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

(1)

E-Z Frame Users Guide

For E-Z Frame Versions 3.0.1.0 and Higher

(2)

Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious, unless otherwise noted. No part of the document may be reproduced or transmitted in any form without the express written consent of First Insight

Corporation.

The software programs described in this document are confidential and proprietary products of First Insight Corporation or its licensors. Other product and company names listed may be the trademarks of their respective owners.

First Insight®_Corporation 22867 NW Bennett Street, Suite 200

Hillsboro, OR 97124

www.ezframe.com Customer Support: 800.920.1940

(3)

Starting the E-Z Frame Platinum Edition

1. Click the Start button on the Task Bar. 2. Click the Programs menu item.

3. Click the E-Z Frame Platinum Edition entry in the Programs menu.

4. Click the E-Z Frame Platinum Edition entry in the E-Z Frame Platinum Edition menu.

Logging into E-Z Frame for the First Time

When you start E-Z Frame for the first time, the following User Login screen will appear. Enter your User Name and Password to login.

Once E-Z Frame is setup, the employees and providers (doctors) in your practice will login as themselves with their own individual passwords.

How to Reach E-Z Frame Customer Support

Available Monday-Friday | 5:00 am to 5:00 pm, Pacific Time

 Telephone: 800.920.1940, Option 4

 Live Online Support: www.ezframe.com

(6)

Getting Started

Customize Your Program

1. Select Configure then Application from the Overview menu.

Practice Profile

(7)

Environment Selection

Select or de-select the functions you do or do not want to use. Environments not selected will not appear in the Overview menu.

Select the environments you wish to utilize by placing an “X” in the corresponding box. Those environments that are not selected will not appear in the Overview menu.

Quicklist Selection

Select or de-select those functions you do or do not want to appear on the Overview screen. Select the functions want to appear in the Overview screen by placing an “X” in the

(8)

Example: Today’s Appointments will display a list of the appointments scheduled for the day. Patient Quicklist will display a list of the most recently accessed records. You may double-click on a name displayed in these lists and the program will bring you to the patient’s record.

Patient Recalls

The patient recall count refers to the number of consecutive periods a patient is selected for recall.

For example, Jane Doe is set to be recalled in September 2013. Her exam recall count is set to 3, which means that Jane’s record will be selected for recall in August, September and October. This feature will allow patients to be recalled up to a maximum of three consecutive months— the month prior to, the selected month, and the month after their selected recall date. The patient will be selected for recall until their record has been updated by the user or the recall count has expired.

The number determines the number of consecutive times a patient is to be recalled. For example:

3 = patient will be recalled the month prior to, the selected month, and the month after their selected recall date. 2 = patient will be recalled the selected month and the month after their selected recall date.

(9)

Patient Default Settings

E-Z Frame will include default settings for all new patient records entered. For example, if you select “Send Statements”, all new records entered will be selected to receive a statement by default. Place an “X” in the corresponding box to set your Patient Default Settings.

Insurance Configuration

Use the Insurance Configuration section to determine whether your office supports Eyemed subscriptions and HCFA one-line entry for lenses. Place an “X” in the corresponding box to setup your insurance configurations.

System Configuration

(10)

Practice Information

1. From the Overview menu, select Configure then Practice Info.

(11)

Entering Your Providers

1. From the Overview menu, select Configure then Providers.

2. Choose “Add a New Provider” from the menu bar.

3. You must enter a record for each Provider in your office. The information you will enter is Provider specific and will carry over to the HCFA form as well as the Appointment Schedule. Use “Schedule Exceptions” to block out day/hours when the doctor is not available.

(12)

Entering Your Employees

1. From the Overview menu, select Configure then Employees.

2. Choose “Add a New Employee” from the menu bar.

3. You must enter a record for each employee in your office. Assign each employee a unique User Name and Password which they will use to login to E-Z Frame. The User Role is

(13)

Defining User Roles

The User Roles and their Permissions are defined as follows:

 Full Access: the user will have full access to the specified section

 Read Only: the user will have read only access, meaning they will have access to the

information but will not be able to modify/change it in anyway

 Hidden: the user will not be able to view the specified section

NOTE: The default E-Z Frame User Account cannot be deleted and the User Name cannot be modified. However, it is recommended that you change the password. This account is automatically given Full Access permission to the entire program.

Configuring Lens Pricing

One of the more convenient features of E-Z Frame is the ability to automatically calculate the price of an Rx on the fee slip as the Rx is being entered.

For items such as frames, contact lenses, professional services, and lab services, the price used at point of sale is the price that was entered for that item in the Retail Price field.

In many cases, however, spectacle lens pricing (either for your practice or from your lab) is based on the Patient’s specific Rx and the lens material prescribed. In E-Z Frame, this is referred to as Lens Pricing.

(14)

1. Select the “Lens Pricing” option from the Overview menu.

2. Select a Lens Type. For each lens type you must designate your price ranges. This should be based on your most inexpensive lens. You must also specify negative ranges in addition to positive ranges.

(15)

4. To enter and begin pricing your lens styles, select Inventory from the Overview menu to enter data.

5. Choose Add a New Item from the menu bar.

(16)

(17)

Adding Services/Add-Ons

Services and Add-On charges are maintained separately from Inventory Items in the E-Z Frame Platinum Edition.

These services include, but are not limited to, exams, fittings, special medical procedures, etc. Add- On charges may include tints, coatings, facets or special decorations.

1. Select Add a New Service/Add-on.

(18)

3. Enter the SKU, Description and any other relevant information for this service, then click Save.

(19)

Adding an Item to Inventory

1. To add or update an item in Inventory, select Inventory from the Overview menu.

2. Select Add a New Item.

(20)

4. Enter the frame information and click Save.

5. To edit an existing inventory item, double-click on the item in the Inventory List or highlight the item and select Details from the menu bar.

6. To place a stock order for a selected item, select Place a Stock Order from the menu bar.

(21)

7. The following window will appear.

8. Select Yes and a confirmation window will appear. Click OK.

9. To view the Stock Order you just created, click View Stock Order in the Stock Orders window or double-click on the selected Stock Order.

(22)

11. To edit the information in the Order Detail window, click Edit. Once you have made the necessary changes, click Save to save your information.

(23)

(24)

Printing Barcodes

To print a bar code label for an item, select Print Barcode from the menu bar in Inventory.

NOTE: The list of items to print barcode labels for will appear in this box. You may choose to print any number of labels at one time. Select the starting position for

printing the labels by clicking on the appropriate box. Click Print Barcode Labels to begin printing.

(25)

Introduction to Patient Records

In this section, we will discuss the basics of managing your patient records, including:

 Adding new patients

 Locating patients

 Entering and updating

 Patient demographics

 Patient personal information

 Patient recall information

 Patient Guarantor

Accessing and Adding Patient Records

(26)

1. Choose Add a New Patient from the menu bar.

2. The only fields required when adding a patient to E-Z Frame are the patient’s first name, last name and guarantor information. Any remaining information can be completed later.

3. All information pertaining to a patient is now entered on one screen. There are also sub-windows within the patient record that will display the following information: Insurance policies, Prescriptions, Office Visits, Lab Orders and Lifestyles.

(27)

For Example: You may add a prescription from the Patient Record screen without going through the Overview menu. Once the patient record is saved, simply open the Prescription sub-window and click Add.

5. To enter Patient Recall and Office information, click the Office tab. This will also show patient and insurance balances due. Click on the appropriate tabs to access patient related data. Double click on a line to view the insurance policy information. Click on the + sign to open a window.

(28)

7. To enter patient referral information, click the Referral tab.

(29)

Adding Referring Physicians

1. Edit any Patient Record.

2. Click the Referral tab and select Physician as the Referral Type. 3. Click Find Referring Physician.

4. Click the Add New button.

(30)

6. Once you click the Save button, the data will be saved and the List and Cancel buttons will be enabled.

7. Once you click the List or Cancel buttons, you will be taken to the list view of the Referral Physician where you can view a list of all referral physicians.

8. To edit a Referral Physician, select the referral physician and click the Edit button. 9. Update the data and click the Save button to save the data.

(31)

11. Once you click the Cancel button, the following message will appear:

12. If you click the Yes button, you will stay on the Edit mode for the Referral Physician with the changes you made to the data.

13. If you click the No button, the changes will not be saved and you will be directed to the list view of the Referral Physician.

14. Once you click the Save button, the data will be saved and the Delete, List and Cancel buttons will be enabled.

(32)

16. The main menu options, which are Select and Cancel, will be enabled when you have completed editing the Referral Physician. If you are in the editing mode, and you click on the Select option, the following message will appear.

17. Once you click Cancel, the entire form will be cancelled and you will be directed to the patient’s form.

(33)

Introduction to Appointments

In this section, we will discuss how to use the Appointment Schedule to manage your patient appointments, such as:

 Configuring the appointment scheduler for your practice

 Appointment conflicts - overbooking

 Scheduling an appointment

Configuring the Appointment Scheduler

E-Z Frame’s Appointment Scheduler must be configured for your practice prior to use and setup the following items:

 Appointment time intervals

 Appointment reasons

 Examination rooms

(34)

Setting Appointment Time Intervals

An appointment interval is a block of time used to display scheduled appointments. You may set the appointment intervals for the on-screen display of the schedule as well as the printed

appointment schedule.

To set the appointment interval for the on-screen display and for the printer, select the appropriate entries from the Time Interval list. You may also select the default views for the appointment schedule by selecting Daily/Weekly/Monthly and Dr./Room from the Default View list. You may switch these default views at any time.

Appointment Overbooking

You can schedule overlapping appointments, schedule appointments beyond normal business hours or schedule appointments beyond the practitioner’s hours. These options are set in the Overbooking section of the Preferences window.

1. Choose whether or not to display appointment status color on your schedule.

(35)

3. There are other options that you can set to display by default on the appointment schedule.

4. Now select which Providers and Exam Rooms to display on the schedule.

(36)

Configuring Your Appointment Schedule

1. Click Configure on the Appointments menu bar.

2. Click Add Item to add an Appointment Reason or an Appointment Cancel Reason to the reference list.

3. Click Add Exam Room from the menu bar.

(37)

Scheduling an Appointment

1. Double-click on the desired time slot on the Appointment Schedule. The following window appears. Add a new appointment reason and duration.

2. Click Find Patient to choose an existing patient, or type in a new patient’s name. NOTE: The patient does NOT have to be an existing patient in order to schedule an appointment. You will have to create a record for them at a later time.

3. Click Next Available to find the next available appointment for any given provider.

4. Click Find Next to find the next available appointment. Provider and Length of the

appointment are required fields.

(38)

Office Visits

Office Visits allow you to track specific diagnosis and procedures for your patients on a specific day. You will be able to assign and keep track of diagnostic and procedure codes for every visit. In addition, you will ensure that the visit has proper insurance authorization, saving you time at the point of sale.

Every time you schedule an appointment in E-Z Frame, an Office Visit is created. To view the office visit, go to the Patient Record screen.

(39)

NOTE: Once your appointment has been scheduled, you can view or edit the Office Visit. The date/time, Provider, Status and Insurance Policy will all carry over from the appointment. Now, you can add Procedure and Diagnosis Codes by selecting “add” on the menu bar.

To ensure proper pricing for insurance, make sure the checkboxes in Insurance Authorization are checked. Save the record once completed.

(40)

Entering Prescriptions

Before we explain how to enter and update a patient’s Rx information, let’s look at an alternate way to navigate to the Patient Rx screen. You may access the Patient Rx from the Overview menu or from the Prescriptions sub-window within the Patient Records section.

In this section, we will discuss how to enter and update Rx information for your patients, including:

• Accessing Patient Rx Information • Rx Types

• Spectacle Rx entry • Item Selection • Automatic Rx Pricing • Printing a lab order

(41)

Configuring Your Prescriptions

Click Add Item to configure your prescription reference lists.

Accessing Patient Rx Information

Patient Rx information can be accessed through Patient Records or the Overview menu. 1. Click Add a New Prescription.

(42)

Adding a Spectacle RX

1. After the patient name is selected, choose the Prescription Type.

2. Choose the Rx Type and click Select.

(43)

4. Once the data is entered, save the prescription and you can continue to create a lab order. To do so, select Create Lab Order.

5. To enter a prescription for another patient, select List and select Add a New Prescription.

Adding a Contact Lens Rx

(44)

2. Enter the Patient’s prescription and Visual Acuity. Click Save.

3. Click to view all Lab Orders associated with this Rx. Choose the Rx Type.

4. Once the record is complete you can continue and create a lab order. To do so, click Create Lab Order.

(45)

6. Once the Lab Order is created, the following options appear on the menu bar:

• Copy: Creates another Lab Order identical to the current one. • View Patient: Jumps to the Patient’s Record.

• Rx Order: Prints an Rx Order form. • Tray Slip: Prints a Tray Slip.

• Generate Sale: Allows you to select from the patient’s previous Lab Orders for which to generate a sale.

• Auto Price: Verify prices for the Lab Order based on the patient’s insurance and Lens Pricing before generating a sale.

Prices are calculated based on the Insurance Policy setup in the patient’s record and the prices entered in the Lens Pricing Utility.

(46)

8. Select the corresponding Lab Order on the Sale Detail window (it will automatically default to the current Lab Order). Click there to search for an item in Inventory OR enter an existing SKU. These prices are calculated based on the Insurance Policy setup in the patient’s record and the prices entered in the Lens Pricing Utility.

9. Enter any insurance authorization codes.

10. Select the insurance policy from the drop-down list that will be assigned to the sale in progress Items from Lab Order. Click to view Patient Information. Click to enter the Patient Diagnosis for this sale.

11. Once you have selected the Lab Order and entered the appropriate insurance information, click Continue. The Rx Sale screen will appear.

(47)

 1 = Add Item: To add an item that is not in inventory or to enter in an existing SKU, choose Add Item.

 2 = Item Selection: To add an item directly from the inventory section, choose Item

Selection.

 3 = Line Items: These are the line items that are carried from Lab Order.

 4 = Patient Info: Click the Patient Info tab to view the patient demographic information.

 5 = Diagnosis: If a Diagnosis Code already exists, it can be viewed under the Diagnosis

tab. Also, you can enter the new Diagnosis codes as required.

Entering Diagnosis Codes at Point of Sale

1. To enter diagnosis codes at the point of sale, select Diagnosis from the menu bar in the sale screen. This will display a list of all Lab Orders for the patient.

(48)

(49)

4. Once a diagnosis is saved, it will appear in the list above. To return to the sale in progress, select Invoice Detail from the menu bar.

5. After you have entered all the information for the sale, select Complete Sale.

(50)

7. To complete the sale without making a payment, select Complete Transaction. To receive payment, select the appropriate tender type under Method of Payment.

(51)

10. Add the amount to be received and click on Update Payment Amount OR click on Auto Apply to automatically calculate the amount received.

(52)

12. To complete the sale, select Complete Sale. The Invoice Detail screen will appear.

13. Click the Patient Ledger to view the Patient Ledger. Click on the Invoice Details, Patient Info, Practice Info and Diagnosis tabs below to view the respective information.

(53)

Quick Sale vs. Rx Sale

A Quick Sale is designed for use with non-patients and can be accessed directly from the Overview menu.

For example, let’s say the customer, who is not a patient in your office, wishes to purchase a pair of non-prescription sunglasses or some saline solution. You can complete this sale without

creating a Patient Record.

(54)

2. When you are finished entering the items for this sale, select Complete Sale.

(55)

(56)

5. To complete the sale, select Complete Transaction in the Receive Payment window. The Invoice Detail screen appears.

6. Click on any one of the line items in the sale to see the detailed information.

7. If you need to reference this or any completed Quick Sale invoices, select Past Invoices from the Sales menu. To locate your invoice, use the Advanced Search utility. After entering your criteria, click Execute.

(57)

Processing a Refund

A Return or Refund can be processed from both the Sales and Ledger environments. All Quick Sale Refunds must be processed within the Sales environment as no patient information is associated with this type of transaction.

Processing a Quick Sale Refund

1. Select Refund/Returns from the menu bar in the Sale screen.

2. Double-click on the appropriate invoice or highlight your selection. Select Continue.

(58)

4. Select Yes to complete the return.

5. Select the refund method and click Continue.

6. Once the refund has been processed, the following message box appears.

(59)

Processing a Return/Refund from the Ledger Environment

There are two typical Return/Refund scenarios.

Scenario #1: Two-item purchase with no payment applied

1. To apply a Refund/Return to a sale with no payment, highlight the invoice. Select Refund/Return.

2. Set the Qty to Return, Qty to Restock, Value and Reason. Select Continue.

(60)

4. Once the return has been processed, the following message box appears.

Scenario #2: Two-item purchase with payment applied

1. To apply a Refund/Return to a sale with a payment, highlight the invoice and select Refund/Return.

(61)

3. Select Yes to complete the return.

4. Select the refund method and click Continue.

5. Once the refund has been processed, the following message box appears.

(62)

Setting Up Insurance and Third Party Vision Care Plans

E-Z Frame helps you manage your insurance and third party vision care plans. Not only are your insurance receivables tracked in detail for each plan and each patient, but insurance

reimbursements are automatically calculated for each item at point of sale. Additionally, E-Z Frame automatically generates the HCFA-1500 insurance claim form for your third party vision care claims.

The first step in enabling E-Z Frame to help you manage your third party plans is setting up your insurance companies and reimbursement schedules in E-Z Frame.

In this section, we will discuss how insurance reimbursements are calculated in E-Z Frame and how to set up your insurance plans and price lists (reimbursement schedules).

Insurance Companies and Policies

E-Z Frame refers to each third party vision care plan that you support as an Insurance Plan. Each Insurance Plan belongs to an Insurance Company. You may assign multiple Insurance Policies plans to Insurance Company.

For instance, your practice may support multiple vision care plans for American Staff Resources: LVCMS-level 2 and LVCMS-level 3. In E-Z Frame, you would enter “American Staff Resources” as the insurance company and “LVCMS-level 2” and “LVCMS-level 3” as the insurance plans.

Entering Insurance Information

(63)

2. Click Add a New Insurance Company.

3. Enter Insurance Company information. Click Save.

(64)

5. The Plan: Term window is comprised of general information pertaining to the plan, as well as detailed information regarding the Benefit Description. Enter the general plan information then proceed to Step 1 as listed below.

NOTE: E-Z Frame Platinum allows the user to define your plan benefits down to the line-item level. What this means is that you can set a co-payment, an insurance

(65)

Step 1: Select the Class, Type or Category of the Items to be Defined

1. Once you have expanded the group, click on the desired item you wish to define.

2. Click on the + or – sign to expand or collapse a specific group OR double-click on the name. This will activate Step 2 as listed below.

Step 2: Define Benefit for Your Selection

1. To define the benefit for all fashion frames, select Fashion Frames from the menu bar as shown in Step 1.

2. Add the following from the menu bar in Step 2. • Co-pay: Patients responsibility for this item

• Allow: Insurance pays up to this dollar amount but will not exceed • Percent: Insurance pays this percentage

• Cap: Maximum coverage allowed by insurance company

(66)

Step 3: Define Benefit Exceptions

This section allows you to define exceptions to the insurance coverage you have defined in Step 2. For example, you may have a few items that have slightly different coverage. These items can be defined here without having to create a separate plan.

1. Highlight the item you wish to exclude and click Add. The line item will turn green indicating that it has been selected.

(67)

Choosing Between Old and New CMS-1500 Forms

Depending on your insurance carrier, you can set preferences to use the "Old CMS HCFA Form" or create a new one. Preference can be set up per insurance carrier using the following option that is highlighted on the screenshot shown below.

1. By default 'Use Old CMS 1500 Form?' will be unchecked and while creating HCFAs, you will see the new CMS-1500 (version 2-12) forms.

2. If you want to create old CMS-1500 forms by default, check the checkbox for 'Use Old CMS 1500 Form?'

3. Once the information is complete, you must save the entire record.

Processing an Insurance Sale

An Insurance Sale is very similar to an Rx Sale or Quick Sale with the exception that you are choosing the Insurance Company in the Sale Detail window. The insurance plans must be set up within the patient’s record.

1. To setup an insurance plan, select Add from the Insurance Policies sub-window within Patient Records.

(68)

(69)

Generating an Insurance Sale

1. Select Generate Sale from the menu bar within the patient’s record or select Sales from the Overview menu.

2. Once you select the patient, choose the associated policy from the drop-down list within the Sale Detail window and select Continue.

NOTE: You will not be able to assign insurance to a sale after this step. It’s imperative that this information be entered at this point.

3. To enter the Patient Diagnosis for this sale, select Diagnosis from the menu bar in the sale window.

(70)

(71)

6. After you’ve entered the diagnosis codes, click Invoice Detail and proceed to enter the sale information.

(72)

(73)

8. Click Claims from the menu bar.

9. Select Add a New Insurance Claim.

10. The Select Invoice window is now displayed. The invoice from the sale that you have just completed will automatically appear as the first invoice in the list. If this is the invoice you would like to generate an insurance claim for, either double-click on the invoice in the list or highlight the line and click Continue.

11. You may also do a Quick Search by Last Name or Invoice Number.

(74)

13. If 'Use Old CMS Form?' is unchecked, the new CMS-1500 form (version 2-12) will be created. . Even if the checkbox for 'Use Old CMS Form?' is unchecked and you want to create an old CMS-1500 form, you can check the checkbox and proceed ahead.

(75)

15. All patient information entered in Patient Records will automatically be carried over to the form.

(76)

17. If 'Use Old CMS Form?' is checked, the old CMS-1500 form will be created. Even if the checkbox for 'Use Old CMS Form?' is unchecked and you want to create an old CMS-1500 form, you can check the checkbox and proceed ahead.

18. Select CMS 1500 on the next window and click Select.

(77)

(78)

22. To print the form select Print.

Saving HCFA Forms for Electronic Submission

1. Complete the HCFA form as stated in Adding a New Insurance Claim. When the form is complete, click Save.

2. Select Export from the menu bar to prepare the file for Electronic Processing.

(79)

Receiving an Insurance Payment

1. To receive an Insurance Payment, click on Insurance from the Overview menu.

2. Click on Payments from the menu bar.

3. Select the Using Claims radio button and choose the Insurance Company from the drop-down menu as highlighted below.

(80)

5. Select the claim you wish to make a payment against from the Select a Claim window, and distribute the payments in the window below. Select Save to continue.

6. The following message will appear when the payment has been applied successfully.

(81)

Accessing Patient Ledger

(82)

Assessing Finance Charges

1. Select Finance Charges from the menu bar in Ledger.

2. Set the Finance Charge Rate and the number of days to consider when calculating the average daily balance. Select Continue. For example, all invoices older than 30 days will be assessed an annual rate of 15% or 1.23% per month.

3. The following preview window will appear. Select Apply Finance Charges.

(83)

Reconciling Your Cash Drawer

As you record patient and insurance payments throughout the day, E-Z Frame keeps track of the payment types and calculates the amount that should be in your cash drawer. Periodically, as you make deposits and specify the amount and tender types of the deposit, E-Z Frame manages your cash drawer balance.

1. To reconcile your cash drawer for the day, select Cash Drawer from the menu bar in Ledger.

2. Next, enter your receipt totals for each tender type in the Actual column. It is important that you enter the actual amount excluding refunds, as you will be accounting for the refunds in the adjacent column.

3. The Starting Cash value represents your float, or the money you started with at the beginning of the business day. As you enter the values, the program will automatically recalculate the Computed amount (the dollar amount that E-Z Frame calculates) and the Difference (the difference between the Actual and the Computed amounts).

(84)

Marketing

Generating recalls and defining queries is performed through the Marketing section of the program. Click Marketing from the Overview menu to enter Marketing.

There are a number of pre-defined queries available for your selection. These include queries for recalls, Welcome letters, Thank You letters, etc.

1. To execute a pre-defined query, select Edit and enter the desired date range within the Query Criteria.

(85)

3. Once the query results are generated, the following screen appears. Select Print to print a listing of the results or select Save to save the results to a file. Once the results are saved to a file, you will be able to import them into Microsoft Word or an equivalent word processing software, to generate labels, letters etc.

(86)

5. The following confirmation window will appear once the file is saved. Select OK.

6. Select Close to close the Query Results window.

(87)

Printing Recalls

In this section, we will reference Microsoft Word to demonstrate printing recalls. To begin, open a new file in Microsoft Word and select Mailings from the main menu.

Step 1: Creating your Document

With Microsoft Word’s flexibility, you have the ability to create labels, letters or envelopes. As the steps are very similar, we will demonstrate the process of generating Mailing Labels. Please refer to Microsoft Word’s Help Files for additional instruction on letter and envelope generation. 1. Choose “Start Mail Merge -> Labels...”

(88)

Step 2: Retrieving Your Data Source

1. Select “Select Recipients -> Use Existing List” from the drop-down menu.

(89)

Step 3: Merging Your Data

1. To merge your data with the label document, select “Insert Merge Field” and choose the fields as required to print labels.

2. You can align the fields the way you want the printed data to appear.

(90)

(91)

Emailing Newsletters and Reminders to Patients

Another feature that is now available in E-Z Frame Platinum Edition (versions 2.0.9.5 and higher) is that you can now generate professional e-newsletters and send important reminders to your patients using First Insight's Optometry.net. Email informative newsletters and reminders about your services, products and promotions—save hundreds of dollars on printing and mailing costs.

You Must Subscribe to Optometry.net to Use This Feature

Before you can email e-newsletters and patient reminders, you must first subscribe to Optometry.net. Take advantage of a free 90-day trial period. Visit

www.optometry.net to register: http://www.optometry.net/join/. For more information, email

http://customer.first-insight.com/contact_form_EZ.asp.

Setup Optometry.Net Details

(92)

2. Make sure that the "Send E-Mail?" checkbox is checked on the patient record and the patient's email address is entered as shown below.

3. Click Marketing from the Overview menu to enter the Marketing section.

(93)

Sending E-Newsletters

1. Select General Letter and enter the search criteria under the Find Patient section. Click Find Patient.

2. A list of patients will be displayed.

3. Send Using Default Template: You can send an e-mail to the list of patients that populates and the email will be sent in the default format that is present at Optometry.net.

(94)

Sending Patient Reminders

1. Select an option that is available under Patient Reminders, depending on the type of reminder you want to send. For example, click Appointment, add the appointment date range in the "Appt Date From" section, then click Find.

2. A list of patients will be displayed.

3. Send Using Default Template: You can send an e-mail to the list of patients that polulates and the email will be sent in the default format that present at Optometry.net.

4. Enhance Using Optometry: This will open the default template that is available at Optometry.net and you can modify as per your requirements.

(95)

(96)

Managing Your Frames Data Inventory

Maintaining and managing the frame inventory is a very important component of a successful practice. The Frames Data SPEX UPC CD-ROM is available separately from Frames Data at www.framesdata.com. Before you can use Frames Data link, you must purchase the monthly Frames Data subscription from Frames Data.

Adding frames to your inventory, including entry of all of the collection, color, size and pricing fields can automatically be done using the Frames Data integration. This represents significant timesaving over manually entering and updating your frame inventory.

Importing Your Inventory with the Frames Data SPEX UPC CD-ROM

The following discussion assumes that you have installed the Frames Data SPEX CD-ROM on your system.

(97)

2. A dialog box will open. Browse the path for Frames Data CD. Browse the SPEXUPC folder and select DISK_DIR.UPC.

(98)

4. Select the frames to be imported in E-Z Frame and click the Import to Catalog button. This will import Frames Data to the catalog. SKU and FPC are new columns that were added to the Frames Data catalog.

5. The following status bar will be shown.

(99)

FRAMES Data Inventory

1. To import the Frames Data in Inventory, select the frames and click Import.

2. On the following window, click the Select button to choose the inventory category.

(100)

4. Choose the Vendor name from the drop-down and select Continue to import the selected frames into Inventory.

5. Choose Inventory from the Overview menu and the imported Frames Data will be listed as shown below.

6. Once the Frames Data is imported in inventory, it can be edited. Select the Frames Data and click the Details option.

7. Edit the record and update the data.

(101)

Integration and Supplemental Training Guides

E-Z Frame-Electronic Claims (EDI) Integration Guide

This guide explains how you can setup and use the E-Claims Integration module (commonly referred to as EDI or Electronic Data Interchange) within E-Z Frame. Once setup is complete, you can submit e-claims directly from E-Z Frame to the TriZetto Provider Solutions clearinghouse. IMPORTANT: Before you can submit claims to TriZetto Provider Solutions, you must first enroll with TriZetto Provider Solutions to select and signup for an e-claims package that best fits the needs of your office. The cost for submitting e-claims (per provider/per month) with TriZetto will be billed separately from any add-on module or annual support charges with First Insight.

Download E-Z Frame-E-Claims (EDI) Integration Guide

E-Z Frame-ParadEyes.com and VisionWeb Lab Integration Guide

This guide explains how you can setup and use the ParadEyes.com and VisionWeb spectacle ordering module within E-Z Frame Platinum. Once setup is complete, you can send lens or spectacle orders directly from E-Z Frame to your lab.

IMPORTANT: Before you can submit orders through VisionWeb labs, you must first purchase the E-Z Frame-VisionWeb Link from First Insight and register as a member with VisionWeb.

Download E-Z Frame-ParadEyes.com and VisionWeb Lab Integration Guide

Managing Diagnosis Codes in E-Z Frame Guide

This guide demonstrates how to add, edit, and delete diagnosis codes within E-Z Frame Platinum Edition version 3.0.1.0 and higher. The initial install of the E-Z Frame software will be complete with a base list of diagnosis codes to get you started. If you need to make any changes to this list you will have the ability to do so by following the steps in this guide.

Download Managing Diagnosis Codes in E-Z Frame Guide

E-Z Frame-ICD-10 Selection Tool Workflow Guide

This guide will review the functionality and workflow of the E-Z Frame-ICD Selection Tool.

Download E-Z Frame-ICD-10 Selection Tool Workflow Guide

Quick Reference Guide to Setting up the MaximEyes EHR Integration

This guide provides a list of setup items that are essential to providers being able to efficiently begin using MaximEyes EHR.

IMPORTANT: Before you can use the MaximEyes EHR integration within E-Z Frame, you must first purchase and install MaximEyes EHR (version 2.0.1.0 and higher).

Download Quick Reference Guide to Setting Up the MaximEyes EHR Integration

(102)

IMPORTANT: Before you can use the MaximEyes EHR integration within E-Z Frame, you must first purchase and install MaximEyes EHR (version 2.0.1.0 and higher).

Download E-Z Frame-MaximEyes EHR Integration Users Guide

EyeClinic.net (Patient Portal) and E-Z Frame Integration

Effective and timely communication is vital to a successful patient-doctor relationship. EyeClinic.net, First Insight's HIPAA-compliant patient portal, allows patients and doctors to interact easily and securely by sharing confidential healthcare information in real-time. Patients can send private messages to the practice, view and print their healthcare information, and much more. EyeClinic.net is your doorway to automating a paperless practice through minimizing administrative overhead, maximizing office resources, and complying with Stage 2 Meaningful Use criteria.

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