that the system is not closed before all patient transactions are entered.

1. Exit all terminals out of the AcuityLogic POS System.

2. Click on the Daily Closing button on the left side of the screen. If the Daily Closing button is not available, click on the Log Off button first.

3. Enter your name and password as prompted.

4. The system will display the current day’s Daily Closing. (If you are processing a closing for a previous day, use the calendar widget at the top of the screen to access the day you are closing for.)

5. The Computed Amounts for the day’s business will display in the Computed Column.

6. Count your drawer and total your checks.

7. Begin entering your actual amounts into the closing screen. To do this, for each payment type, click on the Edit button on the right side of the screen. The Actual box will open, as will the Explanation for Variance fields.

8. For each payment type, enter your Actual totals, and if you have any variance, enter any explanation.

9. If you need to cancel out to investigate any variances, you can do so by clicking on the Cancel button.

10. After the Actual Amount and any necessary Explanation for Variance has been entered, click on the Update option at the right side of the screen.

11. Repeat this process for all payment types. For all credit cards, make the Actual total match the Computed total.

12. Once all totals are entered and any Variances are explained, Save the Daily Closing.

13. When you click on Save, the system will ask you to confirm that you wish the Close the office.

14. The Closing Report will display after the Closing has been saved.

TOP

Collections

“Collections” refers to writing off a patient balance when they have received their purchase or service, and have not paid any balance remaining. Paperwork is generated recording the transaction. The transaction is not sent automatically to any collection agency.

To write off a existing balance for Collections:

1. Access Patient.

2. Go to their Order screen.

3. Identify the order with the uncollectible balance.

4. Go to Actions.

5. Click on Collections.

6. The system will display a message asking you to confirm you want to send the order to Collections.

7. Click Confirm to confirm the transaction. Click Cancel to exit the transaction.

8. If you click Confirm, the system will display the Collections document.

TOP

Contact Lenses

Most contact lenses orders are fulfilled through ABB. The patient’s Summary Tab for the Contact Lens order will display if the ABB automatically fulfills the order for that lens, or if they have to be ordered manually.

Trial lenses are ordered through the AcuityLogic system the same way that Full Time lenses are ordered.

Contact Lens Supplier

On the Summary Screen, when you are writing an order for Contact Lenses, you are prompted for a Supplier. Depending on the lens, it will default to one of the suppliers depending on whether ABB can automatically supply that lens, or if it has to be ordered manually. The optician writing the order for the patient must be aware of the supplier, so that they know how the order will be processed.

The Supplier can be:

- Contact Lens Supplier (Auto)

- Contact Lens Supplier (Manual)

- Inventory

Contact Lens Supplier Auto: This means that the order for the selected lens will be automatically

Transmitted to ABB. The order can be tracked in the Inventory Module

Of the AcuityLogic system.

Contact Lens Supplier Manual: This means that the order for the selected lens cannot be transmitted to

ABB. The order will have to be manually placed via ABB’s website.

Inventory: Inventory is used when contact lenses are being supplied to the patient

From the store inventory. Typically, this applies to Trial Lenses.

Contact Lenses supplied from Inventory are not manually ordered. Staff

Will have to manually place an order to replenish inventory.

To process a Soft Contact Lens Order:

1. Access Patient

2. Ensure Rx is entered for the contact lenses on the Rx tab. (You may need to enter a Rx for trial lenses and an Rx for Full Time lenses.)

3. Go to Order screen.

4. Click on New Contact Lens Order.

5. Populate the required fields on the first tab. Click Next.

6. Click on the blue Exam Number for the Prescription you are placing an order for.

7. The selected Rx will display at the bottom. The system will default to a one year supply.

8. If you so not wish to order a one year supply, use the Edit option on the right to edit the quantity.

9. Click Next.

10. On the Summary Tab refer to the Supplier field. If the lenses are Full Time lenses, the order will either entered as an Auto order or a Manual order. In most cases, you will use the default. Trial lenses will most likely be entered as Supplier Inventory, unless you need to order them. In this case, select Supplier Inventory.

11. Enter the remaining fields.

12. Complete Order To Pricing.

13. Price following normal procedures.

14. Once the order is invoiced, a red circle with an ‘S’ will display providing you with a status of the order.

15. You can also refer to the Stock Order section of the Inventory module for tracking on the order.

16. Refer to the section on Inventory for more information.

Hard Contact Lenses (Gas Perms)

Orders for Hard lenses no not require an Rx to be entered beforehand. To enter an order for hard contact lenses:

1. Access Patient.

2. Go to their Orders Tab.

3. Click on New Contact Lens Order.

4. In the Lens Type field at the top of the screen, select Hard.

5. Continue with the rest of the order following normal procedures.

TOP

Delivering a Job – Updating the Order Status to Delivered

A job can be marked delivered a number of ways:

1. Scan the Deliver Bar Code on the Order into the WIP screen:

Click on WIP
Enter name and password as prompted
The system will display the Bar Code tab of the WIP screen. You will be prompted to enter a Order Number.
To update the WIP status, scan the Deliver bar code when prompted. The system will display a message confirming that the order status was updated to Delivered.

From the Patient’s file:

Click on the Orders tab.
For the order to be delivered, click on Actions.
Click on the Action “Deliver”. A Deliver screen will display showing the balance on the order and any Dispensing Notes that were entered at the time of the sale.
Click on the Deliver button to continue with marking the Order delivered. A Cancel button also displays to cancel the Deliver process.
If the order had an existing balance, the system will take you to the Make Payment (to collect on balance) screen upon marking the order Delivered.

When making a final payment on an order:

When a user processes a payment on an order under Make Payment, and the result is a 0 balance, the system will prompt “Has order been delivered?”. Answer Yes to update the status of the job to Delivered. Answer No if the job has not yet been delivered.

TOP

Employee Functions

Adding Employees

Adding employees is a function of the Corporate office. It is done using the Admin system.

Employee Schedule

Management can use the AcuityLogic POS system to create a work schedule for each employee. Employees can view and print their own schedule.

1. Click on the Employee button

2. Enter name and password as prompted

3. The system will display the Schedule Tab

4. Use the Date prompt to scroll to the weekly schedule you wish to view. By default, you will always be in the current week.

5. If you wish to print the schedule, click on Print Weekly Report.

Employee Commission

Employees can check their commissions at any time. To check commission:

1. Click on Employee button.

2. Access the Commission tab at the top of the screen.

3. Choose to access Commission by Date Range or by Month by using the toggle options at the top of the screen.

4. If you choose to access your commission by Month, follow the prompts to select the month and year you wish to display. If you choose to access your Commission by Date Range, you will need to follow the prompts to enter a date range for the time period you wish display Commissions for.

5. Click Search to view commission for the time specified.

6. Commission reports can be printed or exported to Excel by following the prompts at the bottom of the screen.

Employee Productivity

Employees can check their Productivity at any time. To check Productivity:

1. Click on Employee button

2. Access the Productivity tab at the top of the screen.

3. Choose to access Productivity by Date Range or by Month using the toggle options at the top of the screen.

4. If you choose to access Productivity by Month, follow the prompts to select the month and year you wish to display. If you choose to access your Productivity by Date Range, follow the prompts to enter the starting and ending date range for the time period you wish to display Productivity for.

5. Click Show to view Productivity for the time specified.

6. Productivity reports can be printed or exported to Excel by following the prompts at the bottom of the screen.

Punch In / Out

The AcuityLogic POS system gives the ability to track employees work time on the system. To punch in/out on the AcuityLogic system:

1. Click on Employee button

2. Access the Punch In/Out Tab

3. The system will display the patient name and current time.

4. Each time you enter the screen, decide if you wish to punch in or out and click on the appropriate button. The system will record the date, time and whether the entry was a log in or out.

5. If the entry was made correctly, click Save. If not, click Cancel and try again.

Employee Scheduling

Managers can enter their employee work schedules into the AcuityLogic system. Once the schedule has been entered, individual employees can view and print their schedule under the Employee program.

To enter your employee work schedule:

1. Click on the Management Tab

2. Enter name and password as prompted.

3. In the area at the top, titled “Filter by Role”, Choose Non-Doctor.

4. The system will display the Non-Doctor employees for your office.

5. Ensure that the week end date is for the week you are setting a schedule for. To change the week end date, use the arrows to the right and left of the date.

6. If you are setting up the schedule for the first time, you should be in the current week. For each employee listed, the system will display OFF initially for each day of the week.

7. Click on the ‘OFF’ link for the day that you wish to add hours to.

8. The Employee schedule start screen will display. As prompted, enter the employee’s Scheduled Start time, Break Start time, Break End time, and Schedule End time for that day.

9. If the employee has a scheduled day off for that day, you can enter the reason for the day off.

10. Save the schedule once it is complete.

11. Repeat this process for each day for each employee working that week.

12. Once the week is complete, you can begin to set up the schedule for the next week.

To enter additional weeks, follow the steps below:

1. In the Copy by Role field, select Non Doctor.

2. Move to the next week’s schedule by advancing the week ending date field. The system is designed to copy the schedule from the previous week into the current week’s book. If this is fine, simply edit any necessary changes for the current week.

3. Repeat the process for future weeks.

4. As you advance to future weeks, options are available to copy schedules from one week ago, two weeks ago, three weeks ago, or four weeks ago into the future week.

5. If you wish to copy a previous schedule, do the following:

a. Advance to the week you are working on

b. If the hours displayed are not correct, choose the Clear Schedule button

c. The schedule will clear

d. Revert back to the previous week

e. In the “Copy Schedule From” field, use the drop down arrow to select the schedule you wish to copy over into the next time period.

f. Use the arrows to advance forward into the next time period. You should see the correct schedule based on what week you copied over.

g. If additional changes need to be made, click on the appropriate time slots and enter the changes.

Clearing a Weekly Schedule

If at any time, you need to clear a schedule, advance to the week ending date you wish to clear, and then click on the ‘Clear Schedule’ button.

TOP

Frames – Special Order Items

The following items have been established in the AcuityLogic System to be used on an as needed basis:

Collection Model Item Number Name

Special SO Disc 999999 SO Discontinued Frame

Special SO Non Stock 888888 SO Non Stock Frame

Special SO Trunk 777777 SO Trunk Show Frame

When any of the above items are selected for sale:

a. Enter the description of the actual frame being sold (name, color, size) in the Lab Notes field of the Lab Order.

b. Enter the Retail price of the frame on the Pricing Screen. When you enter the Pricing Screen, you will see a blue 0.00 in the Price field. Click on the 0.00 to force in the frame price.

c. If there is insurance being used on an order using one of these frames, you will also be prompted to enter a wholesale price.

TOP

Inventory

The AcuityLogic POS system will track the movement of every item into your inventory and out of your inventory, based on sales of product off your boards, returns of product, Ordering and Receiving of Product through the Inventory module, etc.

The Inventory module gives you the ability to perform the functions listed below. This document will review the process to follow for each function:

- Add and track Stock Orders

- Create and track Stock Transfers

- Receive Stock sent to your store

- Lookup Inventory Balances

- Perform Adjustments to Inventory counts

TOP

Stock Orders

The Stock Order tab is used to:

a. Add a Stock Order – Order product for your office

b. Track / View Stock Orders already placed

Stock Orders can be placed manually, but are also created automatically in the case of Replenishment.

When Displaying previously entered Stock Orders, you can display by:

- Item Type (Frames, Contact Lenses, Accessories)

- Stock Order Type (All, Patient Orders (Auto), Replenish Order (Auto), Replenish (Manual)

- Order Status (Open, Back Ordered, etc)

Icons to the right of each order give you the tools to manage your stock orders. You can print the order, edit the order or Send the order using the icons as displayed.

Creating a Stock Order Manually

1. Click on Inventory at the left side of the AcuityLogic screen

2. Enter name and password as prompted.

3. You will automatically be on the Stock Order tab.

4. To add a Stock Order, click on “Add Stock Order” to the right side of the screen.

5. Choose Item Type (Frame or Accessories)

6. Enter any Notes if needed.

7. Click on the Green Check Mark to continue. If you wish to Cancel, click on the Red X.

8. Click “Add Detail” to the right side of the screen.

9. Click on Lookup and follow the prompts to select your frame or accessory.

10. Once the item has been selected, add the quantity you wish to order.

11. Click on the Green Check to save the frame on the Stock Order.

12. If you wish to add more items to the order, Click “Add Detail” and repeat steps 8-11.

13. Icons display to the right of each item. The pencil icon can be used to edit the item if you wish to change the item or the quantity. The Trash can icon allows you to delete the item from the Stock Order.

14. Once all items have been entered on the Stock Order, you can close the order by clicking on the – (minus sign) found on the left side of the order.

15. You can print a copy for your records if you wish using the Printer icon.

16. The order will be transmitted to the lab that evening.

17. Icons to the right of the order will allow you to edit the Stock order or Delete the Stock order, as long as it hasn’t been transmitted to the lab.

18. The Stock Order is assigned a Stock Order Type of ‘Replenishment Manual’.

Replenishment Stock Orders

A Stock Order for Replenishment is automatically created each day:

- Frames enclosed from your board will be replenished as long as the status assigned to the frame permits replenishment.

- Frames transferred to other offices will automatically be replenished as long as the status assigned to the frame permits replenishment.

One stock order per day will be created for Replenishment. The Stock Order for Replenishment will be assigned Stock Order Type ‘Replenishment Auto’. As the day goes on, frames will be added to the stock order and then transmitted to the lab at the end of the day.

Viewing / Displaying Stock Orders

The filters at the top of the Stock Order screen allow you to filter the display and choose which Stock Orders you are looking at.

You can filter by:

Item Type: Display All Items, Frame Only, Accessory Only

Stock Order Type: Display All Orders, Replenishment Auto, Replenishment Manual

Order Status: Display Open Stock Orders (not sent to lab yet), Sent Stock Orders

TOP

Stock Transfers

Create and Track Stock Transfers

To transfer stock to another store or to your Main Lab, follow the steps below. You will need to create one transfer per location being transferred to.

1. Click on Inventory

2. Click on Stock Transfer

3. Click on Add Stock Transfer

4. Choose Item Type

5. Choose Office Transferring To

6. Choose Transfer Reason

7. Enter any Notes

8. Click Green Check Mark if ok. Click Red X to cancel.

9. Click on + sign to left of screen. This will open up remainder of the transfer

10. Click on Add Detail

11. Enter the item being transferred. You can enter by item number, OPC number, or perform a lookup with the lookup icon, and find the item.

12. Enter qty being transferred.

13. Repeat process for all items being transferred to that store.

14. Click on the – sign on the left to close the detail.

15. Click on the Printer icon to print a copy of the Transfer to enclose with the product. By printing the transfer, the status of the transfer will be updated to “Sent”.

16. Product transferred out of your office will automatically be added to the Replenishment order based on the status of the frame and the rules associated with that status.

Receive Stock Sent to your Store – Receipt Exists in AcuityLogic

Stock sent to your location must be received in order to ensure correct inventory counts. To receive stock, follow the steps below:

1. Click on Inventory

2. Click on Stock Receipt

3. Find the Stock Receipt to be Received.

4. Click on the + sign to the left of the Receipt. This will open up the receiver and display all the items that were sent.

5. Click on the Receive All option to the right side of the screen.

6. This will receive all. If any items were not actually received, use the Pencil icon to edit the items that need to be corrected.

7. Once the Receiver is reflecting the correct quantity received, close the receiver by clicking on the Minus Sign (-) to the left of the Receiver.

8. Click on the Disk icon to Save your Receiver.

9. You can use the Printer icon to print a copy of the Receiver.

Receive Stock Sent to your Store – Receipt Does Not Exist in AcuityLogic

Should you encounter a situation where you have received product in and the Stock Receipt to be received is not in the system, you can create a manual receiver.

1. Click on Add Stock Receipt

2. Select Item Type

3. Select office number / location (lab) that sent the stock to your store

4. Enter Receipt Number.

5. Click on Green Check mark to save Receipt. Click on Red X to Cancel.

6. Click on Add Detail to enter a item to the receipt. Use the lookup screen to find the item.

7. Record quantity being received.

8. Repeat Step 6 and 7 for each item you need to add to this receipt.

9. When all items have been added, Save Receipt by clicking on the Disk icon.

TOP

Item Lookup – Lookup Inventory Balances

Use the Inventory Lookup screen to check on inventory counts company-wide of a particular item.

To perform a lookup:

1. Click on Inventory

2. Click on Lookup tab.

3. Select the Item you wish to display balances for. You can use the lookup icon to lookup by Collection and Model.

4. Once the item for lookup has been selected, it will display the counts on hand for each location.

5. Detail shown will include On hand counts, On Order counts, and Transit In counts.

6. You can also click on the + sign to the left of each location to see the activity for that item at that location.

TOP

Perform Adjustments to Inventory Counts

We recommend that Adjustments only be used to adjust inventory due to Theft or Damage. It is our recommendation that any other movement should be recorded as a sale for proper tracking.

To enter an inventory adjustment:

1. Click on Inventory

2. Click on Adjustments

3. Click on Add Adjustment

4. Select item type

5. Enter notes about adjustment

6. Click on green check mark to continue

7. Click Add Activity to continue with Adjustment

8. Locate item to be adjusted using #, ITEM # or Lookup option.

9. Enter quantity to be adjusted.

10. Enter reason for adjustment

11. Click on green check mark if adjustment is correct.

12. System will prompt “Commit this activity to Inventory?” Answer Yes if correct. Click Cancel to cancel Activity.

TOP

Physical Count of Inventory

To enter a Physical Inventory count into the AcuityLogic POS system, follow the steps below.

A. Create the Physical Count session for each product type being counted. The count session can be created in advance of taking the actual inventory counts, but must be dated with the actual inventory date.

1. Click on the Inventory button on the left side of the screen.

2. Enter your name and password as prompted.

3. Click the ‘Physical’ tab at the top of the screen to be placed into the Physical Inventory program.

4. Click on ‘Add Physical’ found on the right side of the screen.

5. The system will prompt for the date. Use the calendar to select the actual date the inventory is to be taken.

6. The system will prompt for Item Type. Using the drop down window, select the item type. For example, if you are taking a Frame inventory, select Frame.

7. Click on the green check mark to Save the session you created. If you made a error, click on the red X to cancel the entry.

8. Repeat steps 4-7 for each product type being counted for this inventory.

B. Load the product to be counted. AcuityLogic will move a list of items into the inventory program to be counted. Counts cannot be entered until the Load function has been performed. The load can be performed in advance of the actual inventory date in case you wish to perform any pre-count.

a. To Load the product, click on the Load hyperlink shown to the right of each Product type.

b. The screen will display a “loading” message while the loading is taking place. This can take a couple of minutes.

c. The status of the session will be updated to “Load”.

d. Be sure to ‘load’ each product type a session has been created for.

C. If you wish to do any pre-counts before taking the actual inventory, you can print a Physical Inventory Worksheet by clicking on the Printer icon found on the right side of the inventory.

If you are not taking a pre-count, move to Step D.

D. Freeze on hand quantities in AcuityLogic POS system. This is done the morning of the day of inventory. This process will freeze the on hand quantities in preparation for inventory.

a. To Freeze the quantities, click on the Freeze hyperlink to the right of each product type that is being counted.

b. The screen will display a “loading” message while the freezing is taking place. This will take a couple of minutes.

c. The status of the session will be updated to “Freeze”.

d. Be sure to ‘freeze’ each product type a session has been created for.

E. Print Physical Inventory Worksheet. This worksheet will be used at your frame boards to enter in actual counts of your product.

a. To print the worksheet, click on the Printer icon to the right of each product type.

b. It may take a few minutes to load the worksheet into view. Follow normal printing procedures to print the document.

The Physical Inventory Worksheet:

- Has multiple pages – be sure to print the entire worksheet

- Will sort by name of the item – in alphabetical order

- Provides lines at the bottom of each page to manually add frames to the inventory that are not on the actual worksheet but are on your frame boards

- Provides a space at the bottom of each worksheet for an employee name (signature) and for the total counts for that page.

F. Use the Physical Inventory Worksheet to count your frames. For each item on the worksheet that you have in your office, record the actual count on hand on the Count column of the worksheet. You can divide up the sheets among the employees working in the office.

The employee entering the counts onto the sheet should total and sign the sheet before moving to the next sheet.

G. Enter your Counts into the Inventory Count screen. Counts can be entered from any terminal.

a. To begin entering your counts, click on the Count hyperlink to the right of the product type being counted.

b. When you click on Count, the system will open up the details of each item in the inventory. You will see:

o A field called “Sheet #” at the top of count area. By default, you will be automatically placed into Sheet 1

o All items on sheet 1 listed

o An empty box in the count column for you to enter your actual count for each item into.

c. Using Sheet 1 from the worksheet, go to each item and enter your actual count. If you do not have the item, enter a 0. You can use your enter key or tab key to advance line by line. Do not leave any items blank.

d. After all counts for the sheet have been entered, click on the SaveAll hyperlink at the top of the screen. If you don’t save your counts on each sheet, before you advance to another sheet, you will lose your counts.

e. To change to a different sheet, go back to the Sheet # field and use the drop down to select a different sheet number from the list. After changing the sheet number, click on the Search button next to the Sheet number. To begin entering counts for that sheet, click on the Count hyperlink.

f. There is a Cancel Edit hyperlink at the top of each count screen. If you are in the wrong sheet, you can click on Cancel Edit to cancel your entries for that sheet. Doing so, will take you out of the count process.

g. Enter counts for each sheet, one sheet at a time. Save counts for each sheet before beginning the next sheet.

h. See the next section to learn how to enter frames into your count that were written in on the sheet.

H. Manually Entered Items

a. Items manually entered to the sheet must be entered while you are entering the counts as stated above. Items manually entered to sheet 1, must be reflected in your actual counts on Sheet 1.

b. To enter any items that were written on to the sheets, click the Add Detail hyperlink towards the top of the page. The Add Detail link will give you the option to perform a Lookup to find the frame. Click on Lookup.

c. Just like you look up a frame when writing an Eyeglass order, perform a lookup to find the frame in the database that you wish to enter a count for.

d. When the lookup has been performed, you will see a list of frames that met the search criteria. Each frame will have a Select hyperlink to the left of the frame. To select a frame to add to the Sheet, click on the Select link.

e. After selecting the frame, it will prompt for a count. Enter the actual count. Click on the green check mark to save your entry. If you made an error, click on the red X to cancel the entry.

f. Once you have added the written in frames to the sheet count, be sure to save your entries before moving on to another sheet.

I. Editing / Modifying the Counts

As each sheet is saved, the system will display the Details of the count. You will see item number, item name, and the count that you entered. To the right are two icons.

The pencil icon will let you edit that item. Use this if you entered the wrong count. When you click on the pencil icon, it will display the item, and allow you to change the quantity on hand that was previously entered.

The trash can icon will let you delete the entire item. Use this with caution.

J. Posting your Counts

Once all of your sheet counts have been entered and saved, including any manually written in frames, it is time to post your numbers. Once you have posted, you cannot edit or modify your entries in any way.

a. Click on the purple dash (-) to the left of the inventory session. This will close the display of the detail just entered.

b. Click on the Post hyperlink to the right of the session. The system will display a warning “Posting will commit your inventory counts. Are you ready to post?”

c. If you are ready to post, click OK.

d. The system will display a “loading” message while the posting is processing.

e. Once the post is completed, the status of the session will display “Post”.

K. Printing a Inventory Physical Reconciliation Report

Once the inventory is posted, print a final reconciliation report.

a. Click on the Printer icon to the right of the inventory session.

b. The Inventory Reconciliation Report will display.

c. Print the report.

TOP

Inventory Reports

From the inventory module, you can run the Inventory Reports listed below. To run a Inventory Report:

1. Click on Inventory

2. Enter name and password as prompted.

3. Click on the Reports tab.

4. Using the drop down window, pick the report you wish to run.

5. Click on Generate Report.

6. Export Report to PDF

7. Print Report if you wish.

Inventory Status Report: Using the most recent inventory, plus any new receipts, this report will

show the current on counts as well as the inventory status for all items.

Transit In Report: This report will show any items showing that they are in transit to your

Office. This means, that they have not yet been received by your office.

On Order Report: This report will show any items on order for your office.

Transfer Out Report: This report will show any items that have been transferred out of your

office in a specified time period.

TOP

Lookup

The Lookup button gives quick access to product and insurance information without being in a patient’s file. Click on the appropriate tab within the Lookup screen to perform one of the lookups below.

Lookup – Frames

The frame lookup allows you to search for a frame by OPC #, Item #, Collection or Model. Once the search is performed, you can see availability based on size and color, as well as Retail price, VSP price, and Status of the frame.

Lookup – Eyeglass Lenses

The lens lookup allows you to search for lenses by Type, Material, Style, Color and Coating. You can populate as many or as few of the search fields as you wish. Once the criteria is entered, the system will display lens detail including retail price, minimum and maximum sphere, minimum and maximum cylinder, minimum and maximum add power, and allowed seg ht ranges for each lens.

Lookup - Contact Lenses

The Contact Lens lookup allows you to search for availability detail about a particular contact lens. Once the fields have been populated that you wish to use for your search, the system will display availability, price, units per box, and how the lenses are to be supplied.

Lookup - Accessories

The Accessory lookup allows you to access an accessory and display the Description, Item Number and Retail Price.

Lookup – Insurance

The Insurance lookup allows you to search for a particular plan by Carrier name or by Plan Name. Once the plan is found, the system will display the Plan Type, Contact information (if any) and the Phone number. In addition, there are two icons displayed at the right side of the screen.

Benefit Details

The icon representing a Magnifying Glass provides Benefit Details about the plan including Allowances, Copays and Reimbursement Amounts by Product Type. In addition, it details whether additional discounts are allowed.

Benefit Estimate

The icon representing a calculator gives you the tools to be able to quote a patient their out of pocket price for selected items without actually writing an order or being in the patient’s file.

1. Using the various fields and windows, populate as many as you can to enter the items the patient is considering purchasing.

2. Click on the appropriate check boxes in the ‘Ins Ca’ column (insurance calculation).

3. Click on the Calculate button. Based on the items selected and the insurance, the system will display any allowances, co-pays and discounts as provided by the insurance plan.

4. You can change any of the items and re-calculate in order to provide the patient with other pricing information.

i. Clear the entries by clicking on the Clear button to begin another calculation.

ii. Close the screen by clicking on the Close button to exit the Benefit Estimate screen.

iii. This price estimate would not include any other items that can be added to the sale in the Pricing screen. It would also not include any other discounts that can be manually applied to an order.

TOP

Management Functions

Scheduling

Both doctor schedules and employee schedules can be created on the AcuityLogic system. Refer to the section ‘Appointment Book – Setting up the Doctor’s Schedule’ for more information about creating your doctor’s schedule. Refer to the section titled ‘Employee Scheduling’ for more information about entering a work schedule for your non-doctor employees.

E-Time

If your company elects to have employees punch in/out on a daily basis in order to track their payroll hours, then the E-Time function will be used by the store manager to manage employee time sheets.

Refer to the section “E-Time – Managing and Closing Time Sheets” for more information about Managing your office’s E-Time function.

Commissions

Management can monitor and track the commissions of each employee in the office. To display commission information for your staff:

1. Click on Management

2. Enter name and password as prompted.

3. Click on the Commissions Tab.

4. Click in the Employee field and select the employee whose commission you wish to display.

5. Select the toggle for either “select date range” or “select month”. “Select Month” is the default.

6. Based on the toggle selected, you will be prompted to populate date Date information for the search.

7. Click on the Search button.

8. The system will display the commission details for that employee for the specified time period.

9. Once the information is displayed, you can click on the Print button at the bottom to Print a detailed report OR you can click on the ExporttoExcel button to export the details to an excel spreadsheet.

Productivity

Management can monitor and track the productivity of each employee in the office, as well as display productivity for the whole office. To display productivity information for your staff:

1. Click on Management

2. Enter name and password as prompted.

3. Click on the Productivity tab.

4. Click on the appropriate toggle identifying if you wish to display Productivity for the entire office or just for a selected employee. If you chose to display productivity for a selected employee, advance to the Employee field and select the employee name from the drop down window.

5. Click on the appropriate toggle identifying if you wish to display Productivity for a Selected Date Range or for an entire month.

6. Enter the date range as prompted.

7. Click on Show. The system will display the productivity information for the dates and employees selected in the prompts.

Holidays

Management can enter Holidays into the system. By listing certain dates as ‘Holidays’, you ensure that the Appointment Book will not open up a schedule for that day.

Holidays can be entered months in advance.

When you view the Appointment Book for a day that has been established as a Holiday, a message will display at the top “An office holiday exists on this date. No appointments are scheduled for this criteria.”

To enter Holidays:

1. Click on Management

2. Enter name and password as prompted.

3. Click on the Holidays tab at the top of the screen.

4. Click on Add Holiday

5. As prompted, enter the date of the holiday you are adding. You can use the calendar to the right to find the date. Click on the date.

6. In the Holiday field, type in the name of the Holiday. (For example, “Christmas”.)

7. Click on Insert to enter the holiday into the system.

8. If an error was made, click on Cancel.

Merging Patients

To Merge a Patient’s file with another Patient’s file:

1. Click on Management

2. Click on the Merge tab.

3. The system will prompt for the patient’s name you wish to merge TO. Use the search criteria to select the patient.

4. The system will then prompt for the patient’s name you wish to merge FROM. Use the search criteria to select the patient.

5. When both Patients have been selected, click on the button Merge Patients. The merge program will merge the From Patient and all information in their file into the To patient’s file.

6. The From patient will be deleted from the system.

7. At anytime before the Merge is completed, you can Cancel the Merge function by clicking on the Cancel button.

Previous Patient Names

Sometimes, a user can experience difficulty locating a patient file due to the original name on the file being changed.

AcuityLogic keeps track of all name changes. Managers can use the Previous Patient Name program to search for any updates to a patient file by entering the patient’s original name.

For example, Patient Nancy Jones married and her name changed to Nancy Ellwood. A employee updated the AcuityLogic POS system, but failed to update the corresponding files. Later a employee tried to access her under Nancy Jones and could not find her profile. Management can use the Previous Patient Name search to enter Nancy Jones. The system will display that she is now named Nancy Ellwood.

To use the Previous Patient Name Search:

1. Click on Management

2. Enter name and password as prompted

3. Click on the Previous Patient Name tab at the top of the screen.

4. The system will prompt for Previous Last Name. Type in the last name of the patient you are searching for. You can also use the Previous First Name field to complete your search.

5. Click on the Search button.

6. Anyone in your system whose name was originally the last name or first name used in the search and whose last name has been changed, will display on the screen with their Current Name. In addition you will be able to see the date the name was changed.

Employees

The Employee Tab is used to Re-set the password for any employee working in your office. To reset their password:

1. Click on Management

2. Enter name and password as prompted.

3. Click on the Employee tab.

4. All employees assigned to your office will display.

5. For the employee whose password you wish to reset, click on Reset Password at the right side of the screen.

6. The system will reset the password to ‘start123’.

7. The next time the employee logs into a program on the AcuityLogic system, they will need to use this password. After that, they will be prompted to create a new password.

TOP

Merchandise Drops

A Merchandise Drop is performed when:

The patient has a existing balance on the system AND
The patient has not picked up their purchase, despite many attempts to get them to do so.

The Merchandise Drop function will write-off the existing balance on the patients file and will reduce the amount of the sale previously recorded for the patient. It does not affect any money already paid towards the order.

To perform a Merchandise Drop:

Access Patient file.
Go to Orders Tab.
Identify order to be Merchandise Dropped.
Click on Actions.
Click on Merchandise Drop.
A message will display “Are you sure you want to drop merchandise for order #XXXXX?”. If you choose “Drop”, the system will perform the adjustment as described above. If you choose Cancel, the system abort the process.
When the Merchandise Drop is completed, it will create a Merchandise Drop document for reference.

TOP

Re-Instating an order that has been Merchandise Dropped

Sometimes it becomes necessary to recreate the balance of an order that was originally adjusted off due to a Merchandise Drop. By Reinstating a Merchandise Drop, you can easily re-create the order and the patient’s original balance.

Access Patient File.
Go to Orders Tab.
Identify order to be Re-instated.
Click on Actions.
Click on Reinstate Drop.
A message will display “Are you sure you want to reinstate drop for order# XXXXX? $XXX will be refunded to customer credit.”
Click on Reinstate to continue. Click on Cancel to abort the reinstate.
If you click on Reinstate to continue, the system will reverse the original sale, place any monies paid originally into the Credit and update the Order Status to “Reinstate Drop”.
You will now need to Recreate the original order following normal procedures. The new order should match the previous order with regards to the items
Use the Check Boxes on the Lab Summary screen to identify if you need any items on the order to be remade or re-supplied.
Enter a note on the order linking it to the original order that was Merchandise Dropped.
On the pricing screen, re-apply any insurances or discounts in order to arrive at the original price.
Generate an Invoice – applying any monies in the Credit as a deposit. The remaining balance should match the balance that was on the original order that was Merchandise Dropped.
Collect payment on the balance and Deliver the order.

TOP

Orders

Eyeglass Orders

1. Enter / access patient

2. Ensure profile is complete

3. Enter or ensure prescription information has been loaded into Rx tab.

4. Go to Orders

5. Choose New Eyeglass Order

6. Follow prompts to enter all information for each related tab

7. From Summary screen, Complete Order to Pricing

8. Price Order – include adding professional fees, discounts, insurances

9. Save order

10. Generate Invoice

11. If the eyeglasses are being made at a company lab, you will see a green circle with an ‘S’ in it near the Type on the Order tab. Clicking on the ‘S’ will give you lab status information on the order.

Contact Lens Orders

1. Enter / access patient

2. Ensure profile is complete

3. Enter or ensure prescription information has been loaded into Rx tab. (Note: Only soft contact lenses require an Rx to be set up. For Hard Contact Lens orders, go directly to the Order screen and begin your order.)

4. Go to Orders

5. Choose New Contact Lens Order

6. Follow prompts to enter all information for each related tab

7. From Summary screen, Complete Order to Pricing

8. Price Order – include adding professional fees, discounts, insurances

9. Save order

10. Generate Invoice

11. A pink circle with an ‘S’ will appear near the Type on the Orders tab. Clicking on the ‘S’ will give you the lab status information on the Contact Lens order.

Note: For more information about Contact Lens Orders through ABB, see the section titled Contact Lens Ordering.

Exam Only Sales / Accessory or Miscellaneous Sales

1. Enter / access patient

2. Ensure profile is complete

3. Enter or ensure prescription information has been loaded into Rx tab.

4. Go to Orders

5. Choose Exam / Miscellaneous Order

6. The system will display the Pricing screen. Add applicable professional fees or accessories. Apply discounts, insurances.

7. Save order

8. Generate Invoice

Mailing an Order to a Patient

To mail an order to a patient:

1. On the first tab of the order screen, indicate that the patient’s Ship To is “Mail to Patient”.

2. The Address field will default to the patient’s address, unless the patient has more than one address on file. If this is the case, selected the address to mail the order to.

3. When the order is being priced, you can add a shipping fee by clicking on Shipping Fees and following the prompts to enter the fee.

4. Invoice the order following normal procedure.

Do Not Make Orders

If you are entering an order for Pricing purposes only and do not wish the order to ever go to the lab to be made, use the “Lab to Make” check boxes on the summary screen. Un-checking the check boxes will ensure the order is never transmitted to the lab.

Frame Only Orders - Tax

There are two ways to enter a sale for a Frame Only:

1. Write an Eyeglass order using Order Type Frame Only. By writing up an eyeglass order for the frame, you can decide if you are pulling the frame from your in-store supply, or if you need to order it from your lab.

Entering the sale this way, will result in the system following the tax rules for your area for complete pairs of eyeglasses.

2. Sell the frame using the Exam/Miscellaneous button. By entering the sale this way, you are not creating a lab order. The system will assume you are taking the frame from your in-store supply.

Entering the sale this way will result in the system following the tax rules for your area for Accessories.

Order Status

Hold A order on Hold is an order that has not been Priced.

Priced A order that is priced is an order that has not yet been Invoiced.

Ready A order that is ready is an order that has been invoiced but has not yet gone to

The lab.

In Process The order is in Process at the Lab.

Received This order has been Received.

Delivered This order has been Delivered.

TOP

Generating an Invoice

Once the order has been Priced, you need to Generate an Invoice. This includes taking a deposit on the order, recording the payment and saving the transaction.

1. From the Order screen, click on Generate Invoice.

2. The order to be invoiced will appear at the top of the screen.

3. In the square box in the Pay column, record how much the patient is paying towards this order.

4. Click on Add Payment.

5. The amount being paid will display to the left side of the screen.

6. Click on Payment Type and select the method of payment.

7. If the payment is by Credit card, swipe the card to record the card number and expiration date.

8. Click on Ok.

9. Click on Save.

Generating an Invoice with Multiple Payment Types

If a patient wishes to pay with two methods of payment:

1. compute the amount of the Total Deposit and enter that amount into the Pay box at the top of the Invoice screen.

2. Click Add Payment

3. In the Amount field, enter the amount to be applied on the first payment type. Then select the Payment type and click OK.

4. Click Add Payment.

5. In the Amount field, enter the amount to be applied on the first payment type. Then select the Payment type and click OK.

6. Save the Transaction.

7. NOTE: You cannot ring two credit card payments on one screen. If the patient wishes two pay with two credit cards, use one on the Generate Invoice screen, and then use the second one as a payment on the Make Payment screen.

Generating an Invoice with Multiple Orders

When there is more than one Priced order in the patient’s file, they will all appear in the Generate Invoice screen. Each priced order will display with a Check Box with a Check Mark to the left side of the screen.

If there is one order that you don’t wish to Invoice at this time, uncheck the Check Box (which will remove the Check Mark) for that order. By unchecking the order, you will only invoice those orders that remain with a Check Mark.

TOP

Insurance Orders

Pricing an Order with Insurance

When a patient wishes to use Insurance on their order, follow the steps below:

1. Access Patient.

2. Enter the Insurance plan on the Insurance Tab.

3. Enter the Eligibility Information.

4. Write up the Order.

5. Price the Order. On the Pricing screen, add any Professional fees and/or any other charges.

6. Select a Promise Date.

7. Click on the Apply Primary Insurance button.

8. Click on the check boxes for the items that you wish to apply insurance benefits too.

9. Select the insurance to be applied to this order from the drop down window.

10. Click Continue.

11. Save the Order and Invoice following normal procedures.

Pricing an Order with Two Insurances – COB

Before you can coordinate benefits, it is important to talk to the secondary insurance and determine what they will pay on the patient’s order as a secondary insurance. Be sure to set up both plans being used in the Patient’s insurance tab. (For the Secondary insurance, use Unknown Plan or VSP Coordination of Benefits – depending on what insurance is being billed.)

1. Access Patient

2. Enter both plans in the Insurance Tab.

3. Establish Eligibility Information for both plans.

4. Write up the Order.

5. Price the Order. On the Pricing screen, add any Professional fees and/or any other charges.

6. Select a Promise Date.

7. Click on the Apply Primary Insurance button.

8. Click on the check boxes for the items that you wish to apply insurance benefits too.

9. Select the insurance to be applied to this order from the drop down window.

10. Click Continue.

11. Apply the secondary insurance by clicking on Apply Secondary Insurance button.

12. Click on the check boxes for the items that you wish to apply the secondary insurance too.

13. As prompted enter any allowances and co-pays for the secondary insurance.

14. Save the Order and Invoice following normal procedures.

Dispensing Fees

For plans that pay a Dispensing Fee, the AcuityLogic system will calculate those automatically and enter them into the claim on the Billing System. There is no need to enter Dispensing Fees onto the patient’s pricing screen.

Waiving Co-pays

Co-pays cannot be discounted. If you do not wish to charge the patient their co-pay, adjust the sale after it is invoiced.

TOP

Gift Certificates

There are two types of Gift Certificates:

- Gift Certificates treated as discounts

- Gift Certificates treated as a payment type

General Rule: The general rule is that if the Gift Certificate was SOLD originally, then it should be treated as a Payment Type. If the Gift Certificate was given to the patient without collecting any money for it, then it is treated as a discount.

TOP

Patient File

Adding a New Patient

1. Click on the Patient button

2. Enter Last Name, First Name, Date of Birth and Telephone number as prompted.

3. Click on New Patient

4. The system will display the Patient Profile screen.

5. Complete the Patient profile. Some fields are mandatory fields and will display a color if information is not entered into them.

6. Save the top part of the profile before moving to other Tabs or adding Responsible Party or Dependent information.

Retrieving an Existing Patient

1. Click on the Patient button

2. Enter all or part of the last name and all or part of the first name.

3. The system will immediately begin sorting the patient list of names as more of the name is typed in.

4. Patients can also be retrieved by the Date of Birth or Phone number fields

5. Once the Patient name that you are looking for is displayed, you can click on any of the icons to access around their file.

Today’s Patients

Each day, the AcuityLogic system will track the patients that have been accessed that day. These names will appear in the drop down list titled “Today’s Patients”.

You can quickly access the patient by clicking on the drop down window and selecting the name of the patient you wish to access.

Deleting a Patient

Patients can only be deleted from the AcuityLogic system if they do not have an ‘activity’ in their file. ‘Activity’ includes Dependents, Appointments, Notes, Orders, and Transactions.

To delete a patient:

1. Access the Patient file you wish to delete.

2. Go to their Profile screen.

3. Click on the Delete button located under the Activities Selection.

4. You will be prompted to confirm you wish to delete the patient.

5. If no Delete button exists in the patient file, the patient has activity in their file and cannot be deleted.

Moving around Patient File

Once you have accessed the patient file, you can use the icons that are displayed to quickly move to a particular part of their file.

The ‘head’ icon takes you directly to the Patient Profile.

The ‘Rx’ icon takes you directly to the Patient’s Rx screen.

The ‘I’ icon takes you directly to the Patient’s Insurance screen.

The ‘eyeglass’ icon takes you directly to the Patient’s Order screen.

TOP

Patient Profile

Changing a Patient Name

To change a patient name, simply access the patient’s profile. In the name field, type over the old name to enter the name that you want it to be. Save the profile.

Name changes are tracked in the system. In the notes field of the patient profile, you can later see who changed the name and what the name was originally.

Responsible Party

Assigning a Responsible Party to a Patient Profile allows you to ‘tag’ the profile with the Responsible Party’s name. It will also allow you to easily copy the Responsible Party’s insurance information into the patient’s profile. The patient being established as a Responsible Party must be a patient already in the AcuityLogic system.

To assign a Responsible Party to a patient profile:

1. Access the Patient Profile

2. Scroll down towards the bottom to the Responsible Party section.

3. Click on Change Responsible Party.

4. Enter the last name of the patient to be established as the Responsible Party.

5. Click on the name when you see it display in the list.

6. In the first name field, click to see all patients with that last name. Find the patient to be established as the Responsible Party and select it.

7. Click on Save.

Insurance: Once the Responsible Party is established, you can enter insurance information for the patient. If the Responsible Party has insurance, a message will display at the top of the insurance screen for your patient. The message will ask if you want to use the insurance from the Responsible Party for this patient. Click Yes if you want to copy the insurance over. If you do not, you can simply enter new insurance for the patient.

Even if you choose to copy insurance from the Responsible Party’s file to this patient’s file, you will still need to enter Relationship to Subscriber information.

Adding Dependents

Adding Dependents to a patient file allows you to ‘tag’ the file with the Dependent names. In addition, if the dependents are new patients to the system, it will automatically create their file.

To add dependents:

1. Access the Patient Profile

2. Scroll down towards the bottom to the Dependents section.

3. Click on Add Dependent

4. The system will open up the Dependent screen. You will be prompted for a last name for the dependent, although it will assume the last name is the same as the current patient’s name.

5. If the last name is the same, enter the first name. If the last name is different, enter it over the displayed name. Then enter the first name.

6. After the first name is entered, press enter.

7. You will be given options to copy over Address, Telephone Numbers, Email Addresses and Insurance information from the current customer into the Dependents file. Answer Yes or No as prompted based on your needs.

8. Save the Dependent.

9. Repeat for any additional Dependents.

Note: After you have used the Dependent option, you should go to Patient and access each of the newly created Dependent profiles. Complete the profile by entering information that is pertinent to just that patient.

TOP

Rx – Prescription

In order to write an order on the AcuityLogic system for prescription eyeglasses or contact lenses, the patient must have a prescription on file. Prescriptions are stored in the Rx tab of the Patient file.

Entering an Rx:

To enter an Eyeglass Rx:

1. Access patient file

2. Go to Rx tab

3. Click the New Eyeglass Rx button.

4. Enter Eyeglass Rx type as prompted. This field allows you to tag the Rx as being a Distance, Reading, Multi-focal, and Specialty Rx.

5. Enter the date of the Prescription. The system will default to today’s date. If the Rx was written on a previous date, use the Calendar icon to find the date.

6. Enter the Rx expiration date. The system will default to one year from today’s date. If you need to enter a different expiration date, use the Calendar icon to find the date.

7. Enter the doctor that wrote the Rx. You can choose a Office Doctor, or enter an Outside Doctor. To enter an Outside Doctor, toggle the Outside Doctor prompt. Then click on the Find button. This will display a Search Doctor screen. You can retrieve a previously entered Outside Doctor, or you can enter a new Outside doctor by using the New Doctor button.

8. Enter the prescription in the fields displayed for Right eye and Left eye.

9. Notice that there are buttons to toggle if the patient needs a Slab-Off or Balanced lens.

10. There is a Transpose button to use which can transpose a plus prescription to a minus prescription and minus prescription to a plus prescription.

11. Once the prescription has been entered, click on the Save button.

To enter a Contact Lens Rx:

1. Access patient file

2. Go to Rx tab

3. Click New Contact Lens Rx button

4. Enter Contact Lens Rx type as prompted. Valid Contact Lens types are Full Time, Trial and Color.

5. Enter the date of the Prescription. The system will default to today’s date. If the Rx was written on a previous date, use the Calendar icon to find the date.

6. Enter the Rx expiration date. The system will default to one year from today’s date. If you need to enter a different expiration date, use the Calendar icon to find the date.

8. Select the Manufacturer from the drop down window.

9. Select the Contact lens Style from the drop down window.

10. Select the Availability (base curve and diameter) from the drop down window.

11. Select the Color / Power from the drop down window.

12. If the patient is prescribed to wear the same contact lens in both eyes, click on the Both button. The system will load the selected Rx style in the Right Eye and Left Eye boxes. If the patient is being prescribed to wear the lens in only one eye, click Right or Left based on the doctor’s Rx. Repeat the lens selection to find the lens the patient wears in the other eye.

13. After the style of lens has been added to both eyes, use the Rx fields to enter Sphere, Cylinder and Axis as needed.

14. Save the Contact Lens prescription when all data has been entered.

15. If you need to cancel the entry (before saving it) you can click on the Cancel button.

Deleting an Rx

AcuityLogic only permits prescriptions to be deleted if they were dated for the same day that you are trying to delete it, AND if it hasn’t been used on an order.

To delete an Rx, click on the icon that looks like a red circle with a white x in it.

The icon only displays if the Rx is able to be deleted.

Rx ReChecks

To enter a Recheck on a Rx already entered into the Rx tab of the Patient’s profile:

Access patient
Go to their Rx tab
Identify the Rx that has been changed as a result of a doctor Recheck
Click on the Recheck icon (green circle with white arrow)
The system will display a copy of the original Rx.
As prompted, enter the doctor that performed the Recheck
Make any necessary changes to the prescription
Save the Recheck
The Recheck will be linked to the original Rx.
The icons to print or recheck the original Rx have been removed.

TOP

Insurance – Entering Insurance into the Patient File

You can enter up to ten insurances into the patient file. Insurances can be accessed by Carrier or by Plan. To enter insurance into a patient file:

Click on the Insurance tab.
Click on the New Insurance button.
Find the insurance plan you wish to add. You can search by Carrier or by Plan. If you search by Carrier, use the drop down list in the Carrier field. Type the first letter(s) in the name of the Carrier. Once you see the Carrier, click on it from the list. Then use the Plan field to search for the specific Plan within the selected Carrier. The Plan field works like a ‘word search’. You can enter any word within the name of the plan.
Once the Plan has been found in, select it. The Carrier Contact Information will populate.
Enter the Relationship to Subscriber as prompted. You will be prompted to choose Self, Spouse or Child/Dependent. Based on the Relationship to Subscriber selected, the system will populate certain fields in the Subscriber/Responsible Party Information section of the screen.
Complete the remaining fields in the Subscriber/Responsible Party Information Section.
Save the Insurance information entered by clicking on the Save button. Cancel will cancel your entries and take you out of the Insurance screen.

Entering Eligibility Information

For each plan entered, you must enter Eligibility information before you can apply any insurance benefits to a patient’s purchase. If a user attempts to apply benefits to an order before any insurance eligibility is entered, a error message will display.

To enter eligibility:

Once the insurance has been entered, click on Eligibilities.
Click on Add Eligibility
Use the check boxes at the top of the screen to mark the items the customer is eligible to use this insurance on.
Enter the authorization number for this insurance as prompted. The authorization number must be entered in the correct format, (as defined in the Admin section of the system).
Depending on the insurance, you may be prompted for additional information specific to that insurance plan.
Click on the Save button to save the eligibility information.

Entering a Plan that is not in the System

Your system has been set up with a generic insurance plan, to be used for situations where the customer has presented an insurance plan that is not currently in your AcuityLogic system:

Carrier: Unknown Carrier

Plan: Unknown Plan

When using this generic carrier/plan in the AcuityLogic system, it is important to capture the actual name and billing information of the plan you will be billing.

In the Insurance Plan Information screen for the Unknown Plan, click on the check box at the top of the screen, labeled ‘Plan is Not Listed”.
Checking on the ‘Plan is Not Listed’ box will open the fields in the Carrier Contact Information part of the screen. Type over the information already listed in these fields to enter as much specific information about the plan that you are billing for. Complete the information on this screen following regular procedure.
When benefits are applied in the Pricing screen for the Unknown Plan, it will prompt for allowances, receivables and co-pays for the plan. Benefits are calculated manually for this plan.

Deleting Insurance from a Patient’s file

Insurance cannot be deleted if it has been used on an order. If it hasn’t been used, it can be deleted, but the eligibility must be removed first.

Entering a Plan for Coordination of Benefits - VSP

A special plan has been set up for VSP Coordination of Benefits. :

Plan: VSP Coordination of Benefits

Carrier: VSP Coordination of Benefits

The above plan would have to be used as the secondary insurance. When you apply insurance benefits using this plan, you will enter the specific allowances, co-pays, etc manually.

Entering a Plan for Coordination of Benefits – Non VSP Plans

If you are coordinating benefits, the secondary insurance should be set up in the Patient’s file as Unknown Plan. Be sure to check the box “Plan not in system” in order to open up the Carrier information and enter the plan details.

When you apply secondary benefits under this plan, you will be prompted to enter specific allowances, co-pays, etc manually.

TOP

Patient Notes

Add Notes within the Patient file

1. Access Patient.

2. Go to the Notes tab.

3. The white box at the top of the screen is used to enter any notes you want to keep about the patient and their order. Click on the button Add Note when you have completely typed it in.

4. Notes can be marked Urgent or Follow Up by clicking on the appropriate box to the right of the notes screen.

5. Urgent Notes will:

a. Create a banner that displays across the Profile screen identifying “This patient has a Urgent Note on file.”

b. Display a Red N icon on the Select Patient screen when the patient is being accessed.

6. Follow Up Notes will appear on the Patient Follow Up Notes Report.

Important:

- Once the note is Saved, it will track who wrote the note, the date it was written, and whether it was an Urgent Note or a Follow Up note.

- Notes cannot be deleted or changed. The only modification to a note that can be performed, is that you can remove the Urgent Flag or the Follow Up Flag.

- When changes are made within the system, system notes are created behind the scenes. This is done to ensure there is a tracking of all system activity.

Editing a Note to Remove or Add Urgent or Follow Up Flag

1. Find the note at the bottom of the Patients Notes screen.

2. Click on Edit found on the right side of the Note. This will give you access to the Urgent and Follow Up Note.

3. Uncheck (or check) the Urgent or Follow Up flag.

4. Click on Update to save the change.

Searching for Notes previously entered

Underneath the white box on the Notes screen, are various items that can be used to narrow down the display of Notes in the Patient File.

You can search by:

- Employee that wrote the Note

- Date range the Note was written

- Type of Note

- Urgent Note

- Follow Up Note

- Whether you wish to include System Notes

Populate the search criteria you wish to use, and click on the Search button. Only the Notes that fit the search criteria will be displayed.

Printing Notes

The printer icon on the Notes screen will generate a report that can be printed for any display of Patient

Notes.

Billing Notes

The Billing Department has the ability to enter Notes from the Billing System that will appear in the Patient Notes screen.

They can also flag the Note as an Urgent Note or as a Follow Up note.

TOP

Payments – Make Payment screen

To pay off a balance in the AcuityLogic system:

1. Access Patient

2. Go to Orders.

3. The patient’s balance will display at the top in the Balance field and next to each order in the Balance column.

4. Click on the Make Payment button.

5. The orders with a balance will display in the Make Payment screen. If there is more than one order, you can control which orders you are applying a payment to by unchecking or checking the check boxes to the left side of each order.

6. Enter the amount that is being paid in the box in the Pay column for each order you are paying.

7. Once all Pay amounts have been entered, click on the Add Payment button.

8. The amount box will display the total payment amount. If you are splitting payment types, change this amount to the amount to be applied to the first payment type. If you are not splitting payment types, go to the next step.

9. Pick the Payment Type

10. Click OK. (If the payment types are being split, you must enter the amount of the next payment and click on the payment type as prompted.)

11. Once the payment type is entered, click on Save to process the payment.

Based on the payment type you selected, the system will perform the following actions:

Cash If the payment was in cash, a Cash Calculator screen will display. This

screen can be used if you want to enter the face value of the cash

presented, so that the system can calculate the change to be given.

Click Close after the change amount is displayed OR if you do not want

to use the Cash Calculator screen.

Check No special action

Credit Card When paying in credit card, the system will prompt for a Credit Card

Number and Expiration Date. These fields can be populated by

Swiping the credit card on the keyboard, or manually entering the

Information.

Once the information is entered and the sale is saved, the system will

Use the internet to validate the credit card and process the transaction.

When the credit card is authorized, the receipt will generate. If the credit

card is declined, the user will receive a message giving the reason for

the decline.

TOP

Paperwork – Reprinting Receipts and Lab Orders

Printing Customer Paperwork

Receipts and Lab orders can always be reprinted.

Receipts: Printed from Patient Transaction Tab

Lab Orders Printed from Patient Orders Tab

TOP

Passwords

The first time you access the program, everyone’s password is ‘start123’. When you use this password, it will prompt you to establish your own password:

- Passwords should be at least 3-4 characters.

- Passwords are case sensitive.

- If a user forgets their password, only a Manager can reset it. (See section titled Management Functions.) It will reset back to ‘start123’. Employee will then be able to change it as described above.

TOP

Repairs

Entering a Repair transaction will depend on what is needed in doing the repair.

Lab Order: If the repair requires something to be made or supplied by the lab (for example, A new frame), create a Lab Order and price accordingly.

Service: If you performed a service to do the repair (for example, restringing the eyewear), simply charge the Repair Fee by Clicking on the Exam/Miscellaneous Sale button and selling a Repair Fee (found under Repairs).

TOP

Remakes

Remakes – Original Order in AcuityLogic POS

To enter a remake on an order that was originally entered in the AcuityLogic POS system:

Access patient

2. If Rx has changed, enter new Rx into Rx tab

3. Go to orders

4. Click on Actions

5. Click Remake

6. As prompted, enter reason for remake and ensure that check boxes are displayed on the items that will be remade by lab. (For ex: if making lenses and coatings only, uncheck the frame box)

7. Click on “Remake Order”

8. The system will give you a copy of the original order.

9. Make necessary changes for the remake order.

10. On summary screen, enter any additional information for lab regarding remake

11. Click “Complete order to pricing”

12. System will display box for you to confirm reason for remake, and items to be made at the lab.

13. Save

15. As you enter the Pricing screen, the system will compare the new order to the original order. If the product on the order is the same, the system will display a message that the items on the order are the same and that the pricing from the original order will copy over.

16 If the product on the order is NOT the same as it was on the original order the system will display a message that the product is different, and that you have to reapply the pricing. Re-apply any discounts and insurance that was on the original order

17. Once the order has been re-priced, Save the order.

If remake is for lesser item, and you wish to retain monies paid on original order, use Custom Remake Fee (found under miscellaneous fees) to retain additional monies. Save Pricing, Invoice order and apply customer credit.

If remake is for lesser item, and you wish to refund patient difference, Save Pricing, Invoice order and apply customer credit. For any monies left in the Credit, you can refund to patient, or apply to additional orders.

If remake is for amount greater than original order, Save Pricing, Invoice order and apply customer credit. Any remaining balance can be collected now, or when patient picks up their order.

Remakes – Original Order is in Old POS

Refer to the Old POS system to determine how much your patient paid out of pocket for just the product purchased.
Perform an Old System Return for the amount of the amount paid on the original order for product. Return by cash. The amount will go into Credit.
Write up the new Lab order for the Product that is needed. Use the same Order
Type as used on Original order. (If order was originally for a complete pair, new order should be for a complete pair).
On the Summary screen, use the Lab to Make boxes to identify the items to be made. Only the items being made should be checked.
Use Lab Notes field to identify order as a remake, and reason for remake.
Complete order to Pricing.
On Pricing screen discount order to what patient should pay. Use discount Reason “Old System Remake.”
Generate invoice and apply credit payment to pay order.
If patient needs to pay more (product change – increase in price), collect the difference.

TOP

Reports

There are a number of reports on the AcuityLogic POS system. To run a report:

1. Click on the Report button on the left side of the screen

2. In the Select Report prompt, use the drop down menu to select the report you wish to generate

3. As prompted, populate any other necessary fields and then click on the Generate Report button to create the report.

4. Export the report to a PDF file to print it.

5. Reports can also be exported to Excel.

Daily Transaction Sales Report

This report provides a detailed listing of every transaction for the date selected. For each sales transaction, it shows the breakdown from Retail amounts, discounts, insurance allowances, copays, insurance receivables to the Net Sale calculation.

This report can only be generated for one day at a time.

Daily Transaction Payment Report

This report provides a detail listing of all the payments entered for the date selected and is an excellent tool to use if there is an overage or shortage for the day on the Daily Closing. The entries are sorted by the type of payment. Refunds are included as well. Totals are given for each payment type.

This report can only be generated for one day at a time.

Monthly Sales Report

This report provides detail for each day of the month, showing total retail sales, discounts, allowances, co-pays, customer pay, insurance receivables, net sale and tax.

It should be ran from the first day of the month to the last day of the month to capture complete sales information for the month.

WIP (Work in Progress)

Run this report to show all orders in the system within a selected date range and with a selected order status. You can use multiple order status’s in the report query.

Daily Store Flash

This report provides a summary of sales detail for the selected time period by product type. It can be generated for one day, or multiple days. It provides a breakdown of retail sales, discounts, insurance allowances, copays, tax, customer responsibility, insurance receivables and net sales.

Daily Employee Flash Sales

This report provides a summary of sales detail for the selected time period by product type for a selected employee. It can be generated for one day, or multiple days. It provides a breakdown of retail sales, discounts, insurance allowances, copays, tax, customer responsibility, insurance receivables and net sales.

Store Sales by Hour

This report provides a breakdown of sales by hour for each hour the store is opened. This report can be ran for one day or for a week.

Accounts Receivable Aging Report

This report provides a detailed list of patients that have a balance. You can generate the report for all receivables, or for one aging period. The list will identify patient name, phone number, order number, original sale amount, amount paid, current balance and percentage paid.

Outstanding Credit Balance Report

This report does not utilize a search by date. It simply identifies any patient that has an existing credit balance in their file and is a useful tool to ensure that there is no outstanding credits within a patient file.

Patient Follow Up Notes

This report does not utilize a search by date. It searches for any patient that has a “Follow Up Note” within the Notes screen of their file. Once a user follows up on any patient note, and removes the Follow Up Note flag, the note will no longer appear on this report.

Item Sales Report

This report can be generated by date range to identify the sales numbers for a particular item or for a particular group of items.

Transaction by Insurance

This report can be generated by insurance company by a date or date range to list all the patients that had sales with that insurance plan for the time period selected.

Lab Order Status Report

This report provides a list of jobs at a particular station in the lab by date range.

TOP

Returns / Refunds

To return/refund an order:

Access patient
Go to their order tab.
Identify the order to be returned
Click on Actions
Click on Return
The system will display the Return screen.
You can select to do a Full Return, a Full without Exam return, or a Partial Return by Return individual item(s) on the order.
Select the type of Return. Based on the selections, the items will be shown in the Return section at the bottom of the screen.
Choose Save to continue with the Return. Choose Cancel to abort the return.
If you chose to continue, the system will display a screen to confirm the order number selected for Return, and the amount to be Refunded.
You will be prompted to enter a reason for the return.
After choosing the reason for Return, select the Refund button to continue with Refunding the monies to the patient. Click on the Credit button to place the money into Credit to be later applied to another order.
If you chose to continue with the refund, the system will take you to a Payment Refund screen.
All payment types used originally will appear as options for the refund, in addition to a Mail Check.
Click on Edit next to the payment type(s) you wish to use for the refund.
In the Amount box, ensure the amount to be refunded by that payment type is entered. Click on Ok.
Repeat for any other payment types that are to be used for refund.
Click on Save.
A transaction document will display.

Credit Refund

To process a refund of any monies remaining in the patient’s credit:

Access Patient
Go to their Order tab.
Click on the Customer Credit button
Click on the Refund Customer Credit button
The system will prompt “Are you sure you want to refund $x.xx from customer credit?”
Click Refund to continue with Refund. Click Cancel to cancel Refund.
If you click on Refund, the system will take you to a Payment Refund screen.
All payment types used originally will appear as options for the refund, in addition to a Mail Check.
Click on Edit next to the payment type(s) you wish to use for the refund.
In the Amount box, ensure the amount to be refunded by that payment type is entered. Click on Ok.
Repeat for any other payment types that are to be used for refund.
Click on Save.

13. A transaction document will display.

TOP

Sales Adjustments

A Sales Adjustment is a discount after the sale. Examples include:

- A coupon presented by the patient after the order was processed

- A customer service discount after the order was processed.

The Sales Adjustment allows you to enter a discount to the order. If the order has not been paid off, the adjustment will simply adjust the remaining balance. If the order was paid off, the adjustment will be treated like a refund to the patient.

To process a Sales Adjustment:

1. Access patient file.

2. Go to Orders Tab.

3. Identify order to be adjusted.

4. Click on Actions.

5. Click on Adjust.

6. The system will prompt for the amount of the adjustment. Enter the amount.

7. The system will prompt for a reason for the adjustment. Pick from the drop down menu.

8. Click on Adjust to proceed with the adjustment. Click on Cancel to cancel the adjustment.

9. If you click on Adjust to proceed, and there is still a balance on the order, the system will perform the adjustment and display a receipt for the adjustment.

10. If you click on Adjust to proceed, and the order was originally paid in full, a new screen will display with a message “The adjustment will require $XX.XX to be refunded to the patient. How should the money be refunded?” Options are to place the money into Credit or Refund it to the patient.

11. To place the money into Credit, click on the Credit button. A transaction receipt will display. The money is now in the Credit.

12. To refund the money, click on Refund. The Payment Refund screen will display. The method(s) of payment originally used will be options for the refund, as well as a Mail Check.

13. Click on Edit for each payment type you wish to refund by. Enter the amount of the refund for each type, as prompted.

14. Save the Refund.

15. A transaction receipt will display.

TOP

Transactions

The transaction tab provides a breakdown of each transaction the patient has made. Specific inquiries can be made on each transaction by clicking on the blue hyperlink for the transaction number and the order number.

Printing Receipts

Additional copies of transaction receipts can be printed from the Transaction tab.

Miscellaneous Payments

A Miscellaneous Payment is when you wish to enter a payment into the system but there is no balance to pay. Reasons for Miscellaneous Payments:

- NSF Checks

- Insurance Rejections

- Collections

- Old System Balance

To enter the Miscellaneous Payment:

1. Access patient’s file

2. Go to the patient’s order screen

3. Click on the patient’s transaction tab

4. Click on the Add Miscellaneous Payment button.

5. Enter the reason for the Miscellaneous Payment.

6. Enter the original order number.

7. Enter the Store number.

8. Click on Add Payment.

9. Click on Payment Type.

10. If payment is by credit card, swipe the credit card or enter the numbers as prompted.

11. Click on OK

12. Click on Save.

Old System Return

The Old System Return is used to return any monies paid on an order on the Old POS System. It is also used in the process of entering a Remake from the Old POS system

To enter an Old System Return:

Access Patient
Go to their Orders Tab
Go to their Transaction Tab
Click on Old System Return
Enter original order number as prompted.
Enter original office number as prompted.
Click on the Add Payment button.
In the Amount field, enter the amount to be returned. Only enter the amount for any money paid on the original order.
Select the payment type to use for the Return.
If use a Credit Card as the payment type, enter credit card information as prompted.
Save the transaction.
The money is placed into the Customer’s credit. From here it can be refunded or re-applied to another order.

Customer Transaction Report

From the Transaction tab, you can print a detailed report of all Customer Transactions:

1. Click on Generate Report to display the detailed report.

TOP

Tax on an Item / Tax Exempt

Tax for your area is entered in the Admin side of the system by product type. However, sometimes it becomes necessary to make a sale Tax Exempt.

To turn tax off on a transaction:

1. On Payment screen, locate the blue tax field for each line.

2. Click on the computed tax total.

3. You will see a prompt for the tax rate.

4. Change the tax rate to 0 to make the order non-taxable.

5. Continue with the transaction following normal procedures.

TOP

Voiding an Order

Only orders that have not been sent to a lab yet for processing may be voided. These are orders that reflect an Order Status of “Ready”. The Void process will stop the order from being sent to the lab for processing.

To Void an order:

1. Access Patients file.

2. Go to their Order screen.

3. Identify the order to be voided.

4. Click on Actions.

5. Click on Void.

6. The system will prompt for a reason for the Void. Select the reason.

7. Decide if you will be refunding the money out of the system, or placing the money into Credit to be applied to another order. Click on the Refund button to begin a customer refund. Click on the Credit button to place the monies into credit.

8. If you elect to Refund the money to the patient, you will be taken to a Payment Refund screen. All payment types originally applied to the order will be displayed, as well as a Mail Check. Click on the Edit button on the line(s) representing how you wish to process the Refund. When you click on Edit, you can enter the amount you wish to return by that payment type. Repeat this process for any payment types that will be part of this return. Save the Refund. A refund document will display for printing.

9. If you elect to put the monies paid originally into Credit, a document will display for printing showing the transaction.

10. As the void is completed, the system will update the Invoice Status to ‘Void’ and the Order Status to ‘Cancelled’.

TOP

WIP (Work In Progress)

Receive - Updating the Status of the Order to Received

Orders can be marked “Received” (from the lab) a number of ways.

1. Scanning the ‘Receive’ bar code on the lab printout into the WIP screen. This allows you to update the status of multiple jobs in a timely manner.

a. Click on the WIP button

b. Enter name and password as prompted.

c. The system will display the Bar Code tab and will prompt for Order Number.

d. Scan in the ‘Receive’ Bar Code when prompted for Order number.

e. This will update the status of that order to Receive.

f. Repeat process for all orders to be Received.

2. Manually enter the order Number into the WIP screen.

a. Click on the WIP button.

b. Enter name and password as prompted.

c. The system will display the Bar Code Tab. Click on the Batch tab.

d. From the Action window, select Receive.

e. The system will prompt for an Order Number. Manually key the order number for the order being received.

f. Click on Perform.

g. The system will display the new status of the order if the update was successful.

h. Repeat process for all orders Received.

3. Update the status to Receive through the Patient’s Order screen.

a. Access the Patients file.

b. Go to their Order screen.

c. Identify the order that needs to be Received.

d. Click on Actions.

e. Click on Receive.

f. The system will prompt “Are you sure you want to receive order #XXXX?”

g. Click on Receive to receive the order. Click on Cancel to exit the screen and abort the receiving process.

Notify - Updating the Order Status on the Job to Notify

Once you have notified your patient that their order is ready to be picked up, the status of the order should be updated to Notified. Orders can be marked Notified a number of different ways:

1. Scanning the ‘Notify’ bar code on the lab printout into the WIP screen. This allows you to update the status of multiple jobs in a timely manner.

a. Click on the WIP button

b. Enter name and password as prompted.

c. The system will display the Bar Code tab and will prompt for Order Number.

d. Scan in the ‘Notify’ Bar Code when prompted for Order number.

e. This will update the status of that order to Notified.

f. Repeat process for all orders to be marked Notified.

2. Manually enter the order Number into the WIP screen.

a. Click on the WIP button.

b. Enter name and password as prompted.

c. The system will display the Bar Code Tab. Click on the Batch tab.

d. From the Action window, select Notify.

e. The system will prompt for an Order Number. Manually key the order number for the order being received.

f. Click on Perform.

g. The system will display the new status of the order if the update was successful.

h. Repeat process for all orders to be marked Notified.

3. Update the status to Notified through the Patient’s Order screen.

a. Access the Patients file.

b. Go to their Order screen.

c. Identify the order that needs to be marked Notified.

d. Click on Actions.

e. Click on Notify.

f. The system will prompt “Are you sure you want to receive order #XXXX?”

g. Click on Notify to receive the order. Click on Cancel to exit the screen and abort the Updating process.

©AcuityLogic™

www.acuitylogic.com | phone: 734-779-0709 | fax: 734-779-0708