Enterprise Guide for Front Of House Roles

Transcript of Video:

This video we will be looking at the Diary, GOS 1 claims, C/L dispense, sales, orders and cashing up.

To navigate to the diary simply click the calendar in the top right section of buttons. This opens up the diary as a completely separate window to our main i-clarity the has the patient records on.

The diary has its own patient search functionality separate to that in the main i-clarity. Meaning whilst working on something for one patient and then another patient wishes to book an appointment we can search for them in the diary and not interrupt and stop what we are doing for the original patient. It is important to note you cannot have more than one patients record open at a time but you can book a different patient an appointment other than the one you have open.

Booking an appointment is simple, search for our patient in the diary search. Once found, we can click and drag them into the diary. Once dropped into the chosen diary slot we are then presented with the appointment booking confirmation window. Here you can select the appointment type and make any notes you wish to register against the appointment for later reference.

If the patient has any outstanding actions they will also be presented here. Which they can then be completed if actioned.

From here if the patients details have changed we do not need to bring them up within the main i-clarity patient records. Simply clicking the box containing their details brings up an edit window to make the adjustments needed. We can then save and this updates the patients record.

Once we have finished making changes to the appointment we can then send appointment communication or navigate back to the diary or go to the patients record within the main i-clarity.

To move an appointment simply click and drag the patient onto the desired slot within the diary. This then re-confirms the booking information.

To move the appointment to another day that isn’t on the page you are looking at, right click the appointment slot and select “Move appointment” this places a yellow box in the bottom right corner, now navigate to the day in which you want to move the appointment to via the calendar at the bottom. Once you are at the correct day, click the diary slot you wish to book this then books the patient in that day moved from their previous appointment.

The diary also features another way in which you can book appointments into the diary that is useful for clinics that may be slightly busier to save having to flick through the diary to find the next available time. This feature is called the “appointment search”

To begin search for the patient in the diary search. Now right click their name and select “appointment search”

This adds an extra column to the left hand side of the diary. From here you can filter the appointments presented to an individual optom if the patients requests to see an particular member of the team. Then select the appointment type. This then presents you with the month and the number of appointments available that month, we then get the days the appointments are available and again the number of appointments that day that are free. Finally after selecting the day you get the available times that day. Clicking the tick will book the patient into that slot and bring up the appointment confirmation window. Should you need to go back a stage at any point you can press the “go back” button to go back a filter. This appointment search feature is a handy way of rephrasing the appointment booking conversation on the phone from “when would you like to be booked in” to “we have available appointments on X days”

To mark a patient as being arrived in the diary, right click and then arrive. You can also “arrive and go” this allows you to mark the patient as arrived and skip straight to a module of your choosing within the patient record.

Right clicking the appointment allows for other functionality too such as sending communications, adding actions and note, viewing storing and generating patient documents and cancelling the appointment.  

Lets now navigate to a GOS1 claim, we can go there directly from the diary to a patient or to manually find it within the patient record it can be found in the modules bar at the bottom under claims. Clicking on this brings us to the claims overview. Previous and active claims for the patient will be shown here with the status and the validation of the claim, validation referring to what is necessary to be filled out before the claim can be submitted to PCSE online. Any of these claims can be reopened to edit via clicking and then pressing “open claim”. To begin a new GOS1 claim in the bottom left-hand corner click New Claim and select GOS 1. This then loads up the claim for completion. The claim is split into 3 parts

The GOS 3 screen is broken up into 3 main sections, Payment and Exam links in the top right, The Voucher Details in the main body and the action bar at the bottom.

The Voucher details will be filled out based on the information within the patients record however details can be adjusted from this screen should they need to be.

Provided the information is correct we can then garner our patients signature click “get patients signature” this loads the declaration for the patient and then you can either get the patient to sign with the mouse in the box or if you have one of our signing pads you can press “Start pad” then once they have signed “get from pad” and “save”.

Linking the payment and exam will be done automatically once the optometrist opens the GOS1 from their clinical record. However should this not be the preferred work flow of the practice you can link the exam created by the optometrist to fill in their details and the payment to the claim made on the patients sales by the optometrist by clicking either of these buttons.

Now navigating back to the patients record we are now going to look at ordering Contact lenses, we start by accessing contact lens dispense. This module is split into 2 parts. The top section is the available contact lenses to dispense, the bottom is the selected lenses to dispense, both right and left. We can choose contact lenses to dispense by clicking the tick box in the row on contact lenses we want to select. If we just want a right or left lens we have the option to only select either with R and  L.

Once selected the lenses are then placed in the boxes at the bottom as our selected lenses. From here we can adjust the pack size, the quantity, the price and the supply type, that being whether it needs to be ordered or if it is supplied from stock.

Once happy with our selection we can either confirm and close or confirm and go to our next destination. These close and go button are found throughout i-clarity offering a seamless way of transitioning from one module to another without the need to manually find it yourself. Meaning you can build in your own workflows when acting on specific tasks that require multiple modules.

Confirming this dispense will place a balance for the patient to pay in the sales module and an order to be printed in the orders module.

We are going to first navigate to the sales module. Again this can be done through our close and go buttons but in this instance I am going to go back to the patient record to demonstrate where it can be found from the patients record.

In the record the patients sales can be accessed through the modules bar at the bottom under “sales”. Here we can see the balance for the Contact lens order we have just placed. TheSales module is split into 3 main sections. The sales transactions on the left, this gives a list of all previous transactions for a  patient. The top right gives the individual items that make up the highlighted transaction, then below this in the bottom right are the payments made against that balance.

For example lets highlight our contact lens balance we have just placed, we can see that this is made up of the two contact lenses we have ordered. Currently it has no payments made against it as the payment is outstanding so is therefore highlighted in red (this is also notified to the user in the patients record). To enter a payment made against an outstanding balance we simply highlight the balance we wish to enter a payment against, then pres ”enter payment” in the bottom bar. Select the payment method from the options on the left.

i-Clarity will assume whatever the remaining balance of a sale is left is the amount wished to be paid off however this can be adjusted with the keypads on the right should a smaller amount like a deposit need to be paid. Then once we are happy with the amount we can press “confirm amount” and “confirm total payment” this then pays off the balance and we can now see payments against this transaction in our “payments” box.

Should the patient require another sale, such as Contact lens solution. We can click “Create New Sale”, we are then presented with your practices till buttons that can be tailored to meet your needs, with the most used products readily available. Select from here the products you would like to be included in that sale, and press add to basket. More than a single product can be entered and you can navigate back to your till buttons home screen at any time with the “home” button at the top. Once we’re happy with the products that make up our sale we can press “confirm sale”. We are then brought back to our enter payment screen which we were on previously to enter a payment. Should the payment not need to be taken at this time we can cancel at this point which then leaves the sale we entered as an outstanding balance to be paid for at a later.

Only payments made against sales will be registered in cashing up, which we will talk about later, not the sales. So entering a sale to be paid off at a later date will not affect that days cashing up.

Now lets look at the C/L order we created for the patient. Again we can navigate directly there via our “close and go button”, however it can be found on the patients main record in the modules bar as “Px Orders”.

In this screen all orders both our Contact lenses and specs will be displayed for the patient. We can see our dispensed pair of contact lenses and also that this patient has some specs the practice is waiting delivery of.

When you look at a patients orders you are looking at all “active” patient orders, this means anything that the practice should have for the patient, anything the patient has collected becomes a previous order which can be viewed by selecting the relevant tick box at the top.

These tick boxes help us narrow down what information we want to see if the patient has a lot of orders at one time. A job that is “ to be ordered”, once it is marked as ordered it becomes to be delivered, one its has been marked as delivered and checked it then becomes to be collected and finally once it has been collected it becomes a previous order. The process between each of these stages is the same so has to aid a seamless orders process.

The different order stages are colour coded to help quick identification, to be ordered is blue, to be delivered is pink and to be collected is green. We will see these colours change as we move our contact lens order through the system.

With our order we are essentially moving it through the different stages on this screen from left to right as its status changes in practice.

To mark the lenses as ordered tick the right and left lens, doing this you will notice the buttons in the bottom bar change as we can action these selected products in different ways. To order we press “order selected” this brings up the order that you can then print out if wanted, then we can press “ordered”. Now when we navigate back to the orders summary these are now marked as “awaiting delivery” and fall under the category of “to be delivered”.

Once these lenses have arrived, we repeat the same process as ordering them. Picking both lenses, moving down to the bar at the bottom and selecting “received selected”, this brings up the confirmation window, we then press “confirm good received”.

This has now updated the order to “ready to collect” and falls under the “to be collected category.

Once the patient comes in to pick up the lenses we then repeat the action we have done previously of picking the lenses then moving down to the bottom bar clicking “collect selected”.

In the screen that follows, the bottom half tells us what we are about to say is collected off the system. The top half notifies us of any of active orders for this patient and their statuses. This means that if the patient enquires about other order they may have you do not need to navigate away from this screen to inform them of their status.

We can include these orders in what we are about to collect off the system simply by hitting the “plus” button, this moves the order into the lower half of the screen. If I have changed my mind I can remove the order by clicking the red X, this places the order into the top half of the screen.

Once you’re happy with your selection you can hit “confirm collection” and this marks the job as previous order, so will no longer be visible on our active orders display but we can view it simply by ticking “previous orders”.

If at any point you wish to leave a note against an order you can press the note button on the order, here you can see previous notes against the order, if there is a note against an order the notes button will be highlighted yellow to flag that there is something recorded against the order. To then add a note click “add note”, this is a smart text box. Throughout i-clarity you will notice “smart text boxes” these can be identified by the icons in the top right corner. These icons allow the ability to use features within that text box such as voice to text, translation and font size adjustment. Also Each text box has the functionality to “add predictive statements” these phrases that will generate that will be selectable when you begin typing within that text box, this is helpful if you are continually writing out the same notes over and over again. To add a predictive statement, type out your phrase, highlight it, right click and select “add selected text to predictive statements” the next time you go to write that statement in this smart box it will generate and you can select it without having to write it out again. Predictive statements are tailored to the user who adds them and in the box you leave them. This means that adding a predictive statement for yourself will not show up for someone else, and that if you leave a statement in the actions box for example it will not show up in the smart text box within dispense notes, or appointment notes. Meaning that you wont have unnecessary phrases popping up in locations they aren’t relevant.

Orders in i-clarity don’t have to be viewed on merely an individual patient basis, you also have the opportunity to view all the active practice orders. This can be accessed one of two ways. Within a patients order you can access this via the “all branch orders” button. Alternatively in “back office and system modules” this can be found in “orders. All the active practice orders”

Going into this screen we can see that initially no orders are initially loaded, we need to filter what it is we wish to see, the filters across the top are the same that can be found in an individual patients orders.

For example if we want to look at all the contact lenses within the practice that are awaiting delivery we can do so be selecting “To be delivered” and “CL, Sols and Misc”, this then presents us with a list of all patients who have orders that have been marked as awaiting delivery.

To search for a patient we can use the orders search in the bottom left, here we can search for the patients name and it will load up relevant orders for that patient within the filter we are looking at.

Not only can we search for a patients name we could also search for a prescription, which is great for instances some contact lenses may have been ordered but you are unsure of who it is for as there may not have been a reference against it.

In fact any of the information you see within the row of the order can be searched for, whether it be the order number, contact lens brand or supplier.

From this overview of patients orders you still have the ability to action everything we could do when viewing them on an individual patient basis, that being mark them as ordered, received and collected. Eliminating the need to go into each patient record and load up their orders screen. This is particularly useful when having received a large number of orders at the same time from suppliers, you can come into this module search for the patient names and mark them as received without navigating through each patients individual record to do so.

Now lets look at Cashing up within i-Clarity. To navigate to cashing up click the “back office and systems modules” dropdown and select “Cash up (Banking)”

If no cashing up is in process this screen shows us the last cashing up period completed which is indicated by the dates at the top.

Lets breakdown what is on this screen, the cashing up is split into 4 sections with an actions bar at the bottom. The furthest left is the cash that was brought forward from the cashing up prior, this is automatically filled based on the cash from the closing balance of the last cash up, this helps to identify any cash discrepancies you may incur during cashing up.

The next along is the “payments in period” this brings forward all payments made between the last time i-clarity was cashed up to the point of pressing the “begin cash up” button. The patient sales that make up these figures can be viewed at any time throughout the day and during the cash up period by pressing “review payments”, here we see a breakdown of the sales from the previous cashing up period but also those in the current one too.

The next column along is the “bankings in period”. This is where we input what money was taken throughout the day, for example the final PDQ Z read, or payments received into the bank relating to patients payments, petty cash payments that will explain for cash changes. To input these bankings we pres “enter bankings” then in the window that follows we can add the amount, the type of banking whether that be PDQ, credit transfer or misc expenditure for the examples just given. Then we can enter a reference. If the banking is misc expenditure you can select the type of misc expenditure so that petty cash expenditure can be easily identified to the type of expense.

Finally you have the Cash closing balance in which you put the cash that is physically within practice on the day. If cash has been taken to the bank you can enter a banking type of bank deposit rather than enter it here, or if it has been stored in a safe this is also an option in our enter bankings, however any cash within the till can be entered here.

To put it simply you can think of the Cashing as being split into two sides. The Left, this is what i-clarity has been told has been taken in cash previously and what payments were entered into the system through the day and then the right which is what you tell i-clarity you have had since the last time you cashed up, any value difference between the left and the right side will be displayed as a discrepancy in the bottom right hand corner.

Lets start cashing up and go through the full process.

First we press begin cash up, we can see that all the payments that were taken from the point of pressing begin  cash up to the last time we cashed up are now in the “payments in period” and our “Cash brought forward” reflects that of what we had in cash in the closing balances previously. We can see that we have taken some payments on Card and some in cash in the current period.

I’m now going to enter my PDQ Z total figure, by going to “enter bankings”, selecting PDQ, and entering the amount on my Z read, this matches the amount on i-clarity that has been entered throughout the day. If these two figures should not match for any reason I can use the  “review payments” button to see the list of payments that equate to the figure in our “payments in period” column and reference this against the PDQ receipts printed from the machine over the cashing up period we are confirming.  

You can now see an outstanding discrepancy , this relates to the cash I have not entered in the “closing balances” column. After entering that my discrepancy is now at zero as the cash matches not only the amount carried over from yesterday but also the cash taken throughout the current period of cashing up.

Now my discrepancy is at zero I can hit confirm cashing up. This then concludes the cashing up for the period.

That then also concludes this video. Thank you very much for watching.