Optisoft - User contributions [en-gb]

Using Patients - Patients Tab

2012-05-11T14:27:06Z

Nslee: /* Setting Next Visit Date Band One Only */

{{#customtitle:Using Patients - Patients Tab|My Title}}

== Patients Tab ==

<center>http://91.151.213.84/wiki/images/Optisoft/Patients/blankpatients.jpg</center>

*Start by entering the patient’s '''Surname''', '''First Names''' and '''Title'''. The '''Initial''' and '''Salutation''' boxes will auto-complete based on the details entered into these three.

*Enter the address details for the patient. If you have purchased the postcode facility then you can enter the patients '''Postcode''' and then click the http://91.151.213.84/wiki/images/Optisoft/Patients/PostcodeFillButton.jpg to automatically fill in the address details.

*The '''NHS Number''' and '''National Insurance Number''' fields are not required fields but, obviously, provide useful information.

*When you enter the patient’s '''Date of Birth''' you will see that Optisoft automatically calculates the patient’s current '''age'''.

*Select the appropriate radio button for '''Private/NHS''' and patient '''Gender'''.

*The '''O.O.''', '''D.O.''' and '''GP''' fields can only be filled in if you have entered Staff and GP details on to the system. To find out how to do this see Opticians: Adding/Amending and Doctors: Adding/Amending

*Enter the patient’s contact numbers into the appropriate field. The mobile telephone number will be used by the SMS messaging module if it has been installed.

*Enter the patient’s email address into the appropriate field if they have one. This address will be used by the E-Mail messaging module if it has been installed.

*You can enter a patient '''Reference''' in the field provided. You can also set the system to automatically assign a reference number, or choose not to use reference numbers at all in the Patient Module Maintenance.

*You can add a patient’s photo to their record, either by using a webcam or by importing an image from a file.

*You can assign pre-set [[Using_Patients_-_Patients_Tab#Lifestyle_Codes|'''Lifestyle Codes''']] to a patient’s record. These can be patient history information, i.e. Glaucoma, Diabetic etc, marketing information, i.e. spending habits, hobbies, profession, or any other information that may be of use.

*The patient’s last prescription is displayed at the bottom of the Patient tab. See Rx: Adding/Amending for more information.

*The Last Visit field is automatically updated by the Appointments module when the patient’s appointment has been attended.

*The Next Visit field is automatically updated by the Recall module. Based on your Recall Categories it will display the next point at which you have chosen to remind the patient. So, for example, if the patient has been sent their first recall letter and has not responded, this field will display the date at which their second recall letter is due to be sent.

----

=== Family Members ===

If the patient that you are creating is a family member of an existing patient you can save time entering details by using the Family button.

http://91.151.213.84/wiki/images/Optisoft/Patients/familybutton.jpg

Ensure that you have the patient whose relation you are entering selected, see Finding Patients for information on searching for patients, and then click on the Family button.
This will create a new patient record but will automatically insert the address details and home telephone from the related record. You then would simply fill in the remaining fields.

----

=== Patient’s Prescription ===

The patient’s last prescription is displayed at the bottom of the Patient tab in the Patient’s Record screen.
Optisoft retains all of the patient’s previous prescription details for future reference.

<center>http://91.151.213.84/wiki/images/Optisoft/Patients/rxsummary.jpg</center>

==== Adding a New Prescription ====

New patient prescriptions can be either entered manually or can be imported automatically from the OptomNotes application.

To manually enter a new prescription you would use the following procedure:

*On the Patient tab within the Patient’s screen click on the http://91.151.213.84/wiki/images/Optisoft/Patients/rxbutton.jpg button to open the prescription screen. You will see that this screen provides more information than the summary on the Patient tab.

<center>http://91.151.213.84/wiki/images/Optisoft/Patients/FilledRXScreen.jpg</center>

*Click on the http://91.151.213.84/wiki/images/Optisoft/Shared/newbutton.jpg button on the toolbar. If this is the patient’s first prescription this step is not necessary.
*Optisoft automatically selects today’s date for the new prescription. You can select another date by using the dropdown calendar or by simply typing in the desired date into the Date field.
*You can select the name of the optometrist who performed the examination using the O.O. dropdown box. See Opticians: Adding/Amending for details on adding staff members to this dropdown. When the prescription is saved this field will update the corresponding field on the Patient tab.
*Enter a description into the Description field. This will help you identify the prescription in the future.
*Enter the patient’s prescription details into the appropriate fields.
*If the field has a dropdown arrow you can click this to provide you with a list of standard values.
*You can also click into any of the fields and use the cursor (arrow) keys on the keyboard to scroll through a list of suitable values, for example the Sphere field provides a list of measurements at 0.25 intervals.
*You can enter a comment into the Comment field at the bottom of the Rx sceeen. Anything entered into this field will be saved for use on future prescriptions and will appear on the dropdown list here.
*Clicking on the Transpose button on the toolbar will automatically transpose the prescription details.
*Clicking on the Two Adds button on the toolbar will display the Intermediate Add field if the prescription requires it.
*Clicking on the BOZR/TD button on the toolbar will display the BOZR and TD fields if the prescription requires them.
*Once you have added the prescription to your satisfaction, click the http://91.151.213.84/wiki/images/Optisoft/Shared/Savebutton.jpg button to save and close the prescription.

==== Viewing Existing Prescriptions ====

Optisoft retains all of the previously entered prescription details for a patient and they can be viewed through the Prescription screen in the Patient’s module.

To view an existing prescription for the selected patient you would follow the below procedure.

*Click on the http://91.151.213.84/wiki/images/Optisoft/Patients/rxbutton.jpg button on the Patient tab to open the Prescription screen.
*The Prescription screen will open with the patient’s latest prescription details in it.
*You can view a list of all previous prescriptions by clicking on the Built-In Lists option underneath the search box. You can then select desired prescription and click OK to view it’s details within the main prescription screen.
http://91.151.213.84/wiki/images/Optisoft/Shared/SearchBoxDropDownAll.jpg
*Alternately, you can use the search box itself to locate the previous prescription, for example if you enter the date of the previous entry it will locate this for you.

==== Editing an Existing Prescription ====

*You can edit an existing prescription in Optisoft. This will, obviously, change the details if saved so care should be taken to avoid mistakes here.
*To edit the patient’s latest prescription you would simply click on the http://91.151.213.84/wiki/images/Optisoft/Patients/rxbutton.jpg button to open the Prescription screen. You would then update the prescription here, clicking the Save button to permanently save the changes.
*To edit a previous prescription you would follow the procedure described in Viewing Existing Prescriptions to locate the desired prescription. Then, once the chosen prescription is displayed in the Prescription screen, make the desired changes. *Again, clicking http://91.151.213.84/wiki/images/Optisoft/Shared/Savebutton.jpg will permanently save any changes you have made.

==== Deleting an Existing Prescription ====

You can permanently delete a prescription from Optisoft. This will, of course, mean that the prescription information is no longer available to the patient record. The delete function should, therefore, be used with care.

*To delete a patient’s prescription you would firstly locate the prescription by following the procedure detailed in Viewing Existing Prescriptions.
*Once the prescription to be deleted is displayed within the Prescription screen, click the http://91.151.213.84/wiki/images/Optisoft/Shared/deletebutton.jpg button to delete the prescription record from the patient.

----

=== Patient Photo ===

You can add a patient’s photo to their record so that it displays on the Patient tab of their record.
If you have a webcam installed you can capture the image directly by following the procedure below.
Click on the Capture button, this will attempt to connect to the camera.
The image window on the Patient tab will display the camera’s image.
When you are happy with the image, click the http://91.151.213.84/wiki/images/Optisoft/patients/capturebutton.jpg button again to capture the image.
Click Save to save the image to the patient’s record.

If you do not have a webcam you can still attach images to the patient record.
You will need to acquire an image of the patient and save it as either a Bitmap (BMP) or JPEG (JPG) file on your computer.
Once you have the image saved you can click on the Import button on the patient’s details tab. This will open a dialog box allowing you to locate the saved image and attach it to the patient’s record.

----

=== Lifestyle Codes ===

Lifestyle Codes can be used to add extra information to a patient’s record either for marketing purposes or simply as extra background information relating to the patient.
They can be useful for quickly adding medical history data, such as Glaucoma or Diabetes, or patient spending habits or hobbies.
Codes assigned to a patient allow you to generate lists of patients who fall into certain groups that can be used as a basis for targeting patients for a mailshot.

==== Assigning Lifestyle Codes ====

Before you can start you must set up your list of available Lifestyle Codes, see [[Setting Up Patients - Lifestyle Codes|Lifestyle Codes: Adding/Amending]]

http://91.151.213.84/wiki/images/Optisoft/patients/patlifestylecodes.jpg

To add Lifestyle Codes to a patient record, do the following.
*Click on the http://91.151.213.84/wiki/images/Optisoft/patients/lifestylebutton.jpg button to open the Lifestyle Codes screen.

*Select the desired radio button on the left hand side to select the category of code.
*Click on the Lifestyle Code you wish to add to the patient record.
*Left click the http://91.151.213.84/wiki/images/Optisoft/patients/selectbutton.jpg button.
*You can repeat this process as many times as necessary.
*Once you have added the desired Lifestyle Codes you must click the http://91.151.213.84/wiki/images/Optisoft/shared/savebutton.jpg button to save the details.

----

=== Last Seen and Next Visit Dates ===
At the bottom of the Patients tab are a pair of date boxes, the Last Visit date and the Next Visit date.

==== Last Visit====

http://91.151.213.84/wiki/images/Optisoft/patients/lastvisitdate.jpg

The Last Visit field on the main Patient tab will display the last time that the selected patient was seen at the practice.
This date is reached in different ways depending on the modules that you have installed.
If you have the Appointment module installed then the most recent Attended Appointment will be used as the Last Visit date.
If you do not have the Appointment module then the Last Visit date will be calculated from the most recent prescription date.

====Next Visit====

http://91.151.213.84/wiki/images/Optisoft/patients/nextvisitdate.jpg

The Next Visit field on the main Patient tab will display the next time that the selected patient is due in the practice.
This date is reached in different ways depending on the modules that you have installed.
If you have the Appointment module installed then the next booked appointment date will be used as the Next Visit date.
If you do not have the Appointment module, or the patient does not have an appointment already booked for the future, then the Next Visit date will be calculated from the Recall system.
The Recall system’s Next Letter Date will be displayed as the Next Visit date. If the patient has multiple Recall types then the earliest Next Letter date will be used.
You can limit the Next Visit date to show only the First Band date, the date at which the first Recall letter should be sent rather than the date updating as the patient’s Recall letters are printed. See Patient Settings for more information on enabling this.

=====Setting Next Visit Date Band One Only=====
This setting limits the Next Visit date field on the Patient tab to only use the first band of the patient’s Recall category when calculating the projected next visit.
This means that, even if the patient has not visited the practice for some time and has had Recall letters printed, the Next Visit date will always been shown as the date that the patient should have been in, based on the Recall Category that they have had assigned.

*Click on the http://91.151.213.84/wiki/images/Optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Patients > Settings.

http://91.151.213.84/wiki/images/Optisoft/patients/patientsettings.jpg

*Click in the checkbox next to Next Visit Date Band One Only.
*Click on the http://91.151.213.84/wiki/images/Optisoft/shared/savebutton.jpg button to save the changes.

Setting Up Patients - Patient Settings

2012-05-09T10:21:42Z

Nslee: /* Sorting the Active Patient List */

There are a number of other settings that can be changed within the Patient module.

To access them

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left
*Select Maintain>Patients>Settings

http://91.151.213.84/wiki/images/optisoft/patients/patientsettings.jpg

==Reference Numbers and STD==

You can assign a reference number to the patients on your database. By default this function is not enabled, you will need turn it on for the field to be available.

*'''Use Reference Numbers''': Tick this checkbox to enable the use of Patient Reference Numbers.

*'''Automatic Reference Numbers''': Tick this checkbox to enable the automated creation of Patient Reference Numbers. The Patient Reference Number will be added, in ascending order, automatically when the record is saved.

Turning on Automatic reference numbers will only effect new patients, it will not add a reference number to existing patients.

*'''Precede AutoReference Number with''': You can enter a prefix that you would like to add to the reference numbers. This could be used, for example, to add a practice reference to number if you have more than one practice.

*'''Use Default STD Code''': You can set the system to automatically enter a patient’s STD code in the Home phone number field. So, for example, if your practice is based in York and the majority of you patient’s live in York, you would enter 01904.

*'''Use Country Settings''': You can set the system to use a different telephone Country Code to send SMS messages. This option should only be selected by users outside of the UK (+44) dialling code.

==Other Settings==

*'''Show Last Seen Date''': This option displays the last seen date when searching for patients. Will appear blank if Appointments is not installed.

*'''Enable OptomNotes Integration''': Enables the link between Optisoft and OptomNotes, see [[Patients#OptomNotes_Integration|OptomNotes Integration]] for more information.

*'''Do Not Save Standard Printed Forms''': Select this option to prevent Optisoft Enterprise from saving copies of anything printed as a Standard Form for a patient, i.e. GOS Forms. This option can be used on slower systems that may experience printing problems or simply to save space on the server's hard drive.

*'''Recall Date Format''': Select the default date format for the Start Date field. This will affect only the Start Date field, none of the other date fields, DOB etc, will be effected.

*'''Do Not Auto Supress Recall''': This option will only be in effect where the Appointments module has been enabled. If you do not wish for a patient's recall to be automatically supressed when their appointment is booked then you would select this option.

*'''Next Visit Band One Only''': This setting limits the Next Visit date field on the Patient tab to only use the first band of the patient’s Recall category when calculating the projected next visit. For more information see Last Seen and Next Visit Dates.

*'''GP Display Option''': This option sets whether the GP or the practice that the GP is associated with is displayed on the Patient tab.

==Active Patients Settings==

http://91.151.213.84/wiki/images/optisoft/patients/activepatientsettings.jpg

===Auto Clear===

As you use the software throughout the day your Active Patient list will start to fill up. Over time, if not regularly cleared, this list of patients’ names can cause the software to slow down.

You can set the Active Patient list to clear itself on regular intervals.

*Click in the checkbox next to Auto Clear.

*Enter an interval, in days, in the text box next to this.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

===Sorting the Active Patient List===

By default the Active Patient list is sorted in ascending order on the patient’s surname, e.g. Aaron Aaronson to Zelda Zdroko.

You can change this from within the Patients Settings Screen.

You can choose to sort on either Surname, First Name or Date Added in ascending or descending order.

*Select the type of sort you want to use from the Sort Order dropdown box.

*Select the sort order by selecting the appropriate radio button.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.
.

Setting Up Patients - Patient Settings

2012-05-09T10:21:24Z

Nslee: /* Auto Clear */

There are a number of other settings that can be changed within the Patient module.

To access them

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left
*Select Maintain>Patients>Settings

http://91.151.213.84/wiki/images/optisoft/patients/patientsettings.jpg

==Reference Numbers and STD==

You can assign a reference number to the patients on your database. By default this function is not enabled, you will need turn it on for the field to be available.

*'''Use Reference Numbers''': Tick this checkbox to enable the use of Patient Reference Numbers.

*'''Automatic Reference Numbers''': Tick this checkbox to enable the automated creation of Patient Reference Numbers. The Patient Reference Number will be added, in ascending order, automatically when the record is saved.

Turning on Automatic reference numbers will only effect new patients, it will not add a reference number to existing patients.

*'''Precede AutoReference Number with''': You can enter a prefix that you would like to add to the reference numbers. This could be used, for example, to add a practice reference to number if you have more than one practice.

*'''Use Default STD Code''': You can set the system to automatically enter a patient’s STD code in the Home phone number field. So, for example, if your practice is based in York and the majority of you patient’s live in York, you would enter 01904.

*'''Use Country Settings''': You can set the system to use a different telephone Country Code to send SMS messages. This option should only be selected by users outside of the UK (+44) dialling code.

==Other Settings==

*'''Show Last Seen Date''': This option displays the last seen date when searching for patients. Will appear blank if Appointments is not installed.

*'''Enable OptomNotes Integration''': Enables the link between Optisoft and OptomNotes, see [[Patients#OptomNotes_Integration|OptomNotes Integration]] for more information.

*'''Do Not Save Standard Printed Forms''': Select this option to prevent Optisoft Enterprise from saving copies of anything printed as a Standard Form for a patient, i.e. GOS Forms. This option can be used on slower systems that may experience printing problems or simply to save space on the server's hard drive.

*'''Recall Date Format''': Select the default date format for the Start Date field. This will affect only the Start Date field, none of the other date fields, DOB etc, will be effected.

*'''Do Not Auto Supress Recall''': This option will only be in effect where the Appointments module has been enabled. If you do not wish for a patient's recall to be automatically supressed when their appointment is booked then you would select this option.

*'''Next Visit Band One Only''': This setting limits the Next Visit date field on the Patient tab to only use the first band of the patient’s Recall category when calculating the projected next visit. For more information see Last Seen and Next Visit Dates.

*'''GP Display Option''': This option sets whether the GP or the practice that the GP is associated with is displayed on the Patient tab.

==Active Patients Settings==

http://91.151.213.84/wiki/images/optisoft/patients/activepatientsettings.jpg

===Auto Clear===

As you use the software throughout the day your Active Patient list will start to fill up. Over time, if not regularly cleared, this list of patients’ names can cause the software to slow down.

You can set the Active Patient list to clear itself on regular intervals.

*Click in the checkbox next to Auto Clear.

*Enter an interval, in days, in the text box next to this.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

===Sorting the Active Patient List===

By default the Active Patient list is sorted in ascending order on the patient’s surname, e.g. Aaron Aaronson to Zelda Zdroko.

You can change this from within the Patients Settings Screen.

You can choose to sort on either Surname, First Name or Date Added in ascending or descending order.

*Select the type of sort you want to use from the Sort Order dropdown box

*Select the sort order by selecting the appropriate radio button

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes

Setting Up Patients - Patient Settings

2012-05-09T10:20:52Z

Nslee: /* Other Settings */

There are a number of other settings that can be changed within the Patient module.

To access them

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left
*Select Maintain>Patients>Settings

http://91.151.213.84/wiki/images/optisoft/patients/patientsettings.jpg

==Reference Numbers and STD==

You can assign a reference number to the patients on your database. By default this function is not enabled, you will need turn it on for the field to be available.

*'''Use Reference Numbers''': Tick this checkbox to enable the use of Patient Reference Numbers.

*'''Automatic Reference Numbers''': Tick this checkbox to enable the automated creation of Patient Reference Numbers. The Patient Reference Number will be added, in ascending order, automatically when the record is saved.

Turning on Automatic reference numbers will only effect new patients, it will not add a reference number to existing patients.

*'''Precede AutoReference Number with''': You can enter a prefix that you would like to add to the reference numbers. This could be used, for example, to add a practice reference to number if you have more than one practice.

*'''Use Default STD Code''': You can set the system to automatically enter a patient’s STD code in the Home phone number field. So, for example, if your practice is based in York and the majority of you patient’s live in York, you would enter 01904.

*'''Use Country Settings''': You can set the system to use a different telephone Country Code to send SMS messages. This option should only be selected by users outside of the UK (+44) dialling code.

==Other Settings==

*'''Show Last Seen Date''': This option displays the last seen date when searching for patients. Will appear blank if Appointments is not installed.

*'''Enable OptomNotes Integration''': Enables the link between Optisoft and OptomNotes, see [[Patients#OptomNotes_Integration|OptomNotes Integration]] for more information.

*'''Do Not Save Standard Printed Forms''': Select this option to prevent Optisoft Enterprise from saving copies of anything printed as a Standard Form for a patient, i.e. GOS Forms. This option can be used on slower systems that may experience printing problems or simply to save space on the server's hard drive.

*'''Recall Date Format''': Select the default date format for the Start Date field. This will affect only the Start Date field, none of the other date fields, DOB etc, will be effected.

*'''Do Not Auto Supress Recall''': This option will only be in effect where the Appointments module has been enabled. If you do not wish for a patient's recall to be automatically supressed when their appointment is booked then you would select this option.

*'''Next Visit Band One Only''': This setting limits the Next Visit date field on the Patient tab to only use the first band of the patient’s Recall category when calculating the projected next visit. For more information see Last Seen and Next Visit Dates.

*'''GP Display Option''': This option sets whether the GP or the practice that the GP is associated with is displayed on the Patient tab.

==Active Patients Settings==

http://91.151.213.84/wiki/images/optisoft/patients/activepatientsettings.jpg

===Auto Clear===

As you use the software throughout the day your Active Patient list will start to fill up. Over time, if not regularly cleared, this list of patients’ names can cause the software to slow down.

You can set the Active Patient list to clear itself on regular intervals.

*Click in the checkbox next to Auto Clear

*Enter an interval, in days, in the text box next to this

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes

===Sorting the Active Patient List===

By default the Active Patient list is sorted in ascending order on the patient’s surname, e.g. Aaron Aaronson to Zelda Zdroko.

You can change this from within the Patients Settings Screen.

You can choose to sort on either Surname, First Name or Date Added in ascending or descending order.

*Select the type of sort you want to use from the Sort Order dropdown box

*Select the sort order by selecting the appropriate radio button

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes

Setting Up Patients - Patient Settings

2012-05-09T10:20:24Z

Nslee: /* Reference Numbers and STD */

There are a number of other settings that can be changed within the Patient module.

To access them

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left
*Select Maintain>Patients>Settings

http://91.151.213.84/wiki/images/optisoft/patients/patientsettings.jpg

==Reference Numbers and STD==

You can assign a reference number to the patients on your database. By default this function is not enabled, you will need turn it on for the field to be available.

*'''Use Reference Numbers''': Tick this checkbox to enable the use of Patient Reference Numbers.

*'''Automatic Reference Numbers''': Tick this checkbox to enable the automated creation of Patient Reference Numbers. The Patient Reference Number will be added, in ascending order, automatically when the record is saved.

Turning on Automatic reference numbers will only effect new patients, it will not add a reference number to existing patients.

*'''Precede AutoReference Number with''': You can enter a prefix that you would like to add to the reference numbers. This could be used, for example, to add a practice reference to number if you have more than one practice.

*'''Use Default STD Code''': You can set the system to automatically enter a patient’s STD code in the Home phone number field. So, for example, if your practice is based in York and the majority of you patient’s live in York, you would enter 01904.

*'''Use Country Settings''': You can set the system to use a different telephone Country Code to send SMS messages. This option should only be selected by users outside of the UK (+44) dialling code.

==Other Settings==

*'''Show Last Seen Date''': This option displays the last seen date when searching for patients. Will appear blank if Appointments is not installed

*'''Enable OptomNotes Integration''': Enables the link between Optisoft and OptomNotes, see [[Patients#OptomNotes_Integration|OptomNotes Integration]] for more information.

*'''Do Not Save Standard Printed Forms''': Select this option to prevent Optisoft Enterprise from saving copies of anything printed as a Standard Form for a patient, i.e. GOS Forms. This option can be used on slower systems that may experience printing problems or simply to save space on the server's hard drive.

*'''Recall Date Format''': Select the default date format for the Start Date field. This will affect only the Start Date field, none of the other date fields, DOB etc, will be effected.

*'''Do Not Auto Supress Recall''': This option will only be in effect where the Appointments module has been enabled. If you do not wish for a patient's recall to be automatically supressed when their appointment is booked then you would select this option.

*'''Next Visit Band One Only''': This setting limits the Next Visit date field on the Patient tab to only use the first band of the patient’s Recall category when calculating the projected next visit. For more information see Last Seen and Next Visit Dates.

*'''GP Display Option''': This option sets whether the GP or the practice that the GP is associated with is displayed on the Patient tab.

==Active Patients Settings==

http://91.151.213.84/wiki/images/optisoft/patients/activepatientsettings.jpg

===Auto Clear===

As you use the software throughout the day your Active Patient list will start to fill up. Over time, if not regularly cleared, this list of patients’ names can cause the software to slow down.

You can set the Active Patient list to clear itself on regular intervals.

*Click in the checkbox next to Auto Clear

*Enter an interval, in days, in the text box next to this

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes

===Sorting the Active Patient List===

By default the Active Patient list is sorted in ascending order on the patient’s surname, e.g. Aaron Aaronson to Zelda Zdroko.

You can change this from within the Patients Settings Screen.

You can choose to sort on either Surname, First Name or Date Added in ascending or descending order.

*Select the type of sort you want to use from the Sort Order dropdown box

*Select the sort order by selecting the appropriate radio button

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes

Setting Up Patients - Patient Settings

2012-05-09T10:20:07Z

Nslee: /* Reference Numbers and STD */

There are a number of other settings that can be changed within the Patient module.

To access them

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left
*Select Maintain>Patients>Settings

http://91.151.213.84/wiki/images/optisoft/patients/patientsettings.jpg

==Reference Numbers and STD==

You can assign a reference number to the patients on your database. By default this function is not enabled, you will need turn it on for the field to be available.

*'''Use Reference Numbers''': Tick this checkbox to enable the use of Patient Reference Numbers.

*'''Automatic Reference Numbers''': Tick this checkbox to enable the automated creation of Patient Reference Numbers. The Patient Reference Number will be added, in ascending order, automatically when the record is saved.

Turning on Automatic reference numbers will only effect new patients, it will not add a reference number to existing patients.

*'''Precede AutoReference Number with''': You can enter a prefix that you would like to add to the reference numbers. This could be used, for example, to add a practice reference to number if you have more than one practice.

*'''Use Default STD Code''': You can set the system to automatically enter a patient’s STD code in the Home phone number field. So, for example, if your practice is based in York and the majority of you patient’s live in York, you would enter 01904.

*'''Use Country Settings''': You can set the system to use a different telephone Country Code to send SMS messages. This option should only be selected by users outside of the UK (+44) dialling code.

==Other Settings==

*'''Show Last Seen Date''': This option displays the last seen date when searching for patients. Will appear blank if Appointments is not installed

*'''Enable OptomNotes Integration''': Enables the link between Optisoft and OptomNotes, see [[Patients#OptomNotes_Integration|OptomNotes Integration]] for more information.

*'''Do Not Save Standard Printed Forms''': Select this option to prevent Optisoft Enterprise from saving copies of anything printed as a Standard Form for a patient, i.e. GOS Forms. This option can be used on slower systems that may experience printing problems or simply to save space on the server's hard drive.

*'''Recall Date Format''': Select the default date format for the Start Date field. This will affect only the Start Date field, none of the other date fields, DOB etc, will be effected.

*'''Do Not Auto Supress Recall''': This option will only be in effect where the Appointments module has been enabled. If you do not wish for a patient's recall to be automatically supressed when their appointment is booked then you would select this option.

*'''Next Visit Band One Only''': This setting limits the Next Visit date field on the Patient tab to only use the first band of the patient’s Recall category when calculating the projected next visit. For more information see Last Seen and Next Visit Dates.

*'''GP Display Option''': This option sets whether the GP or the practice that the GP is associated with is displayed on the Patient tab.

==Active Patients Settings==

http://91.151.213.84/wiki/images/optisoft/patients/activepatientsettings.jpg

===Auto Clear===

As you use the software throughout the day your Active Patient list will start to fill up. Over time, if not regularly cleared, this list of patients’ names can cause the software to slow down.

You can set the Active Patient list to clear itself on regular intervals.

*Click in the checkbox next to Auto Clear

*Enter an interval, in days, in the text box next to this

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes

===Sorting the Active Patient List===

By default the Active Patient list is sorted in ascending order on the patient’s surname, e.g. Aaron Aaronson to Zelda Zdroko.

You can change this from within the Patients Settings Screen.

You can choose to sort on either Surname, First Name or Date Added in ascending or descending order.

*Select the type of sort you want to use from the Sort Order dropdown box

*Select the sort order by selecting the appropriate radio button

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes

Appointments - Appointment Types

2012-05-08T13:41:00Z

Nslee: /* Assigning Appointment Types to Optometrists */

You can set up the different appointment types that the practice will regularly handle, specifying a typical duration for each. This saves time when booking appointments as you can simply select the type and the end time for the appointment will be calculated and entered automatically.

==Setting Up Appointment Types==

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Appointments > Appointment Types.

http://91.151.213.84/wiki/images/optisoft/appts/maintainappttype.jpg

The box on the right hand side contains all of the appointment types available.

==Adding a New Appointment Type==

The first step is adding the appointment type to the system.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button.
*Enter a description in the name box e.g. CL Check.
*Enter the duration in minutes.
*If it is a two part appointment tick the Two Part? tick box.

http://91.151.213.84/wiki/images/optisoft/appts/appttype2part.jpg

*Enter a gap in minutes and the duration for the second part of the appointment.
*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the new appointment type.

==Assigning Appointment Types to Optometrists==

Once the type has been created you need to assign which appointment types the practices’ optometrists are available for.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in t the top left of the screen.
*Go to Maintain > Appointments > Appointment Types.

http://91.151.213.84/wiki/images/optisoft/appts/maintainappttypeoptician.jpg

*Click the Opticians ‘radio’ button.
*Select the optometrists name from the drop down box.
*Tick the types of appointment that the optometrist is able to accept.
*You can change the duration of an appointment type for a specific optometrist – this does not effect the default practice durations.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

Appointments - Appointment Types

2012-05-08T13:40:26Z

Nslee: /* Setting Up Appointment Types */

You can set up the different appointment types that the practice will regularly handle, specifying a typical duration for each. This saves time when booking appointments as you can simply select the type and the end time for the appointment will be calculated and entered automatically.

==Setting Up Appointment Types==

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Appointments > Appointment Types.

http://91.151.213.84/wiki/images/optisoft/appts/maintainappttype.jpg

The box on the right hand side contains all of the appointment types available.

==Adding a New Appointment Type==

The first step is adding the appointment type to the system.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button.
*Enter a description in the name box e.g. CL Check.
*Enter the duration in minutes.
*If it is a two part appointment tick the Two Part? tick box.

http://91.151.213.84/wiki/images/optisoft/appts/appttype2part.jpg

*Enter a gap in minutes and the duration for the second part of the appointment.
*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the new appointment type.

==Assigning Appointment Types to Optometrists==

Once the type has been created you need to assign which appointment types the practices’ optometrists are available for.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in t the top left of the screen
*Go to Maintain > Appointments > Appointment Types.

http://91.151.213.84/wiki/images/optisoft/appts/maintainappttypeoptician.jpg

*Click the Opticians ‘radio’ button.
*Select the optometrists name from the drop down box.
*Tick the types of appointment that the optometrist is able to accept.
*You can change the duration of an appointment type for a specific optometrist – this does not effect the default practice durations.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

Appointments - Appointment Types

2012-05-08T13:40:02Z

Nslee: /* Setting Up Appointment Types */

You can set up the different appointment types that the practice will regularly handle, specifying a typical duration for each. This saves time when booking appointments as you can simply select the type and the end time for the appointment will be calculated and entered automatically.

==Setting Up Appointment Types==

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen
*Go to Maintain > Appointments > Appointment Types.

http://91.151.213.84/wiki/images/optisoft/appts/maintainappttype.jpg

The box on the right hand side contains all of the appointment types available.

==Adding a New Appointment Type==

The first step is adding the appointment type to the system.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button.
*Enter a description in the name box e.g. CL Check.
*Enter the duration in minutes.
*If it is a two part appointment tick the Two Part? tick box.

http://91.151.213.84/wiki/images/optisoft/appts/appttype2part.jpg

*Enter a gap in minutes and the duration for the second part of the appointment.
*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the new appointment type.

==Assigning Appointment Types to Optometrists==

Once the type has been created you need to assign which appointment types the practices’ optometrists are available for.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in t the top left of the screen
*Go to Maintain > Appointments > Appointment Types.

http://91.151.213.84/wiki/images/optisoft/appts/maintainappttypeoptician.jpg

*Click the Opticians ‘radio’ button.
*Select the optometrists name from the drop down box.
*Tick the types of appointment that the optometrist is able to accept.
*You can change the duration of an appointment type for a specific optometrist – this does not effect the default practice durations.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

Appointments - Creating Optometrists

2012-05-08T13:37:40Z

Nslee:

Each of the optometrists should be added to the system so that appointments can be booked for them.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Patients > Staff.

http://91.151.213.84/wiki/images/optisoft/appts/staffedit.jpg

*Enter a Short Name for the optometrists. This will act as a short reference.
*Enter Surname and First Name.
*Select the appropriate option of either O.O. or D.O.
*Tick the Allow Appointments check box.

Appointments - Opening Times & Availability

2012-05-08T13:36:43Z

Nslee: /* Setting Custom Hours */

There are two elements related to availability in the appointment diary.

=Setting Practice Opening Times=

Opening times are the actual hours of the practice. They also act as a ‘default’ availability schedule for the optometrists.

Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
Go to Maintain > Appointments > Opening Times.

<center>http://91.151.213.84/wiki/images/optisoft/appts/maintainopeningtimes.jpg</center>

*Tick the days that the practice is open for business.
*Select the day from the drop down.
*Tick the AM/PM box if the practice closes for lunch.
*Using the drop down boxes select the appropriate opening and closing times.
*If all of the practice days keep the same hours click on the <BUTTON> button.
*Set the length of time for which you want to retain appointment information on the system.
*Appointments will only be removed from the system if you click on the Clear Old Appointments button. It is not automatic.

=Staff Scheduling=

Staff Scheduling allows you to set up optometrists’ availability and custom hours as well as apply templates for days.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Appointments > Staff Scheduling.

<center>http://91.151.213.84/wiki/images/optisoft/appts/staffschedule.jpg</center>

*Select the optometrist.
*Select the display interval for their appointments in the diary screens.
*Select a day to set up scheduling for.
http://91.151.213.84/wiki/images/optisoft/appts/staffschedhourtype.jpg
*You can set the day as either Practice Hours, Unavailable or Custom Hours.
**Practice Hours uses the default hours set on the Opening Times maintenance.
**Unavailable marks the optometrist as unavailable all day.
**Custom Hours allows you to set availability within and outside of practice hours.

==Setting Custom Hours==

*Select custom hours.
*Use the boxes to set the optometrists’ hours for the chosen day.
*If they have a lunch break, use the AM/PM check box to enable you to split the day into two.
http://91.151.213.84/wiki/images/optisoft/appts/staffschedtimes.jpg

==Setting Templates==

You can have up to two templates set for an optometrist on any day.

*Select the first template from the drop down box.
*Use the boxes next to the template to set the times that the template is active for.
*If two templates are required select the second template and use the boxes next to it to set up availability.

http://91.151.213.84/wiki/images/optisoft/appts/staffschedtemplates.jpg

==Setting Recurrence==

You can set a recurrence of the schedule on the currently selected day.

This saves you time and enables you to set scheduled days up into the future.

*Click the Recurrence button.

http://91.151.213.84/wiki/images/optisoft/appts/recurrencedaily.jpg

*Use the dropdown boxes to select the date range for the recurrence.
*Use the radio buttons to select the type of recurrence during that date range.

*Daily – The schedule will be replicated every x number of days or every week day.

*Weekly – The schedule will be replicated for each of the selected days every x number of weeks during the date range selected.
http://91.151.213.84/wiki/images/optisoft/appts/recurrenceweekly.jpg

*Monthly – The schedule will be replicated on the xth day of the month during the date range selected.
http://91.151.213.84/wiki/images/optisoft/appts/recurrencemonthly.jpg

Appointments - Opening Times & Availability

2012-05-08T13:36:20Z

Nslee: /* Staff Scheduling */

There are two elements related to availability in the appointment diary.

=Setting Practice Opening Times=

Opening times are the actual hours of the practice. They also act as a ‘default’ availability schedule for the optometrists.

Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
Go to Maintain > Appointments > Opening Times.

<center>http://91.151.213.84/wiki/images/optisoft/appts/maintainopeningtimes.jpg</center>

*Tick the days that the practice is open for business.
*Select the day from the drop down.
*Tick the AM/PM box if the practice closes for lunch.
*Using the drop down boxes select the appropriate opening and closing times.
*If all of the practice days keep the same hours click on the <BUTTON> button.
*Set the length of time for which you want to retain appointment information on the system.
*Appointments will only be removed from the system if you click on the Clear Old Appointments button. It is not automatic.

=Staff Scheduling=

Staff Scheduling allows you to set up optometrists’ availability and custom hours as well as apply templates for days.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Appointments > Staff Scheduling.

<center>http://91.151.213.84/wiki/images/optisoft/appts/staffschedule.jpg</center>

*Select the optometrist.
*Select the display interval for their appointments in the diary screens.
*Select a day to set up scheduling for.
http://91.151.213.84/wiki/images/optisoft/appts/staffschedhourtype.jpg
*You can set the day as either Practice Hours, Unavailable or Custom Hours.
**Practice Hours uses the default hours set on the Opening Times maintenance.
**Unavailable marks the optometrist as unavailable all day.
**Custom Hours allows you to set availability within and outside of practice hours.

==Setting Custom Hours==

*Select custom hours.
*Use the boxes to set the optometrists’ hours for the chosen day.
*If they have a lunch break, use the AM/PM check box to enable you to split the day into two.#

http://91.151.213.84/wiki/images/optisoft/appts/staffschedtimes.jpg

==Setting Templates==

You can have up to two templates set for an optometrist on any day.

*Select the first template from the drop down box.
*Use the boxes next to the template to set the times that the template is active for.
*If two templates are required select the second template and use the boxes next to it to set up availability.

http://91.151.213.84/wiki/images/optisoft/appts/staffschedtemplates.jpg

==Setting Recurrence==

You can set a recurrence of the schedule on the currently selected day.

This saves you time and enables you to set scheduled days up into the future.

*Click the Recurrence button.

http://91.151.213.84/wiki/images/optisoft/appts/recurrencedaily.jpg

*Use the dropdown boxes to select the date range for the recurrence.
*Use the radio buttons to select the type of recurrence during that date range.

*Daily – The schedule will be replicated every x number of days or every week day.

*Weekly – The schedule will be replicated for each of the selected days every x number of weeks during the date range selected.
http://91.151.213.84/wiki/images/optisoft/appts/recurrenceweekly.jpg

*Monthly – The schedule will be replicated on the xth day of the month during the date range selected.
http://91.151.213.84/wiki/images/optisoft/appts/recurrencemonthly.jpg

Appointments - Opening Times & Availability

2012-05-08T13:31:06Z

Nslee: /* Setting Practice Opening Times */

There are two elements related to availability in the appointment diary.

=Setting Practice Opening Times=

Opening times are the actual hours of the practice. They also act as a ‘default’ availability schedule for the optometrists.

Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
Go to Maintain > Appointments > Opening Times.

<center>http://91.151.213.84/wiki/images/optisoft/appts/maintainopeningtimes.jpg</center>

*Tick the days that the practice is open for business.
*Select the day from the drop down.
*Tick the AM/PM box if the practice closes for lunch.
*Using the drop down boxes select the appropriate opening and closing times.
*If all of the practice days keep the same hours click on the <BUTTON> button.
*Set the length of time for which you want to retain appointment information on the system.
*Appointments will only be removed from the system if you click on the Clear Old Appointments button. It is not automatic.

=Staff Scheduling=

Staff Scheduling allows you to set up optometrists’ availability and custom hours as well as apply templates for days.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen
*Go to Maintain > Appointments > Staff Scheduling

<center>http://91.151.213.84/wiki/images/optisoft/appts/staffschedule.jpg</center>

*Select the optometrist
*Select the display interval for their appointments in the diary screens.
*Select a day to set up scheduling for.
http://91.151.213.84/wiki/images/optisoft/appts/staffschedhourtype.jpg
*You can set the day as either Practice Hours, Unavailable or Custom Hours.
**Practice Hours uses the default hours set on the Opening Times maintenance.
**Unavailable marks the optometrist as unavailable all day.
**Custom Hours allows you to set availability within and outside of practice hours.

==Setting Custom Hours==

*Select custom hours.
*Use the boxes to set the optometrists’ hours for the chosen day.
*If they have a lunch break, use the AM/PM check box to enable you to split the day into two.#

http://91.151.213.84/wiki/images/optisoft/appts/staffschedtimes.jpg

==Setting Templates==

You can have up to two templates set for an optometrist on any day.

*Select the first template from the drop down box.
*Use the boxes next to the template to set the times that the template is active for.
*If two templates are required select the second template and use the boxes next to it to set up availability.

http://91.151.213.84/wiki/images/optisoft/appts/staffschedtemplates.jpg

==Setting Recurrence==

You can set a recurrence of the schedule on the currently selected day.

This saves you time and enables you to set scheduled days up into the future.

*Click the Recurrence button.

http://91.151.213.84/wiki/images/optisoft/appts/recurrencedaily.jpg

*Use the dropdown boxes to select the date range for the recurrence.
*Use the radio buttons to select the type of recurrence during that date range.

*Daily – The schedule will be replicated every x number of days or every week day.

*Weekly – The schedule will be replicated for each of the selected days every x number of weeks during the date range selected.
http://91.151.213.84/wiki/images/optisoft/appts/recurrenceweekly.jpg

*Monthly – The schedule will be replicated on the xth day of the month during the date range selected.
http://91.151.213.84/wiki/images/optisoft/appts/recurrencemonthly.jpg

Cash - Taking Payments

2012-05-08T13:28:36Z

Nslee: /* Paying Off Accounts */

As payments are rarely simple, Optisoft Cash is also able to take multiple payments on one transaction, provide change and create accounts for patients.

==Multiple Payment Methods==

If a patient wishes to pay for their transaction on more than one payment method, for example cash and a debit card, Optisoft Cash is able to accept this.

In the example below the patient has an outstanding amount of £500, they wish to pay £50 in cash and the remaining £450 on their Maestro card.

In this case we would click on the button.

Select Cash by clicking on the Cash button.
Optisoft has automatically added the £500 in the Amount box, we need to change this to £50 then click.

As there is still an outstanding amount we are returned to the Payment Method dialogue.
We will now click on the Debit Card.

Again, Optisoft has calculated the payment required to clear the outstanding balance.
This is the £450 we wish to pay by Maestro so we will just click here.
This reduces the outstanding balance to zero and we would then go on to complete the transaction.

==Providing Change==

If the patient pays with cash it is very rare that they provide the exact amount, requiring you to provide them with change.

In our example our patient has bought and item for £12 and paid with a £20 note.

We clicked on Cash and selected Cash as the payment method.

Optisoft enters the required amount to balance the transaction but in this case we want to change this to £5 as that is the amount tendered.

As the patient has had their name entered we have the options of and . This is where the distinction between the two options is important.

If we were to click no change would be provided and the patient would acquire a positive account balance of 22p.

If we click on the button, however, Optisoft understands that we wish to provide the difference as change.

When we click on we are provided with the summary screen showing the change amount as a negative value, indicating payment out.

Click on the button to print the receipt and open the till drawer.

N.B. On this copy of Optisoft we have already specified that all change is to be provided as cash so we are not prompted for a change method when we click on Sale, see Setting Cash Settings for more information.

==Creating Accounts and Deposits==

Patients may wish to pay for their items on collection or leave a deposit. Both of these circumstances make use of the Account Sale option within Optisoft.

Account Sale can only be used when a patient name has been selected, as the balance needs to be assigned to a patient’s record.

In our example our patient has purchased items with a value of £250 and they wish to leave a deposit of £50, paying the remaining amount on collection.

We click on the button and choose the deposit method, in this case cash.

Optisoft has automatically calculated the amount required to reduce the balance to zero, so we need to replace this with the deposit amount, £50, and click .

As there is an outstanding balance the Payment Method dialogue appears again, we will click here.

The button is available, but the is not, this indicates that upon completion an account will be created for the patient.

We would click on the button to complete the transaction.

If the patient does not want to pay a deposit and will simply pay on collection, then you would simply ignore taking the deposit in the above description.

==Paying Off Accounts==

Once a patient has acquired an account balance they will, obviously, have to pay it off.

When the patient returns to pay off the balance you will need to find them in the Cash module.

Once you have the patient selected you will see that they will have an amount in the Account Balance field in the bottom right of the screen.

To make a payment onto the account you would simply click the button, choose the correct method and enter the amount.

Click on the to complete the transaction.

Cash - Taking Payments

2012-05-08T13:27:38Z

Nslee: /* Providing Change */

As payments are rarely simple, Optisoft Cash is also able to take multiple payments on one transaction, provide change and create accounts for patients.

==Multiple Payment Methods==

If a patient wishes to pay for their transaction on more than one payment method, for example cash and a debit card, Optisoft Cash is able to accept this.

In the example below the patient has an outstanding amount of £500, they wish to pay £50 in cash and the remaining £450 on their Maestro card.

In this case we would click on the button.

Select Cash by clicking on the Cash button.
Optisoft has automatically added the £500 in the Amount box, we need to change this to £50 then click.

As there is still an outstanding amount we are returned to the Payment Method dialogue.
We will now click on the Debit Card.

Again, Optisoft has calculated the payment required to clear the outstanding balance.
This is the £450 we wish to pay by Maestro so we will just click here.
This reduces the outstanding balance to zero and we would then go on to complete the transaction.

==Providing Change==

If the patient pays with cash it is very rare that they provide the exact amount, requiring you to provide them with change.

In our example our patient has bought and item for £12 and paid with a £20 note.

We clicked on Cash and selected Cash as the payment method.

Optisoft enters the required amount to balance the transaction but in this case we want to change this to £5 as that is the amount tendered.

As the patient has had their name entered we have the options of and . This is where the distinction between the two options is important.

If we were to click no change would be provided and the patient would acquire a positive account balance of 22p.

If we click on the button, however, Optisoft understands that we wish to provide the difference as change.

When we click on we are provided with the summary screen showing the change amount as a negative value, indicating payment out.

Click on the button to print the receipt and open the till drawer.

N.B. On this copy of Optisoft we have already specified that all change is to be provided as cash so we are not prompted for a change method when we click on Sale, see Setting Cash Settings for more information.

==Creating Accounts and Deposits==

Patients may wish to pay for their items on collection or leave a deposit. Both of these circumstances make use of the Account Sale option within Optisoft.

Account Sale can only be used when a patient name has been selected, as the balance needs to be assigned to a patient’s record.

In our example our patient has purchased items with a value of £250 and they wish to leave a deposit of £50, paying the remaining amount on collection.

We click on the button and choose the deposit method, in this case cash.

Optisoft has automatically calculated the amount required to reduce the balance to zero, so we need to replace this with the deposit amount, £50, and click .

As there is an outstanding balance the Payment Method dialogue appears again, we will click here.

The button is available, but the is not, this indicates that upon completion an account will be created for the patient.

We would click on the button to complete the transaction.

If the patient does not want to pay a deposit and will simply pay on collection, then you would simply ignore taking the deposit in the above description.

==Paying Off Accounts==

Once a patient has acquired an account balance they will, obviously, have to pay it off.

When the patient returns to pay off the balance you will need to find them in the cash module.

Once you have the patient selected you will see that they will have an amount in the Account Balance field in the bottom right of the screen.

To make a payment onto the account you would simply click the button, choose the correct method and enter the amount.

Click on the to complete the transaction.

Cash - Taking Payments

2012-05-08T13:25:58Z

Nslee: /* Multiple Payment Methods */

As payments are rarely simple, Optisoft Cash is also able to take multiple payments on one transaction, provide change and create accounts for patients.

==Multiple Payment Methods==

If a patient wishes to pay for their transaction on more than one payment method, for example cash and a debit card, Optisoft Cash is able to accept this.

In the example below the patient has an outstanding amount of £500, they wish to pay £50 in cash and the remaining £450 on their Maestro card.

In this case we would click on the button.

Select Cash by clicking on the Cash button.
Optisoft has automatically added the £500 in the Amount box, we need to change this to £50 then click.

As there is still an outstanding amount we are returned to the Payment Method dialogue.
We will now click on the Debit Card.

Again, Optisoft has calculated the payment required to clear the outstanding balance.
This is the £450 we wish to pay by Maestro so we will just click here.
This reduces the outstanding balance to zero and we would then go on to complete the transaction.

==Providing Change==

If the patient pays with cash it is very rare that they provide the exact amount, requiring you to provide them with change.

In our example our patient has bought and item for £12 and paid with a £20 note.

We clicked on cash and selected Cash as the payment method.

Optisoft enters the required amount to balance the transaction but in this case we want to change this to £5 as that is the amount tendered.

As the patient has had their name entered we have the options of and . This is where the distinction between the two options is important.

If we were to click no change would be provided and the patient would acquire a positive account balance of 22p.

If we click on the button, however, Optisoft understands that we wish to provide the difference as change.

When we click on we are provided with the summary screen showing the change amount as a negative value, indicating payment out.

Click on the button to print the receipt and open the till drawer.

N.B. On this copy of Optisoft we have already specified that all change is to be provided as cash so we are not prompted for a change method when we click on Sale, see Setting Cash Settings for more information.

==Creating Accounts and Deposits==

Patients may wish to pay for their items on collection or leave a deposit. Both of these circumstances make use of the Account Sale option within Optisoft.

Account Sale can only be used when a patient name has been selected, as the balance needs to be assigned to a patient’s record.

In our example our patient has purchased items with a value of £250 and they wish to leave a deposit of £50, paying the remaining amount on collection.

We click on the button and choose the deposit method, in this case cash.

Optisoft has automatically calculated the amount required to reduce the balance to zero, so we need to replace this with the deposit amount, £50, and click .

As there is an outstanding balance the Payment Method dialogue appears again, we will click here.

The button is available, but the is not, this indicates that upon completion an account will be created for the patient.

We would click on the button to complete the transaction.

If the patient does not want to pay a deposit and will simply pay on collection, then you would simply ignore taking the deposit in the above description.

==Paying Off Accounts==

Once a patient has acquired an account balance they will, obviously, have to pay it off.

When the patient returns to pay off the balance you will need to find them in the cash module.

Once you have the patient selected you will see that they will have an amount in the Account Balance field in the bottom right of the screen.

To make a payment onto the account you would simply click the button, choose the correct method and enter the amount.

Click on the to complete the transaction.

Cash - Selling Items

2012-05-08T13:20:07Z

Nslee: /* Completing the Transaction */

Selling an Item

Firstly we shall look at how to enter a simple transaction into cash.

==Assigning a Patient==

Products can be sold to either named patients from your database or to un-named patients.

If a product is sold to a patient from your database that transaction is then permanently linked to that patients account. Their transaction history is then visible from within cash itself and also on the Cash tab within their patient record.

Cash will automatically assign the Active Patient to a transaction; see Active Patients for more details.

You can, alternately, use the search box or the built-in lists to search for a different patient.

If you do not wish to attribute the transaction to a patient you would click on the dropdown arrow next to the active patient in the top right of the screen and select No Active Patient.

Once a transaction has been completed you cannot assign it to a patient so the correct patient must be selected before proceeding.

==Selecting an Item==

Depending on your requirements, Optisoft Cash can be configured to either provide you with a list of products, e.g. frames, or with only an item category and price.

The following example will show both methods.

Click on the button to open a dialogue with the item categories on it.

In our example we will sell a Frame, so we click on the Frame button. Notice how it opens a dialogue with a list of pre-entered frames; see Adding Frames for more information.

We will select a frame and then click the button.
On the dialogue that appears you can see that it has automatically entered the price we have set for the frame as well as the item name. You can over-ride the price here by either typing in a new price or by using the keypad on the right-hand side.

If you wanted to sell more than one of the same item you would change the quantity box accordingly.
The button is part of the integration to the Stock module. If we click it we get the following screen.

This screen provides us with information on both the size and colours available, how many of the item are currently in stock and allows us to select the item to be removed from stock.
With the item selected you will see that it has been added to the transaction and the item category dialogue has returned.
Next we shall select some lenses.
Click on the Lenses button and we see that this has been split into sub-categories.

We shall select the Single Vision Lenses button
Again we are presented with a list box with all of the single vision lenses.

We select a lens to add to the transaction.
This, again, provides us with a dialogue box to choose the quantity but it does not provide a price. This needs to be entered manually as lenses can have multiple prices due to specification and blank size.

Clicking adds the lenses to the transaction and returns us to the item category dialogue.
The final item we will add is a coating, so we click on the Coating button.
Because there are no coats added to the till system we are provided with the item price dialogue straight away.

We enter a price and click to add to the transaction.
With all of the items added to the transaction we can click Cancel to close the item category dialogue.

==Selecting a Payment Method==

Optisoft Cash comes pre-configured with the most common payment methods, you can however add further methods yourself, see Adding Payment Types for more information.

In our simple example the patient will pay in full, you can, however, take deposits or take payment on collection. See Taking Payments for more information.

Click on the Pay button to access the Payment Method dialogue.

We will choose Cash as the payment type so we click on the Cash button.
Optisoft will automatically enter the required payment so we will click .
You can see that the payment has been added to the transaction and the Outstanding Balance is now zero.

==Completing the Transaction==

There are two options available for completing a cash transaction, Sale and Account Sale. In our simple example there is no difference in their operation.

We will click on the button.

This provides us with a summary screen showing us what we have just done.

As we are happy with the transaction we will click the Confirm button.

This has saved the transaction and has also printed our receipt, opened the till drawer and taken the frame from stock.

Cash - Selling Items

2012-05-08T13:18:05Z

Nslee: /* Assigning a Patient */

Selling an Item

Firstly we shall look at how to enter a simple transaction into cash.

==Assigning a Patient==

Products can be sold to either named patients from your database or to un-named patients.

If a product is sold to a patient from your database that transaction is then permanently linked to that patients account. Their transaction history is then visible from within cash itself and also on the Cash tab within their patient record.

Cash will automatically assign the Active Patient to a transaction; see Active Patients for more details.

You can, alternately, use the search box or the built-in lists to search for a different patient.

If you do not wish to attribute the transaction to a patient you would click on the dropdown arrow next to the active patient in the top right of the screen and select No Active Patient.

Once a transaction has been completed you cannot assign it to a patient so the correct patient must be selected before proceeding.

==Selecting an Item==

Depending on your requirements, Optisoft Cash can be configured to either provide you with a list of products, e.g. frames, or with only an item category and price.

The following example will show both methods.

Click on the button to open a dialogue with the item categories on it.

In our example we will sell a Frame, so we click on the Frame button. Notice how it opens a dialogue with a list of pre-entered frames; see Adding Frames for more information.

We will select a frame and then click the button.
On the dialogue that appears you can see that it has automatically entered the price we have set for the frame as well as the item name. You can over-ride the price here by either typing in a new price or by using the keypad on the right-hand side.

If you wanted to sell more than one of the same item you would change the quantity box accordingly.
The button is part of the integration to the Stock module. If we click it we get the following screen.

This screen provides us with information on both the size and colours available, how many of the item are currently in stock and allows us to select the item to be removed from stock.
With the item selected you will see that it has been added to the transaction and the item category dialogue has returned.
Next we shall select some lenses.
Click on the Lenses button and we see that this has been split into sub-categories.

We shall select the Single Vision Lenses button
Again we are presented with a list box with all of the single vision lenses.

We select a lens to add to the transaction.
This, again, provides us with a dialogue box to choose the quantity but it does not provide a price. This needs to be entered manually as lenses can have multiple prices due to specification and blank size.

Clicking adds the lenses to the transaction and returns us to the item category dialogue.
The final item we will add is a coating, so we click on the Coating button.
Because there are no coats added to the till system we are provided with the item price dialogue straight away.

We enter a price and click to add to the transaction.
With all of the items added to the transaction we can click Cancel to close the item category dialogue.

==Selecting a Payment Method==

Optisoft Cash comes pre-configured with the most common payment methods, you can however add further methods yourself, see Adding Payment Types for more information.

In our simple example the patient will pay in full, you can, however, take deposits or take payment on collection. See Taking Payments for more information.

Click on the Pay button to access the Payment Method dialogue.

We will choose Cash as the payment type so we click on the Cash button.
Optisoft will automatically enter the required payment so we will click .
You can see that the payment has been added to the transaction and the Outstanding Balance is now zero.

==Completing the Transaction==

There are two options available for completing a cash transaction, Sale and Account Sale. In our simple example there is no difference in their operation.

We will click on the button

This provides us with a summary screen showing us what we have just done.

As we are happy with the transaction we will click the Confirm button.

This has saved the transaction and has also printed our receipt, opened the till drawer and taken the frame from stock.

Cash - Till Sessions

2012-05-08T13:15:46Z

Nslee: /* Closing a Till Session */

==Beginning Optisoft Cash==

The first time that you open Cash you will need to begin a new Till Session. This is equivalent to beginning a new day.

This session will remain open until you choose to close the till session, usually at the end of the day.

Closing the cash screen is '''NOT''' the same as Close Till Session.

When you open Optisoft Cash and need to open a till session the following dialogue will be displayed.

http://91.151.213.84/wiki/images/optisoft/cash/cashnewsession.jpg

*Click in the Float box and enter the value of the float.
*Click on the Open button to open the new till session.

==Closing a Till Session==

Optisoft Cash organises transactions in sessions. Sessions should be opened at the start of the day and closed at the end of the day.

Sessions are important as they are used within the reporting for cashing up.

You should make sure that the Cash screen is not open on any of the other PCs before you close a Till Session.

To close a Till Session:-

*Open the cash screen on only '''one''' PC.
*The current session number is displayed in the top right hand corner of the cash screen.
*Click the Close Till Session button to close the current till session.

http://91.151.213.84/wiki/images/optisoft/cash/closetillsessionbutton.jpg

*Click the Close button to complete the closure.

http://91.151.213.84/wiki/images/optisoft/cash/cashclosesession.jpg

Cash - Till Sessions

2012-05-08T13:14:04Z

Nslee: /* Beginning Optisoft Cash */

==Beginning Optisoft Cash==

The first time that you open Cash you will need to begin a new Till Session. This is equivalent to beginning a new day.

This session will remain open until you choose to close the till session, usually at the end of the day.

Closing the cash screen is '''NOT''' the same as Close Till Session.

When you open Optisoft Cash and need to open a till session the following dialogue will be displayed.

http://91.151.213.84/wiki/images/optisoft/cash/cashnewsession.jpg

*Click in the Float box and enter the value of the float.
*Click on the Open button to open the new till session.

==Closing a Till Session==

Optisoft Cash organises transactions in sessions. Sessions should be opened at the start of the day and closed at the end of the day.

Sessions are important as they are used within the reporting for cashing up.

You should make sure that the Cash screen is not open on any of the other PCs before you close a Till Session.

To close a Till Session:-

*Open the cash screen on only '''one''' PC
*The current session number is displayed in the top right hand corner of the cash screen.
*Click the Close Till Session button to close the current till session.

http://91.151.213.84/wiki/images/optisoft/cash/closetillsessionbutton.jpg

*Click the Close button to complete the closure.

http://91.151.213.84/wiki/images/optisoft/cash/cashclosesession.jpg

Maintenance - Adding Products to the System

2012-05-08T13:09:42Z

Nslee: /* Editing Product Sub-Categories */

Product Categories

Optisoft Cash comes pre-configured with a number of standard product types that are accessible from the Sell button in the till.

==Adding Product Categories==

You can add a new product category button to the list or you can also add a sub-category to an existing product type.

===New Product Category===

Adding a new product category will create a new first level button on the Sale Item screen.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Type maintenance screen.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg

*Type in the name for the new product type in the Button Text box.
*Use the Cash Category dropdown box to assign a cash category to the new button
*Use the Button Colour dropdown box to assign a colour to the new button.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the new product category.

===New Product Sub-Category===

Adding a new product sub-category will create a new second level button underneath an existing product category button. This can be used to group similar product types together.

In our example we will add a new sub-category to our Examination product category.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Type maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*We will select Examination here and then click http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg. This will bring up the existing Examination product category for editing.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg

Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttypeaddbutton.jpg button to open the Sub Category dialogue.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproductsubtypes.jpg

*Type in the name for the new product type in the Button Text box.
*Use the Cash Category dropdown box to assign a cash category to the new button. This can be the same cash category as the parent button or an entirely different one.
*Use the Button Colour dropdown box to assign a colour to the new button.
*Click on the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button to add the sub-type, it will now appear in the list on the payment method.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

==Editing Product Categories==

You can edit the existing product category’s properties, rename its button etc.

You can add sub-types to a product category, this will create a new second level button underneath the existing product button. This can be used to group similar products together.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category to edit and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg

*Update the category as required and click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

===Editing Product Sub-Categories===

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category that contains the sub-type you wish to remove and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg

*Select the sub-type in the list box at the bottom of the product category screen.
*Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttypeeditbutton.jpg button to open the Sub Category dialogue.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproductsubtypes.jpg

*Make the required changes and then click the button.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

==Deleting Product Categories==

You can delete a product category from the till so that it no longer appears. If you delete a first level product category then all of the sub-types of that product will also no longer appear.

===Deleting Product Types===

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category to delete and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/deletebutton.jpg button to delete the product category.

===Deleting Product Sub-Types===

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category that contains the sub-type you wish to remove and click the button.
*Select the sub-type in the list box at the bottom of the product category screen.
*Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttyperemovebutton.jpg button, and you will see a (d) next to the product.

http://91.151.213.84/wiki/images/optisoft/cash/removeproductsubtype.jpg

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to remove the product sub-type.

Cash - Customising Cash

2012-05-08T11:58:35Z

Nslee: /* Editing Product Sub-Categories */

Customising Cash

Optisoft Cash is provided with a default set of Sell Item buttons and Payment Types configured. These can, of course, be customised to meet your own needs.

==Payment Types==

Optisoft Cash comes pre-configured with a number of standard payment types that are accessible from the Pay button in the till.

http://91.151.213.84/wiki/images/optisoft/cash/paymentmethod.jpg

===Adding Payment Types===

You can add a new payment type button to the list or you can also add a sub-category to an existing payment type.

====New Payment Type====

Adding a new payment type will create a new first level button on the Payment Type screen.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Payment Categories to open the Payment Method maintenance screen.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainpaymenttype.jpg</center>

*Type in the name for the new payment type in the Description box.
*Use the Button Colour dropdown box to assign a colour to the new button.
*Use the Change checkbox to specify whether change can be provided for the payment type.
*Use the Voucher checkbox to specify if the new payment type is a voucher. If this is ticked then the payment will appear on the Reconcile Voucher screen and the Voucher reports. See Vouchers for more information.
*Use the Open Drawer checkbox to specify whether the till drawer will open when this payment type is used.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the new payment method.

====New Payment Sub-Category====

Adding a new payment sub-category will create a new second level button underneath an existing payment type button. This can be used to group similar payment types together.

In our example we will add a new sub-category to our Credit Card payment type.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Payment Categories to open the Payment Method maintenance screen.
*Click on the Built-In Lists button to provide a list of the payment types on the system.
*We will select Credit Card here and then click http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg. This will bring up the existing Credit Card payment type for editing.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainpaymentsubtype1.jpg</center>

*Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttypeaddbutton.jpg button to open the Sub Payment dialogue.
*Type in the name for the new payment sub-type in the Description box.

http://91.151.213.84/wiki/images/optisoft/cash/maintainpaymentsubtype2.jpg

*Use the Button Colour dropdown box to assign a colour to the new button.
*Use the Change checkbox to specify whether change can be provided for the payment type.
*Use the Voucher checkbox to specify if the new payment type is a voucher. If this is ticked then the payment will appear on the Reconcile Voucher screen and the Voucher reports. See Vouchers for more information.
*Use the Open Drawer checkbox to specify whether the till drawer will open when this payment type is used.
*Click on the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button to add the sub-type, it will now appear in the list on the payment method.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

===Deleting Payment Types===

You can delete a payment type from the till so that it no longer appears. If you delete a first level payment type then all of the sub-types of that payment will also no longer appear.

====Deleting Payment Types====

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Payment Categories to open the Payment Method maintenance screen.
*Click on the Built-In Lists button to provide a list of the payment types on the system.
*Select the payment type to delete and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainpaymentsubtype1.jpg</center>

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/deletebutton.jpg button to delete the payment type.

====Deleting Payment Sub-Types====

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Payment Categories to open the Payment Method maintenance screen.
*Click on the Built-In Lists button to provide a list of the payment types on the system.
*Select the payment type that contains the sub-type you wish to remove and click the button.
*Select the sub-type in the list box at the bottom of the payment method screen.
*Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttyperemovebutton.jpg button, and you will see a (d) next to the payment.

<center>http://91.151.213.84/wiki/images/optisoft/cash/removepaymentsubtype.jpg</center>

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to remove the payment sub-type.

===Editing Payment Types===

You can edit the existing payment types’ properties. You cannot rename an existing payment type.

You can add sub-types to payment categories, this will create a new second level button underneath the existing payment type button. This can be used to group similar payment types together.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Payment Categories to open the Payment Method maintenance screen.
*Click on the Built-In Lists button to provide a list of the payment types on the system.
*Select the payment type to edit and click the button.

http://91.151.213.84/wiki/images/optisoft/shared/placeholder.jpg

*Use the Button Colour dropdown box to assign a new colour to the button.
*Use the Change checkbox to specify whether change can be provided for the payment type.
*Use the Voucher checkbox to specify if the new payment type is a voucher.
*Use the Open Drawer checkbox to specify whether the till drawer will open when this payment type is used.

==Product Categories==

Optisoft Cash comes pre-configured with a number of standard product types that are accessible from the Sell button in the till.

===Adding Product Categories===

You can add a new product category button to the list or you can also add a sub-category to an existing product type.

====New Product Category====

Adding a new product category will create a new first level button on the Sale Item screen.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Type maintenance screen.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg</center>

*Type in the name for the new product type in the Button Text box.
*Use the Cash Category dropdown box to assign a cash category to the new button
*Use the Button Colour dropdown box to assign a colour to the new button.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the new product category.

====New Product Sub-Category====

Adding a new product sub-category will create a new second level button underneath an existing product category button. This can be used to group similar product types together.

In our example we will add a new sub-category to our Examination product category.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Type maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*We will select Examination here and then click http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg. This will bring up the existing Examination product category for editing.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg</center>

*Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttypeaddbutton.jpg button to open the Sub Category dialogue.

*Type in the name for the new product type in the Button Text box.
*Use the Cash Category dropdown box to assign a cash category to the new button. This can be the same cash category as the parent button or an entirely different one.
*Use the Button Colour dropdown box to assign a colour to the new button.
*Click on the button to add the sub-type, it will now appear in the list on the payment method.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

===Editing Product Categories===

You can edit the existing product category’s properties, rename its button etc.

You can add sub-types to a product category, this will create a new second level button underneath the existing product button. This can be used to group similar products together. See New Product Sub-Category for details.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category to edit and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg</center>

*Update the category as required and click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

====Editing Product Sub-Categories====

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category that contains the sub-type you wish to remove and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg</center>

*Select the sub-type in the list box at the bottom of the product category screen.
*Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttypeeditbutton.jpg button to open the Sub Category dialogue.

http://91.151.213.84/wiki/images/optisoft/cash/maintainproductsubtypes.jpg

*Make the required changes and then click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

===Deleting Product Categories===

You can delete a product category from the till so that it no longer appears. If you delete a first level product category then all of the sub-types of that product will also no longer appear.

====Deleting Product Types====

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category to delete and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.

<center>http://91.151.213.84/wiki/images/optisoft/cash/maintainproducttypes.jpg</center>

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/deletebutton.jpg button to delete the product category.

====Deleting Product Sub-Types====

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left hand corner of the screen.
*Go to Maintain > Cash > Product Categories to open the Product Category maintenance screen.
*Click on the Built-In Lists button to provide a list of the product categories on the system.
*Select the product category that contains the sub-type you wish to remove and click the http://91.151.213.84/wiki/images/optisoft/shared/okbutton.jpg button.
*Select the sub-type in the list box at the bottom of the product category screen.
*Click the http://91.151.213.84/wiki/images/optisoft/cash/paymenttyperemovebutton.jpg button, and you will see a (d) next to the product.

<center>http://91.151.213.84/wiki/images/optisoft/cash/removeproductsubtype.jpg</center>

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to remove the product sub-type.

Cash - Setting VAT Percentages

2012-05-08T11:51:52Z

Nslee:

Setting VAT Percentages

Optisoft uses Cash Categories to assign different VAT percentages and professional fees to item types.

A number of default categories are pre-set in a new installation ,for example the Frame, Lenses, Private Fees and Accessories.

New Cash Categories can be added to your system by an Optisoft representative at your request.

==Editing Cash Categories==

You can edit the VAT percentage, VAT rate and Professional Fee of the cash categories.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left corner of the screen.
*Go to Maintain > Cash > VAT Categories.

http://91.151.213.84/wiki/images/optisoft/cash/maintaincashcat.jpg

*On the right hand side there are three radio buttons to select the overall type of item, Spectacles, Fees and Other.
*Drop down the Cash Categories dropdown box and select the category you wish to amend.
*If the item type includes a professional fee enter the value in the box provided, this is a monetary value.
*Enter the VAT-able percentage of the item type in the %VAT, this is a percentage. For example, if only 40% of the retail price of your frames is VAT-able then you would enter 40.00 in the box.
*Use the Tax Rate drop down box to select the VAT rate that should be applied to the item. For example you would use Standard Rate for 20%. These rates can be customised, see VAT Rates for more details.
*The Product Type box should read as Set Price, this is a legacy setting and should not be altered.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

==VAT Rates==

There are three VAT rates defined as default within Optisoft, these are Standard, Exempt and Zero Rated.

You can update these rates or create new rates for use with cash categories as required.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left corner of the screen.
*Go to Maintain > Cash > VAT Types.
*Click on the Built-In Lists option and choose All to list all VAT types.

http://91.151.213.84/wiki/images/optisoft/shared/searchboxdropdownall.jpg

*Select the type you wish to edit and click OK.
*Update the percentage rate as required.

http://91.151.213.84/wiki/images/optisoft/cash/maintainvattype.jpg

*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

Cash - Setting VAT Percentages

2012-05-08T11:49:50Z

Nslee:

Setting VAT Percentages

Optisoft uses Cash Categories to assign different VAT percentages and professional fees to item types.

A number of default categories are pre-set in a new installation ,for example the Frame, Lenses, Private Fees and Accessories.

New Cash Categories can be added to your system by an Optisoft representative at your request.

==Editing Cash Categories==

You can edit the VAT percentage, VAT rate and Professional Fee of the cash categories.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left corner of the screen.
*Go to Maintain > Cash > VAT Categories.

http://91.151.213.84/wiki/images/optisoft/cash/maintaincashcat.jpg

*On the right hand side there are three radio buttons to select the overall type of item, Spectacles, Fees and Other.
*Drop down the Cash Categories dropdown box and select the category you wish to amend.
*If the item type includes a professional fee enter the value in the box provided, this is a monetary value.
*Enter the VAT-able percentage of the item type in the %VAT, this is a percentage. For example, if only 40% of the retail price of your frames is VAT-able then you would enter 40.00 in the box.
*Use the Tax Rate drop down box to select the VAT rate that should be applied to the item. For example you would use Standard Rate for 20%. These rates can be customised, see VAT Rates for more details.
*The Product Type box should read as Set Price, this is a legacy setting and should not be altered.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

==VAT Rates==

There are three VAT rates defined as default within Optisoft, these are Standard, Exempt and Zero Rated.

You can update these rates or create new rates for use with cash categories as required.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left corner of the screen.
*Go to Maintain > Cash > VAT Types
*Click on the Built-In Lists option and choose All to list all VAT types.

http://91.151.213.84/wiki/images/optisoft/shared/searchboxdropdownall.jpg

*Select the type you wish to edit and click OK.
*Update the percentage rate as required.

http://91.151.213.84/wiki/images/optisoft/cash/maintainvattype.jpg

*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

Cash - Seting Cash Printers

2012-05-08T11:40:37Z

Nslee:

==Overview==

Optisoft cash provides two types of printer output, the receipt printer and the report printer. Both of which will need to be set up before you use them.

<center>http://91.151.213.84/wiki/images/optisoft/cash/cashsettings2.jpg</center>

==Report Printer==
The report printer is your standard desktop printer so you will need to configure Optisoft to send the reports to the correct printer on your system.

Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left corner of the screen.
Go to Maintain > Cash > Settings to open the Settings dialogue
Drop the Report Printer dropdown box down and select the printer that you wish the cash reports to go to.

http://91.151.213.84/wiki/images/optisoft/cash/reportprinterdropdown.jpg

==Receipt Printer==

There are two types of receipt printer that Optisoft will print to, serial and parallel, this refers to the physical connection to the back of the computer.

If you are unsure of which type of printer you have you can contact the support desk for assistance, see Contact Us.

===Serial Receipt Printer===

*Drop the Till Type dropdown box down and select ReceiptPrinter.

http://91.151.213.84/wiki/images/optisoft/cash/tilltypedropdown.jpg

*You will see that the Receipt Printer dropdown box is greyed out, this is correct for this type of printer.

http://91.151.213.84/wiki/images/optisoft/cash/serialreceiptprinter.jpg

*In the Receipt Printer Port box you will need to enter the number of the COM port that the receipt printer is connected to. *This will typically be the number 1.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

===USB/Parallel Receipt Printer===

*Drop the Till Type dropdown box down and select Printer.

http://91.151.213.84/wiki/images/optisoft/cash/tilltypedropdown.jpg

*You will see that the Receipt Printer dropdown box is active.

http://91.151.213.84/wiki/images/optisoft/cash/receiptprinterdropdown.jpg

*Drop the Receipt Printer dropdown box down and select the receipt printer from the list. If the receipt printer does not appear on this list you should first confirm that you do indeed have a parallel receipt printer.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.

Cash - Accounting Method

2012-05-08T11:32:21Z

Nslee:

Accounting Method

Setting the correct Accounting method is important for accurate reporting of VAT implications.

Optisoft Cash is able to follow three accounting methods.

:*Invoice Accounting: You are liable for the full VAT charge on the transaction regardless of whether you have received payment or not.

:*Cash Accounting: You are only liable for the VAT charge on the value of transaction that you have received payment for, with the highest rated VAT-able item first.

:*Cash Plus Accounting: Subset of Cash Accounting method. VAT is charged on the Cost Price + Markup. This is very rarely used and is only then used by special arrangement with the Inland Revenue.

If you are unsure on your accounting method this should be clarified with your accountant or VAT officer.

Once you are certain of the accounting method in use, Optisoft needs to be set to this method correctly.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left corner of the screen.
*Go to Maintain > Cash > Settings to open the Settings dialogue.

<center>http://91.151.213.84/wiki/images/optisoft/cash/cashsettings2.jpg</center>

*On the right hand side select the radio button corresponding to the correct accounting method.
*Click http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg to save the changes.
*You should then close and reopen Optisoft to ensure that the changes have taken effect.

Cash

2012-05-08T11:26:37Z

Nslee:

=Overview=

Optisoft Cash has been designed to provide an easy to use EPOS system that is integrated with the Patient database and the Spectacles Dispensing, Contact Lens Dispensing and Stock modules.

It has been created specifically to meet the VAT needs of the optical market in addition to the standard functionality of an electronic till.

<center>http://91.151.213.84/wiki/images/optisoft/cash/cashnopatient.jpg</center>

Before you can use the Cash module the system needs to be set up, although some of this will be done for you by the Optisoft Training Representative.

You will need to:-

*[[Cash - Accounting Method|Select the correct VAT accounting method]]

*[[Cash - Seting Cash Printers|Select the appropriate printer outputs ]]

*[[Cash - Create a Till|Create a customised till ]]

*[[Cash - Setting VAT Percentages|Customise the VAT percentages and professional fees]]

Once these steps are completed the basic setup will be in place and you can then [[Cash - Using Cash|begin using]] the module.

The following steps will allow you to get the most out of the Cash module

*[[Cash - Customising Cash|Customise the product and payment options]]

*[[Maintenance - Adding Products to the System|Create a list of your products]]

[[Cash - Using Cash|Beginning Optisoft Cash]]

Appointments - Booking Appointments

2012-05-08T11:22:53Z

Nslee:

Booking Appointments

There are a number of different ways to book appointments.

The first, and simplest, way is booking an appointment for the Active Patient. This does of course require that the current Active Patient is the patient for whom you wish to book an appointment. If the patient does not currently exist in your database you can use a [[Appointments - Using Temporary Patients|Temporary Patient]] to allow you to book an appointment quickly.

http://91.151.213.84/wiki/images/optisoft/appts/apptsoverview.jpg

*Double click on the selected, available slot in the diary.

http://91.151.213.84/wiki/images/optisoft/appts/bookingapptnotype.jpg

*The current Active Patient is automatically selected.
*Select the appointment type or set the start and end times manually.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to book the appointment.

If the Active Patient is not the patient you wish to book the appointment for you would use the search box or the built-in search lists to select the correct patient. See [[Patients#Finding_Patients|Finding Patients]] for more information

Appointments - Appointment Notification

2012-05-08T11:19:36Z

Nslee:

Appointment Notification

You can set up rules for automated appointment notification messages to be sent. These can be sent by letter or card, or by SMS or email with the appropriate add-on module.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Appointments > Notification.

http://91.151.213.84/wiki/images/optisoft/appts/apptcarddtopprinter.jpg

*Select the send method by choosing one of the tabs.
*Enter the value for when you want to send the reminder.
*Select the template to use. You can create the templates for letters, cards and e-mails using the Form Designer tool. SMS templates can only be created from within the SMS module. See the [[Form Designer|Form Designer]] and [[Email-SMS|Email-SMS]] sections for more details.
*Tick the box to activate the chosen method.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save the changes.

Appointments - Appointment Sources

2012-05-08T11:18:56Z

Nslee:

Adding Appointment Sources

These are sources that appear as selectable on the appointment screen when booking got provide information as to how the patient has made the appointment e.g. Telephone, Walk-In, etc.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Appointments > Appointment Sources.

http://91.151.213.84/wiki/images/optisoft/appts/maintainapptsources.jpg

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button.
*Enter a description for the new source.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to add it to the list.

Appointments - Appointment Reasons

2012-05-08T11:17:59Z

Nslee:

Adding Appointment Reasons

These are the reasons that appear as selectable on the appointment screen when booking to provide information as to why the patient has made the appointment e.g. Routine Check-up, Headaches, etc.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen.
*Go to Maintain > Appointments > Appointment Reasons.

http://91.151.213.84/wiki/images/optisoft/appts/maintainapptreasons.jpg

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button.
*Enter a description for the new reason.
*Click the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to add it to the list.

Appointments - Creating Optometrists

2012-05-08T11:17:10Z

Nslee:

Each of the optometrists should be added to the system so that appointments can be booked for them.

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg in the top left of the screen
*Go to Maintain > Patients > Staff

http://91.151.213.84/wiki/images/optisoft/appts/staffedit.jpg

*Enter a Short Name for the optometrists. This will act as a short reference.
*Enter Surname and First Name.
*Select the appropriate option of either O.O. or D.O.
*Tick the Allow Appointments check box.

Recall - Recall Categories

2012-05-08T11:04:30Z

Nslee:

Before you can start using your Recall Module you will have to set your Recall Categories and create the actual letters you wish to send. You will also have to setup your Recall Enclosures before you can add them to your Recall Letters.

==Recall Categories: Adding/Amending==
To add or amend your recall categories do the following.

*From the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg select Maintain > Recall > Recall Categories. The following screen will appear.

<center>http://91.151.213.84/wiki/images/optisoft/recall/blankrecallcategory.jpg</center>

*To add a new category simply fill in the form.

*Start by giving the category a description that is meaningful.

*Down the left hand side of the screen are Band numbers. These numbers represent a recall bath for which ever patient you decide to assign it too. They consist of a month value and a letter that has been previously written using the form designer.

*Enter the number of months you wish your first letter to be sent in the Band 1 month box. This will be the number of months from the recall start date that you will assign when your patient has their eye exam.

*Next select which letter you wish to be sent on this month.

*Then use the drop down box to select the [[Recall - Recall Categories - Send Method|send method]] you wish to use. By default this is set to Letter, meaning a letter will be printed out. See Send Methods for more information.

*With the Band 1 row complete start to fill in the Band 2 row.

*It is important to enter the number of months from the initial start date and not from the last band figure. For example entering ‘3’ in the band 1 month box and ‘5’ in the band 2 month box will sent a letter out first on 3 months and then again on 5 months after the initial start date.

*Continue to fill in the form with as many Bands as necessary. It is not necessary to have all 7 Bands complete.

<center>http://91.151.213.84/wiki/images/optisoft/recall/filledrecallcategory.jpg</center>

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save what you have entered.

*From this point to add a new category you must select the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button to clear the form and start again.

*If you wish to amend an existing category use the Search box at the top of the screen or the Built In Lists option and select your existing category from the list that appears.

Please note that if you wish to make changes to your Recall categories after they have been originally setup, that those changes will not be reflected in the recall graph '''UNTIL''' it has been recalculated. To do this please ring Optisoft support on 0845 230 3450.

Recall - Recall Categories

2012-05-08T11:03:55Z

Nslee:

Before you can start using your Recall Module you will have to set your Recall Categories and create the actual letters you wish to send. You will also have to setup your Recall Enclosures before you can add them to your Recall Letters.

==Recall Categories: Adding/Amending==
To add or amend your recall categories do the following.

*From the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg select Maintain > Recall > Recall Categories. The following screen will appear.

<center>http://91.151.213.84/wiki/images/optisoft/recall/blankrecallcategory.jpg</center>

*To add a new category simply fill in the form

*Start by giving the category a description that is meaningful.

*Down the left hand side of the screen are Band numbers. These numbers represent a recall bath for which ever patient you decide to assign it too. They consist of a month value and a letter that has been previously written using the form designer.

*Enter the number of months you wish your first letter to be sent in the Band 1 month box. This will be the number of months from the recall start date that you will assign when your patient has their eye exam.

*Next select which letter you wish to be sent on this month.

*Then use the drop down box to select the [[Recall - Recall Categories - Send Method|send method]] you wish to use. By default this is set to Letter, meaning a letter will be printed out. See Send Methods for more information.

*With the Band 1 row complete start to fill in the Band 2 row.

*It is important to enter the number of months from the initial start date and not from the last band figure. For example entering ‘3’ in the band 1 month box and ‘5’ in the band 2 month box will sent a letter out first on 3 months and then again on 5 months after the initial start date.

*Continue to fill in the form with as many Bands as necessary. It is not necessary to have all 7 Bands complete.

<center>http://91.151.213.84/wiki/images/optisoft/recall/filledrecallcategory.jpg</center>

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save what you have entered.

*From this point to add a new category you must select the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button to clear the form and start again.

*If you wish to amend an existing category use the Search box at the top of the screen or the Built In Lists option and select your existing category from the list that appears.

Please note that if you wish to make changes to your Recall categories after they have been originally setup, that those changes will not be reflected in the recall graph '''UNTIL''' it has been recalculated. To do this please ring Optisoft support on 0845 230 3450.

Recall - Recall Categories

2012-05-08T11:03:09Z

Nslee: /* Recall Categories: Adding/Amending */

Before you can start using your Recall Module you will have to set your Recall Categories and create the actual letters you wish to send. You will also have to setup your Recall Enclosures before you can add them to your Recall Letters.

==Recall Categories: Adding/Amending==
To add or amend your recall categories do the following.

*From the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg select Maintain > Recall > Recall Categories. The following screen will appear.

<center>http://91.151.213.84/wiki/images/optisoft/recall/blankrecallcategory.jpg</center>

*To add a new category simply fill in the form

*Start by giving the category a description that is meaningful.

*Down the left hand side of the screen are Band numbers. These numbers represent a recall bath for which ever patient you decide to assign it too. They consist of a month value and a letter that has been previously written using the form designer.

*Enter the number of months you wish your first letter to be sent in the Band 1 month box. This will be the number of months from the recall start date that you will assign when your patient has their eye exam.

*Next select which letter you wish to be sent on this month.

*Then use the drop down box to select the [[Recall - Recall Categories - Send Method|send method]] you wish to use. By default this is set to Letter, meaning a letter will be printed out. See Send Methods for more information.

*With the Band 1 row complete start to fill in the Band 2 row.

*It is important to enter the number of months from the initial start date and not from the last band figure. For example entering ‘3’ in the band 1 month box and ‘5’ in the band 2 month box will sent a letter out first on 3 months and then again on 5 months after the initial start date.

*Continue to fill in the form with as many Bands as necessary. It is not necessary to have all 7 Bands complete.

<center>http://91.151.213.84/wiki/images/optisoft/recall/filledrecallcategory.jpg</center>

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save what you have entered.

*From this point to add a new category you must select the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button to clear the form and start again.

*If you wish to amend an existing category use the Search box at the top of the screen or the Built In lists option and select your existing category from the list that appears.

Please note that if you wish to make changes to your Recall categories after they have been originally setup, that those changes will not be reflected in the recall graph '''UNTIL''' it has been recalculated. To do this please ring Optisoft support on 0845 230 3450.

Recall - Recall Categories

2012-05-08T11:00:02Z

Nslee: /* Recall Categories: Adding/Amending */

Before you can start using your Recall Module you will have to set your Recall Categories and create the actual letters you wish to send. You will also have to setup your Recall Enclosures before you can add them to your Recall Letters.

==Recall Categories: Adding/Amending==
To add or amend your recall categories do the following.

*From the http://91.151.213.84/wiki/images/optisoft/shared/optisoftorb.jpg select Maintain > Recall > Recall Categories. The following screen will appear.

<center>http://91.151.213.84/wiki/images/optisoft/recall/blankrecallcategory.jpg</center>

*To add a new category simply fill in the form

*Start by giving the category a description that is meaningful.

*Down the left hand side of the screen are Band numbers. These numbers represent a recall bath for which ever patient you decide to assign it too. They consist of a month value and a letter that has been previously written using the form designer.

*Enter the number of months you wish your first letter to be sent in the Band 1 month box. This will be the number of months from the recall start date that you will assign when your patient has their eye exam.

*Next select which letter you wish to be sent on this month.

*Then use the drop down box to select the [[Recall - Recall Categories - Send Method|send method]] you wish to use. By default this is set to Letter, meaning a letter will be printed out. See Send Methods for more information.

*With the Band 1 row complete start to fill in the Band 2 row.

*It is important to enter the number of months from the initial start date and not from the last band figure. For example entering ‘3’ in the band 1 month box and ‘5’ in the band 2 month box will sent a letter out first on 3 months and then again on 5 months after the initial start date.

*Continue to fill in the form with as many Bands as necessary. It is not necessary to have all 7 Bands complete.

http://91.151.213.84/wiki/images/optisoft/recall/filledrecallcategory.jpg

*Click on the http://91.151.213.84/wiki/images/optisoft/shared/savebutton.jpg button to save what you have entered.

*From this point to add a new category you must select the http://91.151.213.84/wiki/images/optisoft/shared/newbutton.jpg button to clear the form and start again.

*If you wish to amend an existing category use the Search box at the top of the screen or the Built In lists option and select your existing category from the list that appears.

Please note that if you wish to make changes to your Recall categories after they have been originally setup, that those changes will not be reflected in the recall graph '''UNTIL''' it has been recalculated. To do this please ring Optisoft support on 0845 230 3450.

Recall - Understanding Patients Recall

2012-05-08T10:58:57Z

Nslee: /* Common Terms */

Understanding Recall

Optisoft’s Recall system works by assigning Recall Categories to patients and, based on a set date, sending reminder letters at regular intervals.

==Theory==

When a patient is added to a recall category their Next Letter Date is calculated and their first letter is added to the recall graph.

This first letter is based directly on the recall start date, so, if the recall start date is 01/01/2007 and the first recall band is set to 12 months, then the first letter will be added to the graph at 01/01/08.

The second, and subsequent, letters are then calculated using the date on which the previous letter was printed as its basis.

In this way, if you are printing ahead or behind, the letter intervals are always based on last contact.

Example

{| style="width:75%; height:150px" border="1"
|-
| Recall Band Interval || Start Date || Next Letter Date || Letter Printed Date
|-
| 12 || style="width:200px" |01/02/07 || 01/02/08 || 05/02/08
|-
| 18 ||style="background:silver" | || 05/08/09 || 31/07/09
|-
| 24 ||style="background:silver" | || 31/01/10 || style="background:silver" |
|}

In the above example a patient has an examination on 01/02/07 and is assigned to a recall category. The recall system calculates their next letter to be due on 01/02/08, twelve months later.

This letter is printed four days after this due date, on 05/02/08. This becomes the new start date for use with the second band and, therefore, provides a next letter date of 05/08/09, six months later.

The second band’s letter is actually printed five days early, on 31/07/09. The system then takes this as the new start date therefore providing a next letter date of 31/01/09. This date is six months after the last contact date but only actually twenty-three months after the original start date.

==Common Terms==

'''Start Date'''

The Start Date is the date on which the recall categories’ intervals are based. It is typically the patient’s last examination date.

'''Recall Categories'''

The Recall Category is set of letter templates and intervals which is assigned to a patient’s record to describe how you would like to remind the patient.

'''Recall Category Bands'''

The Recall Category Bands make up the Recall Categories. Each band is a single interval and letter template. A single recall category can be made up of up to seven bands.

'''Recall Template''' or '''Letter Template'''

The Recall Template is the letter into which the patients details will be merged in to. This is a Microsoft Word document that has been created through Optisoft’s Form Designer to add the mail merge information to it.

'''Merge Codes'''

The Merge Codes are special mail merge fields that are inserted into the letter template to link the patient’s database to the template for the recall system.

'''Recall Graph'''

A graphical representation of how many recall letters are due to be sent within a certain month.

Recall - Understanding Patients Recall

2012-05-08T10:19:54Z

Nslee: /* Common Terms */

Recall - Understanding Patients Recall

2012-05-08T10:19:06Z

Nslee: /* Common Terms */

Recall - Understanding Patients Recall

2012-05-08T10:17:28Z

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Patients

2012-05-08T09:45:11Z

Nslee: /* Using Active Patients */

{{#customtitle:Patients Module|My Title}}

= Overview =

The Patients screen is used to manage all information that directly relates to you patients.

<center>http://91.151.213.84/wiki/images/Optisoft/Patients/blankpatients.jpg</center>

When you open Optisoft it will display a blank Patient record, open on the main details tab.

At this point you can either enter a new patient record, or you can retrieve and modify/review the details of existing patients.

= Using Patients =
== Creating a New Patient ==

Adding a new patient is simply a matter of typing their details into the relevant box, working your way through the tabs from left to right.

*[[Using Patients - Patients Tab|Patients Tab]]

*[[Using Patients - Recall Tab|Recall Tab]]

*[[Using Patients - Documents Tab|Documents Tab]]

*[[Using Patients - Notes Tab|Notes Tab]]

*[[Using Patients - Appointments Tab|Appointments Tab]]

*[[Using Patients - Cash Tab|Cash Tab]]

*[[Using Patients - Spectacles Tab|Spectacles Tab]]

*[[Using Patients - Contact Lenses Tab|Contact Lenses Tab]]

==Finding Patients==

There are a number of ways to search for a patient within Optisoft.

*[[Finding Patients - Search Box|Using the Search Box]]

*[[Finding Patients - Built In Lists|Built-In Lists]]

*[[Finding Patients - Active Patient List|Active Patient List]]

You can also filter the results of your searches.

*[[Finding Patients - Filtering Searches|Filtering Searches]]

==Active Patients==

Active Patients

Active Patients is a new feature that has been introduced into Optisoft Enterprise Edition.

http://91.151.213.84/wiki/images/Optisoft/Shared/ActivePatientList.jpg

It is designed to keep a list of the patients that the user is currently working with, enabling you to quickly switch between patients rather than having to search for the patient every time you wish to perform an action.

===Using Active Patients===

The name of the current Active Patient is displayed in the top right of Optisoft. This is the patient you are currently working with and so will be automatically selected when you enter a module.

There is a dropdown arrow alongside the active patient’s name, clicking on this will show the list of other patients within the active list, if there are any, and also the options to have No Active Patient or Clear Active Patients completely.

To select another patient from this list and make them the active patient you would simply click once on their name.

Next to the dropdown arrow there is a red cross , this is used to ‘close’ the currently active patient and remove them from the Active Patients list.

*[[Active Patients - Adding Active Patients|Adding Patients to the List]]

*[[Active Patients - Removing Active Patients|Removing Patients from the List]]

==OptomNotes Integration==

Optisoft Enterprise can be integrated with the OptomNotes application, passing patient details in both directions, saving you from having to enter the same information into both systems manually.

http://91.151.213.84/wiki/images/Optisoft/Shared/OptomNotesButton.jpg

===Sending Patients to OptomNotes===

To send a patient to OptomNotes you need to make sure that the patient is currently selected as the active patient.
You would then click on the OptomNotes button on the toolbar in the Patient module.
This opens a window allowing you to select the optometrist to pass the patient to.

<center>http://91.151.213.84/wiki/images/Optisoft/Shared/OptomNotesSelectOptom.jpg</center>

If the optometrist is currently logged in to their OptomNotes application their name will appear as an option within this list.
If there are no optometrists currently logged in then the only option will be Next Free O.O.
Make your selection and click the button to add the patient to the OptomNotes application’s Examination queue.

===Information from OptomNotes===

When the optometrist has completed their examination, OptomNotes will send the patient’s updated prescription and recall information to Optisoft.

The patient’s record in Optisoft will be updated automatically with these new details.

=Setting Up Patients=

Some of the details that you will be using in the Patient Records module require some setting up beforehand.

They will also require maintenance during the system’s life, for example optometrist’s details may change as the practice grows.

[[Setting Up Patients - Maintaining the Patient Module|Maintaining the Patient Module]]

Finding Patients - Filtering Searches

2012-05-08T09:42:38Z

Nslee:

=Filtering Searches=

If you want to do a search, either using the Search box or a Built-in List, provides multiple results you will be presented with a search results window.

<center>http://91.151.213.84/wiki/images/optisoft/patients/smithsearch.jpg</center>

At the top of this search results window you will see that there is an option to Filter Results, this can be used to refine your search further.

As you type into the text box you will see that the list of results is being filtered.

<center>http://91.151.213.84/wiki/images/optisoft/patients/searchfilter.jpg</center>

You can select a certain field to apply the filter to, so for example you could type in the first digits of a patient’s postcode to show only those results with similar postcodes. To do this you would use the dropdown box to the right of the Filter Record box.

<center>http://91.151.213.84/wiki/images/optisoft/patients/filteredsmithsearch.jpg</center>

Finding Patients - Filtering Searches

2012-05-08T09:41:27Z

Nslee:

=Filtering Searches=

If you want to do a search, either using the Search box or a Built-in List, provides multiple results you will be presented with a search results window.

http://91.151.213.84/wiki/images/optisoft/patients/smithsearch.jpg

At the top of this search results window you will see that there is an option to Filter Results, this can be used to refine your search further.

As you type into the text box you will see that the list of results is being filtered.

http://91.151.213.84/wiki/images/optisoft/patients/searchfilter.jpg

You can select a certain field to apply the filter to, so for example you could type in the first digits of a patient’s postcode to show only those results with similar postcodes. To do this you would use the dropdown box to the right of the Filter Record box.

http://91.151.213.84/wiki/images/optisoft/patients/filteredsmithsearch.jpg

Finding Patients - Built In Lists

2012-05-08T09:39:47Z

Nslee:

Built-In Lists

There are a number of built-in lists associated with searching for a patient. These can be accessed by clicking on the Built-In Lists button underneath the search box at the top of the screen.

http://91.151.213.84/wiki/images/optisoft/patients/patbuiltinlists.jpg

If, for example, you are searching for a patient who had an appointment within the last week you can use the Patients Seen Last 7 Days option and the system will compile a list of those patients.

The Last 20 Patients option will compile a list of the last twenty patients who have had changes made to their record.

Last 20 Patients is the only one of the built-in lists that will provide results if the Appointment module has not been installed in the practice.

Finding Patients - Built In Lists

2012-05-08T09:38:59Z

Nslee:

Built-In Lists

There are a number of built-in lists associated with searching for a patient. These can be accessed by clicking on the Built-In Lists button underneath the search box at the top of the screen.

<center>http://91.151.213.84/wiki/images/optisoft/patients/patbuiltinlists.jpg</center>

If, for example, you are searching for a patient who had an appointment within the last week you can use the Patients Seen Last 7 Days option and the system will compile a list of those patients.

The Last 20 Patients option will compile a list of the last twenty patients who have had changes made to their record.

Last 20 Patients is the only one of the built-in lists that will provide results if the Appointment module has not been installed in the practice.

Finding Patients - Search Box

2012-05-08T09:28:16Z

Nslee:

Using the Search Box

At the top of the screen there is the Search box, this is generally the quickest and easiest way of locating a patient within the system.

http://91.151.213.84/wiki/images/optisoft/patients/filledsearchbox.jpg

To search for a patient you simply type into the box something to search with and press the Enter key on the keyboard.

You can search using any of the information on the Patient tab, it is, however, sensible to use something like Surname, Postcode or a Phone Number.

You do not need to enter the whole field into the search box so, for example, if you were search for a Mr Djokovic you could just type Djo and press enter and it would locate all of the patients who have those three letters.

If there is only one result for the search it will automatically be loaded into the Patient’s module.

If there is more than one suitable result you will be presented with a box listing the options, allowing you to choose the correct one.

<center>http://91.151.213.84/wiki/images/optisoft/patients/smithsearch.jpg</center>

Finding Patients - Search Box

2012-05-08T09:28:03Z

Nslee:

Using the Search Box

At the top of the screen there is the Search box, this is generally the quickest and easiest way of locating a patient within the system.

http://91.151.213.84/wiki/images/optisoft/patients/filledsearchbox.jpg

To search for a patient you simply type into the box something to search with and press the Enter key on the keyboard.

You can search using any of the information on the Patient tab, it is, however, sensible to use something like Surname, Postcode or a Phone Number.

You do not need to enter the whole field into the search box so, for example, if you were search for a Mr Djokovic you could just type Djo and press enter and it would locate all of the patients who have those three letters.

If there is only one result for the search it will automatically be loaded into the Patient’s module.

If there is more than one suitable result you will be presented with a box listing the options, allowing you to choose the correct one.

<center?http://91.151.213.84/wiki/images/optisoft/patients/smithsearch.jpg</center>

Using Patients - Cash Tab

2012-05-08T09:24:47Z

Nslee: /* Cash Tab */

{{#customtitle:Using Patients - Cash Tab|My Title}}

=Cash Tab=

Attached to the patient’s details there is a tab called Cash. This tab will show the patient’s transaction history at a glance and also if they have an outstanding balance with the practice.

The information on the tab is not interactive, however. If you wish to view the specific details of a transaction then you must open it with the [[Cash|Cash]] itself.

<center>http://91.151.213.84/wiki/images/optisoft/patients/filledcashtab.jpg</center>

Using Patients - Appointments Tab

2012-05-08T09:23:43Z

Nslee: /* Appointments Tab */

{{#customtitle:Using Patients - Appointments Tab|My Title}}

=Appointments Tab=

Attached to the patient’s details there is a tab called Appointments. This tab will show the patient’s appointment history at a glance.

If the patient has an appointment booked in the future it will be highlighted on this list in green.

If the patient has an appointment booked for today then it will be highlighted on this list in red.

<center>http://91.151.213.84/wiki/images/optisoft/patients/filledapptstab.jpg</center>

Using Patients - Notes Tab

2012-05-08T09:22:58Z

Nslee: /* Notes Tab */

{{#customtitle:Using Patients - Notes Tab|My Title}}

=Notes Tab=

Attached to the patient’s details there is a tab called Notes. You would use this tab to enter any information associated with the patient that does not fit anywhere else within the Patient’s module.

<center>http://91.151.213.84/wiki/images/optisoft/patients/fillednotestab.jpg</center>

You could, for example, use it to write information for other staff members pertinent to the patient, details of problems or conversations with the patient.

To enter notes you simply type into the Notes screen as you would into Windows’ Notepad.

You can click on the http://91.151.213.84/wiki/images/optisoft/patients/todaysdate.jpg button to enter today’s date into the notes.

The http://91.151.213.84/wiki/images/optisoft/patients/clearbutton.jpg button at the bottom of the screen will completely clear all of the notes associated with the patient.