The Spectacle order form for a patient can be opened by clicking on the 'Orders' icon at the bottom of the main patient form.

Or by clicking the 'Go To Ordering' button on the patient account form.

The order form will open with the patient's most recent order on the screen.

Changing Which Order is Displayed

When you open an order the selection ‘all orders’ and ‘just this patient’ are selected with the most recent order displayed. To change which order is displayed you can either click on the drop-down arrow and select an alternative order from the list or use the arrows to flick through the patient’s orders.

You can filter the orders that are displayed in the list by selecting a different order status.

Uncancelled orders are orders anywhere in the order process that have not been cancelled. Unprocessed Orders are orders that do not have a date in the order field i.e. are still waiting to be ordered. Outstanding Orders are orders that have an order date but have not been received and the required and expected date of the order are still in the future. Overdue orders are orders that have an order date, have not been received and the required or expected date is in the past. Uncollected orders are orders that have been received but not yet collected.

Removing the tick from the 'Just This Patient' filter will show orders of the selected status for all patients.

You can also search for, and display, a single specific order by typing the order ID, Frame Order number, or Lens order number in the corresponding fields and pressing enter on the keyboard.

Checking And Printing An Order

Check the details of the order are correct.

Confirm your order type is correct and amend if required. The available order type options are Supply frame, Reglaze enclosed, Frame enclosed, await receipt of frame, Prepare and Advise, Remote edging, repair enclosed, Uncut.

Select the workshop. The workshop is considered the place that the job is finalised. Therefore, if you are ordering a remote edge or uncuts, then the workshop is considered as your practice.

Lenses From: If you are ordering lenses from a separate supplier to the workshop, or you are doing a remote edge/uncut order, tick the box next to ‘Lenses From’ and select the lens supplier.

Frame From: If you are ordering a frame for this order that is not being supplied by the workshop, tick the box next to ‘Frame From’ and select the frame supplier.

To generate an order and generate a printout, click the 'Print' button.

This will open a new form with a print preview of the paper order.

Click on the printer icon at the top of the form, select your printer and the number of copies you want to print.

This will print a paper order that can be sent with the frame and/or kept in the tray etc.

Clicking on the ‘Print’ button will have automatically entered an order date for this order.

If the order is completed over the phone manually tick the box next to the order date.

Send and export. The send button will upload order information to the Hawkstone ordering platform, while the export button will export a file that can be imported into the Rodenstock Winfit software. Please contact i-Clarity support if you would like to implement either of these features.

Order Numbers

A spectacle order can have up to three order references. 

The reference for the workshop is located above the patient’s name.

The reference for the lens and frame orders are located above their individual supplier selections.

Chasing An Order

Spectacle orders have an expected date and possibly also a required by date.

The expected date is stored against the lens details in the maintenance of your i-Clarity but can be amended if necessary. A required date can be entered if the patient needs the spectacles by a certain date.

A spectacle order will be classed as overdue if the earliest of either of the required or expected date is in the past e.g. yesterday’s date or older.

You can generate a list of orders that are overdue in either of the following ways:

Open the reports module of i-Clarity and click on the ‘Stock Reports’ button.

Click on the ‘Jobs on Order Report’ button to create a list of all jobs on order.

To filter this report so it only shows jobs due by a particular date, tick the ‘Due By’ date and select the date you would like to filter the report by.

Alternatively, on the order form of any patient, unselect the ‘Just This Patient’ tick box.

Select the status 'Overdue'.

The drop-down list will now show a list of orders for any patient that is overdue.

Once you have chased an order, we advise you change the expected date to match the date the supplier has advised it will be arriving with you.

You can make a note of the update from the supplier by clicking on the ‘Progress and Collection Notes’ button.

Notes entered onto the ‘Progress and Collection’ area of the most recent order will also be available to view on the patient activity tab.

Checking And Receiving An Order

To mark an order as checked and received tick the box next to ‘Received and Checked Date:’ this will automatically enter today’s date which can be amended. The check and received by field will automatically populate with the name of the user logged in when the box is ticked.

You can also make a note to say the job is ready for collection through the ‘progress and collection notes’ button.

If you have an order that includes a separate lens and frame order you can receive them individually as they arrive by clicking on the ‘Rec’ button.

Collecting An Order

To mark an order as collected tick the ‘collected date’ box. This will enter today’s date automatically, but this can be amended if necessary. The fitted by field will be automatically populated with the name of the user logged in.

Spectacles Dispense/Order Communication Schemes

There are two types of spectacle communication schemes. A received scheme and a collected scheme. The received scheme is used to remind the patient that they need to collect their spectacles, and the collected scheme is used to follow up with patients after they have collected their spectacles.

If you have received schemes set up on your system, after ticking to say the spectacles have been received select the appropriate received scheme from the drop-down and click save.

The first communication will be generated automatically to advise the patient their spectacles are ready for collection. An SMS or email communication will be generated from the order screen. If the first communication is set up as phone, then an action point will be created so that there is a reminder in the days action list to call the patient.

Subsequent communications to remind the patient to collect are generated from the recall module.

They will be shown under the scheme type ‘Specs Rec’ and can be sent as part of your normal recall routine.

The received communications will stop as soon as the order is marked as collected.

If you have collected schemes set up on your system, after ticking to say the specs have been collected select the appropriated collected scheme.

All collected schemes are generated through the Recall module.