You can create a list of occupations to record in a patient's record. There will be a list of common occupations already in i-Clarity, but you can add more by going to Maintenance, Patient Information and then 'Occupations'. This will load the Occupations form shown below. ...

When someone else is paying for services or products on behalf of the patient, the balance is cleared off the patient's record as they do not owe any money. The balance to be paid goes into the Deferred Payments module, so that you can track what is owed. Payments due for GOS forms on the NHS are already set up to go to Deferred Payments, but you may have other third party payers such as Eden Red or a local company that uses your services for their employees. You can add the details of any corporate clients that you use for their eye care and third party national corporate schemes. This can then be added to a patient's record and when a corporate fee goes through the till, the fee will go into the correct corporate file in Deferred Payments. You can also use a Corporate to automatically pay a product off into the correct Deferred Payment folder, e.g. you can have an Eden Red eye exam fee and when this is selected it will not go through to the Till page, it will autom...

This is where you can add options of how your patients may have heard of you and add it to their record. This list is also used in the attendance reason drop-down list when you are booking appointments. This is useful for recording how successful marketing campaigns are or how many patients have been recommended to your practice using the Reports in i-Clarity. Go to Maintenance, Patient Information and then click 'Patient Source' to load the Patient Source form shown below. ...

If you have resources in your practice that are limited, you can add them to i-Clarity so that they can be assigned to an appointment. The colour of the appointment will change to reflect that the resource will be in use, so that others are aware not to book another appointment at the same time with the same resource. Examples could be if you only have one coloured overlay set or one disabled parking space. Go to Maintenance, Appointment and then click 'Appointment Resources' to load the Appointment Resources form as shown below. ...

To add an Appointment Type, got to Maintenance, Appointment and then 'Appointment Types'. Use the top half of the screen to add the new Appointment Type. ...

There is a character limit of 160 per SMS message. If you go over this character count, there will be additional charges. In Maintenance, Branch & System and then 'System Parameters', there is a 'Send Long SMS Without Prompting' checkbox. If this checkbox is NOT checked, when sending mass communications such as recall or marketing, the communications will fail to send if the SMS messages are over 160 characters. If the box IS checked, then the communications will send, even if the character limit has been exceeded, but you will be charged for additional messages. ...

You can add an email footer for each branch, that will be added to the bottom of all emails sent through i-Clarity. To do this, go to Maintenance, Branch & System and click 'Branch Full Config'. Double click on the text box. This will open a new window....

To set up SMS from name, go to Maintenance, Branch & System and click on 'Branch Full Config'. On the left-hand size, there is an 'SMS From' box. Type in the name you would like to appear as the sender on your SMS messages. ...

i-Clarity allows you to password protect individual areas and functions of the system. Go to Maintenance, Branch & System and then click 'Password Protection'. This form allows you to add the requirement to enter your password when accessing certain areas of the system. This is done per computer because you may want to have an increased level of module password protection on front of house computers where staff move between computers, compared to a consulting room where there is little or no change of computer user. Each column, when ticked, requires a password to open the corresponding module in i-Clarity. We recommend, as a minimum, the financial modules of the system have password protection active. ...

You can add or scan documents to patient records such as Hospital Letters, Fields Results, Previous Records etc. You can separate the documents out into different folders to make it easier to find what you are looking for when you retrieve them. If you wish to add any extra patient folders, such as PEARS/MECS Paperwork, you can do so in Maintenance. Go to Maintenance, Patient Communications and then 'Patient Folders'. In the 'Add Patient Folder' section at the bottom of the screen, type in the name of the Patient Folder you would like to add. You can choose the order that the folders appear in the list by putting the number in the box. This will order the folders so that the most popular ones are at the top. (The lower the number, the higher up the list the folder will appear). Otherwise, they will be displayed in alphabetical order. Then click '+'. ...

i-Clarity creates a number of system notes in Patient Activity for when appointments are booked, changes are made to the Patient Record, communications are sent etc. You can choose how long these notes stay in the system for, in order to keep the Patient Activity page tidy. Go to Maintenance, Branch & System and then click on 'System Parameters'. On the top right-hand side, under 'Editing and Warnings' is the following setting. ...

In the the Diary, you can open the day's clinic in a separate window so that it is available to look at without going in and out of the appointment's module. It is particularly useful for the clinician. You can set how often this window refreshes with up-to-date information in Maintenance. In Maintenance, click 'Branch & System' and then 'Branch Full Config'. On the top right-hand side is the following setting. ...

This is where you can populate reasons a patient record may be cancelled. A cancelled patient's record will not allow any appointments to be booked, no transactions to got through and no communications to be sent. Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module. ...

You can find the folder location in Maintenance. Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module. ...

If you would like KPIs to be sent to Users, you can do this in Maintenance. Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module. ...

You may have a user who needs a different amount of time to carry out an appointment to the one that the appointment is set to. E.g. you may set an eye exam to be 30 minutes, but your pre-reg optometrist may need 45 minutes. In order that the correct amount of time is blocked out for the pre-reg, without users having to manually alter appointment times, you can create custom appointment lengths. Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module. ...

To delete a clinical record, navigate to Maintenance > Misc > Delete Clinical Record. ...

By default, lunches are marked as locked. However, should you wish this to be just a 'Reserved' appointment, you can do so through the Users tab in Maintenance. Click the 'Edit' button next to the user you wish to change their lunch set up. ...

You can now lock and unlock clinic times within the diary. This is a separate feature to reserving appointments. Locking an appointment is designed to make it difficult to book an appointment in to that slot, with only the user who has locked it/ the user whose clinic it is/ a super user able to unlock it. In this respect a locked appointment is for blocking out time in the clinic that isn’t intended to be booked into, this could be for training, a visit from a rep, or lunch. Locking An Appointment To lock an appointment, right click the appointment and select 'Lock Slot & Make Unbookable'. ...

i-Clarity Purchase Order Processing consists of 5 stages: Creating an initial Purchase Order. Sending it to the supplier. Recording the goods and services that have been received. Reconciling the goods received with the supplier invoice. Exporting the confirmed invoice to an accounts package, e.g. Xero, for analysis and payment. Purchase Orders are created in 5 different ways: When you create a spectacle order by confirming a dispense. When you create an order from the CL Management form. From the Stock Form - e.g. for frame stock. From the Stock Form - automated 'Impress' ordering. From the Stock Form - using automated reorder quantities. This article looks at method 1, creating a Purchase Order through the Dispensing module by confirming a dispense. Creating A Spectacle Order...

All Purchase Orders are identified by a unique Purchase Order Number which has the following format: BBB/TXXX BBB is the Branch Code, T is the Type and XXX is a sequential number. The Types are as follows: S - Spectacle, i.e. glazing orders. L - Lenses ordered separately from the glazing order, e.g. Uncuts or Remote Edged. F - Frame ordered for a glazing order but from a separate supplier to the workshop. ST - Stock, i.e. products NOT ordered for a specific patient. C - Contact Lenses. So a typical Purchase Order Reference might look like these - ...

Please note: We recommend that you complete the 'Staff Type' and 'Form Permissions' sections of Maintenance before completing the Users Tab. If you have not already done so, please go back to the 'Creating Staff Types' and 'Creating or Editing Form Permissions' articles. Navigate to Maintenance by clicking on the Back Office and System Modules drop-down and selecting 'Maintenance'. ...

Staff Types are used to allocate appointments to Staff Groups. When you add a User, you allocate them to a Staff Group from this list that you are creating now. They will then be bookable for the appointments in that group. (The appointments are added in 'Appointment Types' in Maintenance). For example, Contact Lens Opticians will be assigned Contact Lens Aftercare appointments and Contact Lens Trial appointments but not Eye Exam appointments. Navigate to the Maintenance module by clicking on the Back Office and System Modules drop-down and then clicking on 'Maintenance'. Then click 'Users' and then 'Staff Type'.  This will load the following screen. ...

Stock transfers are used to create stock adjustments for multiple products in one go. Either because they are being sent back to the supplier or because they are being sent to another branch. To record stock movements into the practice for more than one product at a time, the purchase order system should be used. See our other articles and videos on this subject. The Stock Module is accessed by clicking on the Back Office and System Modules drop-down and then clicking 'Stock'. ...

Stock transfers are used to create stock adjustments for multiple products in one go. Either because they are being sent back to the supplier or because they are being sent to another branch. (To record stock movements into the practice for more than one product at a time, the purchase order system should be used. See our other articles and training videos on this subject). The Stock module can be accessed by click the Back Office and System Modules drop-down and clicking Stock. ...

Stock transfers are used to create stock adjustments for multiple products in one go. Either because they are being sent back to the supplier or because they are being sent to another branch. (To record stock movements into the practice for more than one product at a time, the purchase order system should be used. See our other articles and training videos on this subject.) The Stock module is accessed by clicking on the Back Office and System Modules drop-down and then clicking on Stock. ...

This process is to add a new frame model to the system. Navigate to the Stock Module by clicking on the Back Office & System Modules button and the clicking on Stock. ...

This process is used to record stock movements for a frame that is already on the system.   Navigate to the Stock Module by clicking on the Back Office & System Modules button and the clicking on Stock. ...

This process is used to record stock movements for solutions or accessories, e.g. a delivery from a supplier. Navigate to the Stock Module by clicking on the Back Office & System Modules button and the clicking on Stock. ...

1)    Open the system Maintenance (click on the modules menu icon) ...