The principle behind contact lens prescriptions and sales in i-Clarity is that contact lenses are arranged in ‘brands’ and each brand is associated with one or more specific products. A brand is specified by the manufacturer itself.

For example: Johnson & Johnson own a brand called ‘1-DAY ACUVUE MOIST'. 

Within i-Clarity, when you create a new CL prescription, you select the brand from the brand drop-down and this will allow you to select the validated values for that brand:

However, Johnson & Johnson supply lenses under that brand name in at least 3 different pack sizes: a 30 pack, a 90 pack and a 5 pack of trials.

So, in i-Clarity, a given Brand is linked to 1 or more product codes that correspond to each of the available pack sizes for that brand. Whenever you need to supply contact lenses then you are presented with all the different pack sizes that are available for the prescribed brand of lens.

 

The Contact Lens Order Process In i-Clarity

 

Requesting A One-Off Supply Of Lenses

Click on the button ‘Supply + Order’ (This button is located in the CL Rx form, and also in the Contact Lens Clinical Record).

From the drop-down list of products, select the pack size of lenses you would like to order at the correct price point.

If required amend the quantity of packs to be ordered.

Select any price adjustments you require.

Click 'OK'.

This will enter a sale for the lenses onto the patient account and will log the contact lens order request on the patients CL holding area on the CL Mgmt form.

 

Setting Up A Recurring Contact Lens Order Request

This feature is used for when a patient would like their contact lenses to arrive without having to contact the practice to request the order. It can be used in conjunction with any automatic shipments you have set up on your supplier websites.

Open the contact lens management module on the active patient record.

Underneath the patients contact lens order holding area click the ‘Add New Contact Lens’ button.

This will open a new box called ‘Products/Services to be supplied’.

From the prescription drop-down, select the patient's contact lens specification you would like to put on a recurring order.

If the brand of contact lens is the same in both the right and left lens, then the ‘Eye’ field will change to both, and you only need to complete this process once. If the brand of lens is different in the right and left eye, select an eye from the drop down. Once you have completed the following process for the one eye you will need to complete it again for the second eye.

Next select the product pack size you would like supplied from the Product drop down. If you have different prices for the pack sizes, select the applicable price point for this patient.

Selecting the product that you require will automatically fill the product description box below.

Check the quantity of packs being supplied for one eye and amend if required.

You can overwrite the product price to a bespoke price if required.

Complete the ‘Supplied Every’ field with the frequency the patient will be receiving the lenses.

Change the supply type to the patient’s or practices preferred option.

Next you need to specify the order method of these contact lens products. If the practice needs to order the contact lenses when they are due, tick the box ‘To be ordered’. If the lenses are being put on automatic shipment with the supplier, then tick the ‘Automated Shipment’ box.

Then specify how the product is being supplied. If the patient is coming into collect the lenses, then the ‘Sold Automatically’ box should be unticked. If the lenses are going directly to the patient from the supplier, then tick the ‘Sold Automatically’ box.

Then specify how the patient is paying for the products. If the patient is paying by direct debit, then tick the ‘Paid for by DD or SO’ box.

Next complete the ‘Next Order Date’. This is the date you would like i-Clarity to generate an order for the lenses or and automatic shipment checklist.

Complete the ‘Next Supply Date’. This is the date the patient would ideally be collecting or receiving their next supply of lenses.

Click ‘Save’.

The contact lenses will now be listed in the product to be supplied box e.g. the patient contact lens holding area at the top of the Contact Lens Management page.

 

Generating A List Of Contact Lenses Due To Be Ordered

We recommend this process is completed daily, but you can select a different time interval for your practice if desired.

Running this process will pull all active contact lens order requests from the patient’s holding area into one supplier order.

An active order is either a one-off order request or a recurring order line with an order date of today or older with an expiry date of tomorrow or more.

Open the Contact Lens Management module for any patient.

At the bottom of the form click on the button ‘Create Contact Lens Orders’.

Clicking this button will pull all contact lens order requests into one purchase order form broken down into single pages per supplier.

If you prefer to print these purchase orders so you have a paper version when completing your online contact lens orders, click on the printer icon at the top of the form.

When completing your online ordering of the lenses listed on the purchase order, we recommend that you include the i-Clarity auto generated purchase order number. This will assist you when you are checking in the lenses you receive from the supplier.

Once the form has been printed or you have finished your online ordering whilst viewing the form then click the ‘Close’ button. 

After clicking ‘Close’ the following message will appear ‘Have these contact lenses and solutions been ordered?’

•If you were VIEWING the form and have ordered the lenses listed, click ‘Yes’.

•If you were VIEWING the form and have not ordered the lenses listed, click ‘No’.

•If you PRINTED the form and have finished ordering the lenses listed, click ‘Yes’.

•If you PRINTED the form and have not ordered the lenses as you plan to order them from the printout a little later, click ‘YES’.

This last scenario is important as if you click No, lenses listed on the order will be returned to the patient records. When you reopen the purchase order it will pull all lenses that requiring ordering into the form again, and this may include new order requests that will not be on your original print out, you then run the risk of these lenses not getting ordered. It may also have a new purchase order number.

Clicking ‘Yes’ will add an automatic note on to the patient activity and patient CL order notes.

 

Marking Contact Lenses As Received

This process should be completed when checking in lenses that have arrived from the supplier.

This process can be done in one of two ways.

1. This can be done on a patient bases from the patients CL Rx form.
2. It can be done on a purchase order bases form the CL Mgmt form of any patient record.

 

Receiving Lenses For An Individual Patient

Open the CL Rx form for the active patient. (The patient whose contact lenses have arrived).

You can check the contact lenses that have arrived match the contact lens specification for the patient.

Click on the ‘Receive Lenses’ button.

Check the correct purchase order is listed in the ‘Select Purchase Order’ field. You can click on the drop-down arrow if you need to select a different purchase order.

Click the button ‘Retrieve Goods’.

The contact lenses products and quantity that was ordered will be displayed.

If the correct pack size and the quantity of packs arrived is correct click the button ‘Confirm Goods Received’.

Clicking the button ‘Confirm Goods Received’ will add an automatic note to the patient activity and CL notes to say the lenses have arrived.

An automatic action point will also be created to say the lenses have been arrived and the patient needs to be advised.

 

Receiving Lenses That Have Arrived Together On One Purchase Order

Open the Contact Lens Management module on any patient record.

Click the button ‘Receive Goods’ at the bottom right of the page.

The 'Receive Goods' form will open.

Using the order number on the delivery note that was generated from i-Clarity and you entered online when ordering the lenses, select the correct purchase order from the drop-down list.

Click the 'Receive Goods' button.

You can check the correct prescription has arrived from the purchase order. 

Check the quantity that has arrived is correct.

Click ‘Confirm Goods Received’.

Clicking the button ‘Confirm Goods Received’ will add an automatic note to all the activity and CL notes to say the lenses have arrived of all the patient records in the list.

An automatic action point will also be created to say the lenses have been arrived and the patient needs to be advised.

You can now put the lenses away and use the action list to notify the patients that their contact lenses have arrived.

 

Contact Lenses On Back Order

If a contact lens has not arrived and is on back order, change the quantity to that lens to 0.

A confirmation pop-up will appear.

Click ‘Yes’ to mark the lenses as on back order.

 

Patient Collecting Contact Lenses

Open the record for the patient collecting their contact lenses.

Open the Cl Rx Form.

You can now check the prescription of the lenses you are giving to the patient match the contact lens specification on the record.

Click the ‘Lenses Collected’ button.

The box that appears after clicking this button will differ in appearance depending on if the patient has a recurring order set up in the CL Mgmt holding area.

If the patient does not have a recurring order and is collecting a one-off supply the following box will appear.

Type any collection notes into the box e.g. 3months of lenses given to patient.

Click the ‘OK’ button.

A note will be entered onto the patient activity notes and CL notes to say the lenses have been collected.

If the patient does have a recurring supply of lenses set up, then the following box will appear.

If the lenses are not already listed in the bottom box, double click on the contact lens to move it into the bottom box.

Click the ‘Confirm’ button.

This will mark the lenses as collected by adding a note to the patient activity and CL notes.

If this recurring supply is marked as to be paid for by DD, then a note will be made in the product supplied by DD column of the CL Mgmt module. If the lenses are not marked as paid for by DD, then a sale will be created on the patient account that can now be paid.