Setting Up Company Information

This section explains how to set up general company information.

Topics include the following:

Enter Your Company Information

You must record information in all fields marked with an asterisk (*).

Open the Company Information window. See Open the Company Information Window.
Click on your company name link in the Company column.
The Company Information window opens.
Type the company name, address information, and phone number in the appropriate fields.
Type the company’s National Provider Identifier in the National Provider Id field. This number appears in box 33a on the CMS 1500 form.
Type the name of the contact person for your company in the Contact Name field.
Type or select the name of the company doctor in the Company Doctor field.
A drop-down list of doctors displays if you have set up employees as doctors in the Company Employee window. See Setting Up Employees.
Type the default percentage that a patient must pay when an invoice is generated in the Default Deposit Percentage field. If you leave this field blank, no minimum deposit will be required. A manager can override this default in AcuityLogic POS.
From the Password Policy drop-down list, select a password policy for your company. See Updating AcuityLogic Password Policies.
Select one of the following options from the Package Display Type drop-down list to determine how to list packages on invoices:
- Default: Display the price of each line item in the package.
- Accumulate: Display each line item, but list only one cumulative price for the entire package.
Type the EIN in the EIN field. This number appears in box 25 on the CMS 1500 form.
Select one of the following statuses from the Audit Logging drop-down list:
- Profile Only. Only changes to patient profile information will be recorded in the Audit Log Report (AL101). This is the default option.
- Detail. Create, edit, view, delete, print, and encryption and audit log enabling/disabling actions will all be recorded in the Audit Log Report (AL101).
  Due to the amount of information being logged, you may notice some impact to system performance when Audit Logging is set to Detail.
- No Log. Turns off audit logging. Only user logins, encryption, and audit log enabling/disabling actions will be recorded in the Audit Log Report (AL101).
Leave the Delete Remittances older than field blank, as this field is not currently used in AcuityLogic Cloud.
To customize session timeout periods, open the Session Time Out Configuration menu and enter a timeout period for each AcuityLogic module in minutes that is greater than zero and less than 1000.
- After you configure a timeout period for a module, a warning appears one minute before an idle session times out and prompts the user to extend the session. If the user does not extend the session, AcuityLogic automatically logs the user out. Since the warning appears one minute before the timeout period expires, a timeout period greater than one minute is recommended.
- By default, a 20-minute timeout period is entered for all modules.
- The timeout period cannot be blank for any module.
- The AcuityLogic server's application pool timeout setting, which is 20 minutes, takes precedence over the Admin timeout settings. Therefore, only module timeouts set for 20 minutes or less take effect.
To record a remittance address, different than the company address, that will print on the patient statements that you generate in AcuityLogic POS and the patient letters that you generate in AcuityLogic Billing, open the Remit To Field menu and type the remittance address for patient statements and patient letters in the appropriate fields.
You must complete all fields designated by an asterisk (*). If you do not complete all fields, patient statements and patient letters will continue to display the company address.
To record inventory information, open the Inventory Fields menu and follow the instructions below:
1. If you track inventory manually by using the sheet method, select one of the following sorting methods from the Physical Sort Type drop-down list:
  - Item Name: Sort and print products in order by item name.
  - Collection: Sort and print products in order by collection.
2. Select a physical count method from the Physical Count Method drop-down list. The count method configures the inventory program in AcuityLogic. The available count methods are:
  - Sheet: You take the physical count of each product type by using the Physical Inventory Worksheet printed from AcuityLogic POS. You first write the your inventory counts on the printed worksheet, and then manually type your inventory counts into the AcuityLogic system.
  - Scan: You enter the physical count of all products directly into the AcuityLogic system by scanning the barcode of each product with a barcode scanner.
3. Type the number of days during which staff members can create inventory files in the # of days before Inventory Create Session Allowed field. For example, if you take inventory on April 15, and you do not want staff members to create inventory files before April 12, type 3 in the field. Leaving the field blank indicates that staff members can create inventory files at any time.
4. If you upload frames from a FRAMES SPEX CD-ROM, select a frame markup rounding option from the Frame Markup Rounding Option drop-down list. The option you select determines how the price is rounded when you recalculate the default price list after changing the markup value. You can select one of the following options:
  - None: Frame prices are not rounded.
  - Round to Nearest Nine: Frame prices are rounded to the nearest $9; i.e., a frame priced at $143 will be rounded to $149.
  - Round to Nearest Nine Ninety Five: Frame prices are rounded to the nearest $9.95; i.e., a frame priced at $143 will be rounded to $149.95.
5. Leave the Replenish stock on Transfer check box deselected, as this field is not used for AcuityLogic Cloud.
6. Select the Allow Negative OnHand Quantity check box to allow the quantity-on-hand (QOH) value of frames to decrease by one when the frames are sold directly from an office, even when the current QOH is less than one. If you deselect this check box, and an office sells frames that have a QOH value that is less than one, the QOH does not change.
  The Inventory check box must be selected on the Office Information window of an office in order for this setting to function. See Setting Up Office Information.
7. From the Frame Tag Print Option drop-down list, select an option for printing frame tags:
  - No Vendor or Collection: The vendor name and collection name are not printed on frame tags.
  - Print Vendor Name: The vendor name is printed on frame tags.
  - Print Collection Name: The collection name is printed on frame tags.
8. Select the Show Cost on POS Inventory Report check box to display the default cost on the Inventory Status Report (INV106) in AcuityLogic POS.
9. Select Standard Cost in the Valuation Method drop-down list. The Average Cost by Company and Average Cost by Office valuation methods are not used in AcuityLogic Cloud.
10. Do not make changes to the Print Frame Tags drop-down list, as this field is not used in AcuityLogic Cloud.
11. Leave the Central Inventory check box deselected, as this field is not used in AcuityLogic Cloud. Selecting this check box may cause issues with the inventory functionality in POS.
12. Leave the Receive In-Transit items on Physical Freeze check box deselected and the Number of days to allow In-Transit field blank, as these fields are not used in AcuityLogic Cloud.
13. Select the Use Vendor Cost on Returns check box to use an item's vendor cost for vendor returns. Deselect the check box to use the cost of the item at the office processing the vendor return. The cost used with the check box deselected is based on the standard cost inventory valuation method selected for your company in step 15j.
14. Do not make changes in the Inventory Threshold Settings section, as this functionality is not used in AcuityLogic Cloud.
To customize patient billing statements, open the Patient Billing Statements and Invoice Customization menu, click the Patient Billing Statements tab, and do the following:
1. Select the Type of Patient Statements you want users to generate.
  - Summary Patient Statements: Statements display summary information only.
  - Detail Patient Statements: Detail format can be customized using the check boxes in the Information to Display section.
2. Select the Information to Display on patient statements.
  If you selected Summary Patient Statements, only the Order Number check box is available.
  - Order Number: Displays the order number associated with the patient outstanding balance.
  - Insurance Adjustment Type:Displays the insurance adjustment types and details for insurance adjustment line items, including description, insurance amount, and comments.
  - Carrier Payments: Displays carrier payment line item details, including the amount and check number.
  - Provider Name, NPI, and License #: Displays the provider information, if a provider is assigned to the patient.
  - Reason for Transfer to Patient:Displays any comments entered for the reason for transfer.
3. From the Credit Card Accepted drop-down list, select the credit card types that your company accepts. These card types will print on patient statements.
  The available credit cards in your system are specified in the Payment Type Mapping window.
4. To upload a logo that appears on billing statements only, click Upload Logo and select an image.
  After uploading a logo, adjust its height and width with the sizing handles, and adjust its position by dragging it.
  The office logo will appear on billing statements for offices with an office logo added. See To add an office logo.
5. Select which Address To Display on patient statements. Select Custom to enter an address.
6. Select which Phone To Display on patient statements. Select Custom to enter a phone number.
7. Select which Carrier Contact Information to display on patient statements. The Default Number is specified in the Insurance Carrier window. Select Custom to enter a carrier contact phone number.
8. To include additional text at the bottom of the statement, such as instructions on how to contact the carrier and/or your office, edit the default message in the Preview Text field.
  Depending on the selections you made under Phone to Display and Carrier Contact Information above, the default message includes an office or company phone number and a carrier phone number. Click inside the Preview Text field to enter new text. You can click Reset to Default to clear your text and use the default text instead.
9. To include details about the payments accepted and directions to pay by credit card or check, enter a message in the Payment Text field. You can enter up to 250 characters.
  The message you enter appears above the credit card payment type section.
10. To view the billing statement, click Preview Statement.
  A preview of the billing statement is downloaded to your system.
  To accommodate spacing requirements in printed statements, the spelling of credit card names in the statement might differ from the spelling in the Company Information window. For example, "American Express" might be shortened to "AMEX."
To customize the information that appears on patient invoices, open the Patient Billing Statements and Invoice Customization menu, click the Invoice tab, and do the following:
1. Select the appropriate display options:
2. Select one of the following caption options:
3. Enter the caption to display in the provided field. It can contain up to 500 characters.
4. Select the Allow comments on invoice check box to let AcuityLogic POS users enter comments that display on the invoice from the Pricing window.
To customize statements for safety claims, open the Patient Billing Statements and Invoice Customization menu, click the Safety Statements tab, and do the following:
1. In the Remit To Name and Address fields, enter a remit to name and address. (The name and address entered overrides the information entered in the Remit To Field menu in step 14.)
2. In the Phone and Email fields, enter a contact phone number and/or email address.
3. In the Notes field, enter a payment message up to 350 characters.
4. Select the Show Aged Receivables check box to show or hide aged receivable totals for the selected carrier/plan. The totals match those shown in the Aged Claims Report (GB106) generated from Billing.
Do not make changes in the GL Fields menu, as these fields are not used in AcuityLogic Cloud.
Do not make changes in the Commission Fields menu, as this functionality is currently not available for Pearle Vision locations.
To record commission information, open the Commission Fields menu and follow the instructions below:
1. Select Sales per hour from the Commission Method drop-down list. The SPIFF commission method is not used in AcuityLogic Cloud.
2. Select the Show Commission check box to enable the use of commission features through the Commissions tab in AcuityLogic POS and the Commissions module in AcuityLogic BackOffice.
3. Select the Show Productivity check box to enable the use of productivity features through the Productivity tab in AcuityLogic POS and the Productivity module in AcuityLogic BackOffice.
Do not make changes in the DC Fields menu, as these fields are not used in AcuityLogic Cloud.
To record scheduler information, open the Scheduler Fields menu and follow the instructions below:
1. Type the number of days prior to an appointment date that appointments are automatically confirmed when scheduled in the Auto Confirm Appt. Days field.
  - If you type 0 in the field, appointments will always be marked as scheduled when they are created and the appointments will have to be manually confirmed as needed.
  - If you type 1 in the field, appointments created on the same day on which they are scheduled will automatically be marked as confirmed.
  - If you type 2 in the field or leave it blank, appointments created for today and tomorrow’s dates will automatically be marked as confirmed. This is the default option.
  - If you type 3 in the field, appointments created for today, tomorrow, and the following day’s dates will be marked as confirmed.
  - Appointments scheduled for a time period greater than the number in the field will be marked as scheduled when they are created and will have to be manually confirmed as needed.
2. Select the Schedule Appointment for other Offices check box to allow office locations to schedule appointments for other office locations.
3. Select the Select Offices from Drop-Down Menu check box to switch between office schedules in Calendar View of the Scheduler using a drop-down list. By default, this check box is deselected and offices display as tabs at the bottom of the calendar window.
4. If you use schedule templates, select the Allow schedule configuration overlaps check box to allow templates to be applied even if the schedule conflicts with the office’s business hours or the resource’s schedule. If you select the check box, a message appears when you apply a template with conflicts and allows you to override the conflicts. See Setting Up Schedule Templates or To set up resource schedules.
5. If you use schedule templates, select the time increment to display in the Schedule Template Setup grids from the Template default time (minutes) drop-down list. By default, the grids are divided into 30-minute increments with hourly labels.
To record CMS margin printing offsets, open the CMS Printing menu and enter the top and left margins for printing in the Top Margin Offset and Left Margin Offset fields.
The maximum offset for the top margin is 25. The maximum offset for the left margin is 275.
To select the EMR integration client by office, open the EMR Settings menu and select the appropriate check box in the EMR Settings box:
- Eyefinity EHR: If offices send patient demographics to Eyefinity EHR.
- ExamWRITER: If offices send patient demographics to ExamWRITER.
- If both are checked, patient demographics are sent to both systems.
- Continue to the EMR Integration drop-down list on the Office Information window to select the EMR integration client by office when company information is configured. If you type 0 in the field, appointments will always be marked as scheduled when they are created and the appointments will have to be manually confirmed as needed.
To configure Eyefinity EHR settings, open the Eyefinity EHR Settings menu and enter the following information:
- Type the Health Record Account Number, EHR Domain, and Exam URL in the appropriate fields. You get this information from Eyefinity when you are ready to go live.
- Type your Eyefinity EHR system user name and password in the Username and Password fields.
To configure ECR Vault settings, open the ECR Vault Settings menu and enter the following information:
1. Select the ECR Vault Enabled check box.
2. Enter your URL in the ECR Vault URL field.
To configure default prescription expiration and promise date values, open the Rx and Order Screen Setting menu and enter the following information:
1. Type an updated default eyeglass prescription expiration period in the Default EG Expiration field, if needed. AcuityLogic uses the expiration period to determine the expiration date of eyeglass prescriptions recorded in AcuityLogic POS. By default, the company expiration period is configured to be 12 months.
2. Type an updated default contact lens prescription expiration period in the Default CL Expiration field, if needed. AcuityLogic uses the expiration period to determine the expiration date of contact lens prescriptions recorded in AcuityLogic POS. By default, the company expiration period is configured to be 12 months.
3. Type a default value to be used for determining the promise date displayed on eyeglass orders in the Default EG Promise Date field, if needed. AcuityLogic calculates the promised date by adding the value you enter to the order creation date. Leave this field blank if you do not want to configure a default promised date.
4. Type a default value to be used for determining the promise date displayed on contact lens orders in the Default CL Promise Date field, if needed. AcuityLogic calculates the promised date by adding the value you enter to the order creation date. Leave this field blank if you do not want to configure a default promised date.
Do not make changes in the Vendor Auto Order menu, as these fields are not used in AcuityLogic Cloud.
To view the platform partners configured for your company, open the Telehealth Settings menu.
- The Telehealth Settings menu is available only if one or more platform partners has been configured for your company. Contact Eyefinity Customer Care if you want to integrate with a platform partner.
- The Telehealth Settings menu shows the platform partners configured for your company. The information can only be updated by Eyefinity Customer Care. You can select the platform partners that each office can use to schedule telehealth appointments in the Telehealth Applications drop-down list in the Office Information window. See Setting Up Office Information.
Do not make changes in the SMTP Settings menu, as these fields are not used in AcuityLogic Cloud.
To record billing provider information, open the Billing Provider Fields menu and follow the instructions below:
1. Type the billing provider name in the Billing Name field.
2. Type the billing address, zip code, city, and state in the appropriate fields.
- If you are sending insurance claims electronically, then per the requirements of the ANSI 5010 format you must include a full nine-digit zip code, and you must use a physical mailing address. You cannot use a post office box as a billing address.
- You can set up separate billing information for each office. See To add office billing information.
- The information in the Billing Provider fields populates box 33 on the CMS 1500 form.

To record attribute information, open the Attributes menu and select check boxes for the settings that you want to enable.

To configure the backside UV message, open the Additional Coating Message Configuration menu and select one of the following radio buttons:
- Disable Message: You will not receive any message when you select an AR coating that has an additional attribute of “Backside UV” on an eyeglass order in AcuityLogic POS.
- Enable Message: When you select an AR coating that has an additional attribute of “Backside UV” on an eyeglass order in AcuityLogic POS, a message displays notifying you that the coating requires a backside UV coating. You must manually add the backside UV coating on the order.
- Enable Message & Add Additional Coating: When you select an AR coating that has an additional attribute of “Backside UV” on an eyeglass order in AcuityLogic POS, a message displays notifying you that the coating requires a backside UV coating, and the backside UV coating is automatically added to your order.
To configure the Transitions Vantage color message, open the Additional Color Message Configuration menu and select one of the following radio buttons:
- Disable Message: You will not receive any message when you select Transitions Vantage as the lens color on an eyeglass order in AcuityLogic POS.
- Enable Message: When you select Transitions Vantage as the lens color on an eyeglass order in AcuityLogic POS, a message displays notifying you that the color requires the miscellaneous extra Vantage Polarized. You must manually add Vantage Polarized as a miscellaneous extra.
- Enable Message & Add Additional Color: When you select Transitions Vantage as the lens color on an eyeglass order in AcuityLogic POS, a message displays notifying you that the color requires the miscellaneous extra Vantage Polarized, and Vantage Polarized is automatically added to your order as a miscellaneous extra.
Click Save to save your changes.

Attribute	Selecting the Check Box...	Deselecting the Check Box...
Discount License Frame	Allows third party insurance plans to apply their plan discounts to licensed frames.	Prohibits third party insurance plans from applying their plan discounts to licensed frames.
Show Invoice Rx Alert	Displays the message “Make sure you invoice the exam” when you record a new Rx and then sell eyeglasses or contact lens with that new Rx.	You will not receive a message when you record a new Rx and then sell eyeglasses or contact lens with that new Rx.
On Frame Spex	Adds the option in the Product and Frame modules in AcuityLogic Admin to load frames from a FRAMES SPEX CD-ROM.	You will not have the option to load frames from a FRAMES SPEX CD-ROM.
Patient Profile Read Only	Makes all patient records available as read-only information. No information can be recorded or modified in a patient record while this check box is selected.	Allows all patient records to be accessed and modified.
Auto Send CL Auto Office Orders	Automatically send inventory replenishment contact lens stock orders on a regular basis as part of a scheduled integration.	Inventory replenishment contact lens stock orders are not sent automatically. You must manually review and send the orders in AcuityLogic POS.
Auto Send CL Patient Office Orders	Automatically send patient contact lens stock orders being shipped to office locations on a regular basis as part of a scheduled integration.	Patient contact lens stock orders being shipped to office locations are not sent automatically. You must manually review and send the orders in AcuityLogic POS.
Combine Bifocal Split PD	Evenly splits any pupillary distance measurement that is for a lined bifocal.	Does not evenly split pupillary distance measurements for lined bifocals.
Allow Multiple Package	Enables the Multiple Order Package button when pricing orders in AcuityLogic POS.	Disables the Multiple Order Package button when pricing orders in AcuityLogic POS.
Etime Management By All	Allows any staff member to close out E-Time at the end of a pay period.	Only a manager can close out E-Time.
Prohibit medical and vision ins on same invoice	Prohibits medical and vision insurance plans from being applied to the same order. If a patient wants to apply both types of insurance to an order, you will have to create two orders: one for items billed to the medical insurance, and a second for items billed to the vision insurance. This setting does not affect insurance plans that are marked as “Vision and Medical” plans.	Allows you to apply both a medical and a vision insurance plan to the same order.
Enforce Rx Expiration	Prohibits the ability to sell eyeglasses or contacts with an expired prescription.	Allows you to sell eyeglasses and contacts with an expired Rx.
Hide List Price	Hides the list price of frames when you perform a search for frames in AcuityLogic POS.	Displays the list price of frames when you perform a search for frames in AcuityLogic POS.
General Encryption	This check box is currently not used in AcuityLogic. Note: General encryption is no longer required in AcuityLogic because a feature to encrypt data at rest was introduced with SQL Server 2008.	This check box is currently not used in AcuityLogic.
Initial Authentication	Requires you to log in to AcuityLogic POS before you can access the system.	You can access all areas of AcuityLogic POS until you attempt to perform a password-protected function.
Patient Insurance Read Only	Makes all patient insurance records available as read-only information. No information can be recorded or modified in a patient insurance record while this check box is selected.	You can view and modify patient insurance records.
Allow CL Diagnostic Auto Order	Automatically creates stock contact lens orders for diagnostic contact lenses. Prohibits the Auto Supplier source on contact lens orders in AcuityLogic POS.	Stock contact lens orders are not automatically created for diagnostic contact lenses.
No Credit Card Validation	You will not be prompted to enter a credit card number and expiration date when recording a credit card payment in AcuityLogic POS. Select this attribute if you are integrated with a credit card payment processor such as Worldpay	You will be prompted to enter a credit card number and expiration date when recording a credit card payment in AcuityLogic POS.
Capture Last 4 and Exp Date	You will be prompted to enter the last four digits and expiration date when recording a credit card payment in AcuityLogic POS.	You will not be prompted to enter the last four digits and expiration date when recording a credit card payment in AcuityLogic POS. Deselect this attribute if you are integrated with a credit card payment processor such as Worldpay.
No Delivery With Balance	Prohibits the ability to change the order status of an order to Delivered if the order has not been paid for in full.	Allows you to change the order status of an order to Delivered when the order has not been paid for in full.
No Coupon Validation	Allows you to discount a purchase using a coupon without validating that coupon.	Requires that a coupon be validated against the coupon numbers set up in AcuityLogic Admin.
Record OD For Non-Rx Order	If enabled for your company, you will be prompted to record a doctor on non-Rx orders (exams and miscellaneous sales) in AcuityLogic POS.	You will not be prompted to record a doctor on non-Rx orders (exams and miscellaneous sales) in AcuityLogic POS.
Show Dr. Reimb in VSP Calc	Allows users to view and edit doctor reimbursement amounts in the Insurance Reimbursement column in the VSP Calculation window in AcuityLogic POS.	Does not allow users to view and edit doctor reimbursement amounts in the Insurance Reimbursement column in the VSP Calculation window in AcuityLogic POS.
Use Search Button for Patient Search	Requires users to click the Search button or press Enter when searching for patients in AcuityLogic POS and AcuityLogic BackOffice. Selecting this check box can cause search results to display more quickly.	Does not require users to click the Search button or press Enter when searching for patients in AcuityLogic POS and AcuityLogic BackOffice. When users begin typing criteria into the search fields, results are automatically displayed.
Require OC Height	Requires users to record an OC height on eyeglass lens orders in AcuityLogic POS, if the eyeglass lens also has a minimum and maximum OC height configuration.	Does not require users to record an OC height on eyeglass lens orders in AcuityLogic POS.
Ignore Zero Retail Items on Bulk Pricing	Ignores frames with no retail price entered when calculating frame prices using bulk pricing.	Does not ignore frames with no retail price entered when calculating frame prices using bulk pricing.
Employee Number Required	Makes the Employee Num field required in the Employee window.	Makes the Employee Num field optional in the Employee window.
Enable Batch EDI Processing	Enables AcuityLogic to process EDI claims in batches.	Prevents AcuityLogic from processing EDI claims in batches.
Combine Patient Forms	This check box is not used for AcuityLogic Cloud.	This check box is not used for AcuityLogic Cloud.
Validate OD On Rx/Exam Sale	Checks if the doctor selected for prescriptions and exam sales in POS matches the doctor scheduled for the patient’s appointment.	Does not check if the doctor selected for prescriptions and exam sales in POS matches the doctor scheduled for the patient’s appointment.
Allow inter-office stock transfers	Allows you to send stock transfers between offices.	Does not allow you to send stock transfers between offices.
Allow Manual Stock Orders	Displays the Add Stock Order link on the AcuityLogic POS Inventory module’s Stock Order window, and retail employees with the appropriate roles can use it to create stock orders.	Hides the Add Stock Order link on the AcuityLogic POS Inventory module’s Stock Order window, and retail employees cannot create stock orders.
Allow inter-office stock transfers	Allows you to send stock transfers between locations set up as offices and distribution centers.	Does not allow you to send stock transfers between locations set up as offices. You can continue to send stock transfers to distribution centers.
Hide Vendor Tab in POS	Hides the Vendor tab and its subtabs (Vendor Order, Vendor Receipt, Vendor Return) in the POS Inventory module at all retail offices in your company.	Displays the Vendor tab and its subtabs in the POS Inventory module at all retail offices in your company.
Allow Custom Ins. Versions	This check box is currently not used in AcuityLogic.	This check box is currently not used in AcuityLogic.

Setting Up Company Information

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