Enterprise Guide to Dispensing

Transcript of Video:

This video we will be looking at Dispense, sales, orders and GOS 3 claims.

Clicking on dispense we go into a dispense overview that will list previous dispenses put on to i-clarity and any quotes the patient may have been quoted. This allows the dispenser to make an informed decision about whether they wish to start a new dispense or continue a previously quoted one, from this page we can also right click any of the previous dispenses and repeat them which will load up the information as a new dispense, or we can open the dispense which will allow us to open that previously dispensed pair of specs to view It in more detail.

On quotes we can right click them and confirm them from this screen rather than going into the dispense itself to do so.

For this demonstration we are going to be looking at a brand new dispense.

To start we press “New quote”, and this loads up our dispense screen.

The dispense information is all laid out across one page

Working from the top down we first select our “Specs type” this defines what the overall specs are considered as, in most instances this is simple, but for a pair of specs that are Varifocal in one eye and distance in the other, the selection would be “Varifocal” as the purpose of these specs is to act as a varifocal its just that the other lens doesn’t need to be this type of lens.

Moving down from there we have the prescription, this will automatically load with the most recent prescription however this can be changed to a previous one via the “Change Rx” button which will give a list of previous prescriptions you can load.

Below this we have the options to transpose the prescription, get the PDs from a dispense done previously of the same specs type, and load a technical measurements box. This technical measurements box is in addition to the usual measurements and provides a location for the input of measurements that may be needed when ordering lenses.

Measurements can be inputted one of two ways either by entering on your keyboard or you can right click and be given a list of options to enter. PD input will split the PD if above 40 or copy the PD from the right to the left if 40 or below. Each measurement box has the relevant measurements selectable on a right click, making data entry more efficient and reliable.

Once your measurements have been entered you can then move down to select your frame.

If you are using barcode labels, you can type or scan the barcode label in the box and hit enter. If not you can manually select the frame by hitting “Choose frame/sunspec” this gives you a box in which you can search the relevant frames in your database. Pick the frame, the size and colour combination. From here you can also adjust the stock levels of the product in case it has not yet been entered on the system as arrived in or if the frame hasn’t been created as a product yet you create this from here also, please see our guides on entering frames onto the system for more information on this.

Next we choose our lenses selecting “choose lenses” this the only time we will be taken to another screen to give us a larger section in which to see the lenses available.

From here we can search lenses by a keyword search or filter the lenses via the criteria set within maintenance. Left click expands the search to compare prices of lenses to one another and right click narrows down the search. Below we also have the ability to filter the suppliers of the lenses and enter a maximum price for lenses we want to look at it.

The lens type drop down allows us to look for lenses not categorised by the specs type we have selected previously, again this is useful for specs that require a varifocal in one lens and distance in the other.

One we have found the lens we are looking for we can select whether we want that lens for the right, left or both. Selecting both will take us back to our main dispense page with both lenses selected.

Now our lenses are selected its time to price the specs up, clicking the double headed arrow opens up this panel and allows us to create specific price adjustments to various parts of the dispense, whether that be the frame, the lens or the overall price. Within the dropdown boxes you have pre-ordained adjustments you can make, however if a specific adjustment not categorised by the dropdown options is needed you can overwrite the “new price” and this will adjust the total.

The voucher adjustment dropdown box allows you to add a GOS payment amount that we can then attach a voucher to this payment that we can submit to PCSE at a later date. This will be discussed later on in the video.

Below here you can enter relevant notes and select the workshop, the workshop identifies which is where the specs are to be put together.

Remember using the patient record menu at the top of our screen allows us easy access to quickly view the patients sales/Orders and D/Ds. Opening any of these modules will open them up as a separate window on top of our dispense screen.

Once finished you can then confirm the quote which will complete the dispense and place the balance in the patients sales and create an order for the patient. Or simply save, this will save the information as a quote on the dispense summary screen to come back to at a later date.

In this instance we are going to confirm the quote. We can jump to our next destination within the system using the close and go buttons, these are found through i-clarity and are useful for building in your own workflows. If after finishing the dispense I want to go back to the patients record I can press close, if however I want to skip straight to payments or any other module of relevance I can do so by using the go button, here we have a list of potential destinations you can jump to.

We’re going to go to sales and payments.

Here you can see the dispense we entered has now become a payment to be paid off for this patient, to pay this off - Hit “enter payment” click the method in which the patient is paying, if the patient is paying a deposit you can adjust the amount using the keypad, once this is correct hit “confirm amount” and then “confirm total payment”, this payment has now been reduced by the amount entered and this payment will now appear on the end of day cashing up.

To now to print out our dispense we need to navigate to the patients orders screen, again using our go button we can go straight there.

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

To mark our job as ordered we simply select it via the “pick” box, we can now see our actions bar at the bottom gives us the ability to “order selected”. Clicking this will generate a new window that we can print the order form and mark it as ordered. The order will then update to be awaiting delivery, this is colour coded to be pink, different from the “blue” of a job to be ordered to help with quick identification of the order status of any job.

To receive the specs, we repeat the process as before. “pick” the order we wish to receive in, then move down to our actions bar and “receive selected” this then brings us to a page in which we can make receive notes and put the patient on a receive recall if required. Please see our guides on setting up recall to learn more.

We can then press confirm goods received. This has now updated the order to awaiting collection, again jobs that are to be collected can be identified by their green colour.

Finally once the patient has collected their specs you can again “pick” the order, move down to the bottom bar and select “collect selected”

In the screen that follows, the bottom half tells us what we are about to collect 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 its 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 you have changed your mind you can remove the order by clicking the red X, this places the order back 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 a previous order, so will no longer be visible on our active orders display but we can view it simply by ticking “previous orders”

Orders in i-clarity don’t have to be viewed merely on 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 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 patient’s orders.

For example if we want to look at all the specs within the practice that are awaiting delivery we can do so be selecting “To be delivered” and “specs and sunspecs”, 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 the frame, which is great for instances a frame may have been ordered but you are unsure of who it is for.

We can also search for the prescription using the format that is used within the orders module. Again helpful for when lenses may arrive into practice without a reference on.

In fact any of the information you see within the row of the order can be searched for, whether it be the order number, specs type 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 receiving 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 looking at creating a GOS 3 for a patient that has had a voucher attached to their dispense, we go to “claims” this brings up our claims overview. Previous and unsubmitted GOS forms will be shown here telling us the status of the claim, while also validating it, so that we do not need to open the claim to see what info is missing before it can be submitted.

To begin a new GOS claim select “New Claim” and select the claim in which you want to start, in this instance we are going to be looking at a GOS 3 claim.

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.

Link payment and exam. This links this voucher to the payment put through on our previous dispense so that it fills in the payment details for us and the link exam button allows us to link the voucher to the optoms sight test record, which then fills in the prescription details on the form. However the voucher when created should automatically linked to the last sight test record.

If the patient has an NHS reason selected in their record this should also be pre-filled for us. Much of the information then is already inputted for us

If you’re unsure of what else needs actioning before a voucher can be sent off to PCSE you can click “Show Progress Details” this then validates the claim to inform you of what information is missing.

To garner signatures, at points throughout the claim you will see “Get the relevant persons signature” click on any of those boxes to load the signature box, if you have one of our signing pads you can press “start pad” and then once the patient has signed “get from pad”. Alternatively you can use the mouse to sign on screen. Signatures can also be garnered through the signature bar at the bottom. This is a handy way of seeing all signatures needed on a claim in one place, so none get missed.

Once all necessary information has been filled in you can submit the voucher, to check on the status of the voucher with PCSE online click “view progress details” then “Get latest status”. If the status comes back as rejected you will be given a rejected code that then identifies the problem with the voucher, these error codes can be search via the “error codes” button in the bottom left. Simply type the code and you will be given the reason the voucher has been rejected by PCSE. You can then “retract the voucher” and resubmit once the necessary amendments have been made.

Throughout i-clarity you will notice “smart text boxes” these can be identified by the icons in the top right corner of the text box. 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 are phrases that will generate and 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.

This concludes our guide for dispensing within i-clarity.