Setting Up Office Information

1. Open the Company Offices window. See Opening the Company Offices Window.
2. Click the link of the office number in the Office # column.

   OR

   Click Create New to create a new office.

3. Enter the office number in the Office Number field.
   You cannot modify the office number if any data, such as lab orders, is associated with the office.
4. Enter your National Provider Identifier in the National Provider Id field.
5. Enter your IP address mask in the IP Address Mask field.
6. Enter the office name in the Name field.
7. Enter the office address information in the Address 1, Address 2, Zip Code, City, and State fields.
8. Enter the office phone number in the Phone Number field.
9. Enter the office fax number in the Fax Number field.
10. Enter the lab account number in the Lab Account field, if needed.
11. Select the office type from the Office Type drop-down list.
12. Select an office region from the Region field.
13. Select a doctor schedule type from the Doctor Schedule drop-down list.
14. Enter the number of exams rooms available at your office in the Exam Rooms field.
15. Enter your contact lens supplier account number in the CL Supplier Account field if necessary. This is the number by which your contact lens suppliers recognize your office.
16. Select the method your office uses to process credit cards from the Credit Card Process Type drop-down list.
    • If you use Worldpay for credit card payment processing, select Payments Auth API.
    • If you use TMS and the Ingenico iCT220 device for credit card payment processing, select TMS with EMV.
    • If you are not integrated with a credit card payment processor, select Manual.
17. If the GL fields appear, record information for your GL accounts by following these instructions:
    1. Enter the general ledger sales tax account number in the GL Sales Tax Account field if necessary.
    2. Enter the general ledger cash account number in the GL Cash Account field if necessary.
    3. Enter the general ledger charge account number in the GL Charge Account field if necessary.
18. Enter or select a start date in the Schedule Start field if necessary.
19. Enter the number of hours between your time zone and Greenwich Mean Time (GMT) in the Time Zone GMT +/- if necessary. Precede the number with a plus sign (+) to indicate that your time zone is ahead of GMT and with a minus sign (-) to indicate that your time zone is behind GMT.
20. Do not make changes in the Payroll Department field; this field is currently not used.
21. Enter your payment process merchant ID number in the Payment Process Merchant ID field if necessary.
22. Enter your payment process terminal ID in the Payment Process Terminal ID field if necessary.
23. Enter the payment process bin number in the Payment Process Bin Number field if necessary.
24. Enter the payment process merchant password in the Payment Process Merchant Pwd field if necessary.
25. Enter the latitude and longitude coordinates of your office in the Latitude and Longitude field if necessary.
    To search for the office by zip code in the Scheduler in AcuityLogic BackOffice, you must record both the latitude and longitude coordinates of your office.
26. Select one of the following options for creating employee schedules in AcuityLogic POS from the Employee Schedule drop-down list:
    • Schedule for Doctor and Non-Doctor: Employees with access to Management functions can create schedules for doctors and nondoctors in AcuityLogic POS.
    • No ability to create Schedule: No employees can create schedules in AcuityLogic POS.
    • Schedule Non-Doctor only: Employees with access to Management functions can create schedules for nondoctors in AcuityLogic POS.
27. Select a contact lens supplier from the CL Supplier drop-down list if necessary.
28. If you are sending claims from the office to TriZetto, enter your TriZetto site key in the Gateway EDI Site Key field.
29. Enter the TriZetto child site key in the Gateway Child EDI Site Key field if necessary.
    Entering different child site keys for different offices enables claims from each office to be uniquely identified. TriZetto must give you the child site keys and configure additional settings before you can use this functionality. Contact your TriZetto representative for assistance with configuring this functionality.
30. Enter the office’s legal name in the Office Legal Name field. This name appears in box 32 on the CMS 1500 form. If you leave this field blank, the office’s name from the Name field appears in box 32 on the CMS 1500 form.
31. If you are converting from another system to AcuityLogic, fill out the External ID1 and External ID2 fields according to the system from which you are converting; otherwise, go to step 32:
    • OfficeMate: Enter the OfficeMate Location ID in the External ID1 field. Ask your IT Technician to obtain the OfficeMate Location IDs from your OfficeMate database. The OfficeMate Location IDs are in the table Location and are listed in the column LocationID.
    • COS: Enter the COS Location ID in the External ID2 field.
    • Delta ADD-POWER: Leave the External ID1 and External ID2 fields blank.
    • All other practice management systems: Type the Location ID in the External ID2 field.
32. Select one of the following office location types from the Location Type drop-down list:
    • Retail: The location is a retail store and can be accessed through an AcuityLogic POS module.
    • DC: The location is a distribution center and can be accessed through an AcuityLogic DC module and an AcuityLogic POS module.
    • Lab: The location is a lab and can be accessed through an AcuityLogic POS module.
      The availability of certain fields depends on the location type you select.
33. Use one of the following methods to specify your office GL Center:
    • Enter the office GL center number in the GL Center field. If a GL account is mapped to the office, this number is used as the GL center number.
    • Leave the GL Center field blank. If a GL account is mapped to the office, the office number is used as the GL center number.
      If you interface with MAS 90, the GL Center number must be the same number of digits as specified for the location segment size in MAS 90.
34. If the location is a retail office, select the default DC from the Default DC drop-down list.
    If the location is a distribution center, the drop-down list changes from Default DC to Overstock DC. Select an overstock distribution center from the drop-down list if you specified a minimum inventory threshold for frames and you want to link the frame inventory for the two locations. See To record company information.
35. Select the address to display on statements from the Bill To drop-down list:
    • This Office
    • Another Office
    • Company Address
36. If you selected Another Office from the Bill To drop-down list in step 35, select the office’s billing address from the Billing Address drop-down list.
37. Enter your VisionWeb CBS account number in the Vision Web CBS ID field if necessary.
38. From the EMR Integration drop-down list, select Eyefinity EHR if employees in your office use the Eyefinity EHR integration.

    The office's EMR Office Number displays below the drop-down list.

    Eyefinity EHR must be selected for the employee’s appointments to be sent to their Eyefinity EHR Quicklist and Agenda.
39. Enter a default eyeglass prescription expiration period for the office in the Default EG Expiration field if necessary. AcuityLogic uses the expiration period to determine the expiration date of eyeglass prescriptions recorded in AcuityLogic POS. By default, the field is left blank, and AcuityLogic uses the expiration period configured for the company.
40. Enter a default contact lens prescription expiration period for the office 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 field is left blank and AcuityLogic uses expiration period configured for the company.
41. If the location is a DC, select By Collection or By Section from the Pick List Preference drop-down list. Your selection determines how stock orders on the Pick and Ship Stock window in AcuityLogic DC and the printed pick lists for manual and replenishment stock orders in the DC are sorted. If you do not select a preference, the system defaults to displaying the stock orders in the Pick and Ship Stock window in AcuityLogic DC by stock order number and printing them by collection.
    • Select the Add Page Break check box to insert page breaks between collections or sections. AcuityLogic inserts page breaks based on the option you select in the Pick List Preference drop-down list.
    • The Pick List Preference drop-down list appears only if the location is a DC.
42. Select the platform partner that telehealth appointments can be scheduled for from the Telehealth Applications drop-down list.
    • The Telehealth Applications drop-down list is available only if one or more platform partners has been configured for your company.
    • The platform partners available are based on your company's configuration. If your company has multiple platform partners configured, you can select more than one platform partner. For offices with a single platform partner configured, the platform partner is automatically selected when scheduling telehealth appointments for full-time telehealth employees. For offices with multiple platform partners configured, the platform partner must be selected manually when scheduling telehealth appointments for full-time telehealth employees.
    • If you deselect a platform partner with telehealth appointments scheduled, you will need to select another platform partner for the appointment in AcuityLogic POS or AcuityLogic BackOffice. The system will not automatically update the appointments with the changes you make in the Telehealth Applications drop-down list.
43. Select the following check boxes to set additional attributes. The availability of each check box depends on the option selected in the Location Type drop-down list and is listed under the attribute name in the table.

    Attributes (Location Type)	Selecting the Check Box...	Deselecting the Check Box...
    Active (Retail, DC, Lab)	Marks the office as active.	Marks the office as inactive.
    On Daylight Saving (Retail, DC, Lab)	Indicates that the office is in a time zone that uses daylight saving time.	Indicates that the office is in a time zone that does not use daylight saving time.
    Call Center (Retail)	Indicates that the office is a call center or mobile office.	Indicates that the office is not a call center or mobile office.
    Disable Vendor Order (Retail, DC)	Disables the Vendor Order tab in the Inventory module in AcuityLogic POS.	Enables the Vendor Order tab in the Inventory module in AcuityLogic POS.
    Create Patient Stock Order DC Provided (Retail)	Enables the office to create a patient stock order to be provided by DC.	Stock orders are never automatically created. You must review and manually send all stock orders.
    Display Detailed Tax On Receipts (Retail)	If your company uses the Multi-Tier Sales Tax Calculator, prints office receipts that list sales tax by tax authority. See Setting Up Detailed Taxes on Receipts.	If your company uses the Multi-Tier Sales Tax Calculator, prints office receipts that display a total tax amount for all tax authorities. See Setting Up Detailed Taxes on Receipts.
    Retail Store (Retail)	Indicates that the office is a retail store. Do not select this check box if the office is a home office, call center, or DC.	Indicates that the office is not a retail store. Do not select this check box if the office is a home office, call center, or DC.
    Supports Pre-appointment (Retail)	This setting does not have any functionality at this time.	This setting does not have any functionality at this time.
    CL Auto Order (Retail)	Enables the system to automatically send contact lens orders to the contact lens supplier selected from the CL Supplier drop-down list. You must be integrated with a contact lens supplier for this setting to function.	Prohibits the system from automatically sending contact lens orders to the contact lens supplier selected from the CL Supplier drop-down list.
    Integrated Lab System (Retail)	Enables stock replenishment orders to close automatically when lab orders are sent through the VisionStar lab interface. Select this check box only if you are using the VisionStar lab interface.	Indicates that you do not use the VisionStar lab interface.
    Office Logo (Retail)	Replaces the company logo with your office logo. You must upload your office logo for this setting to function. See To add an office logo. Note: For DC or Lab location types, select Retail in the Location Type drop-down list to make the Office Logo check box available, select the check box, and reselect DC or Lab in the Location Type drop-down list.	Indicates that the company logo is also your office logo.
    Live (Retail, DC, Lab)	Enables the office to use AcuityLogic. This setting also includes the office and office data in reports and inventory processing.	Prohibits the office from using AcuityLogic. The office and office data are not included in reports and inventory processing.
    Accessory Replenish Auto-Order (Retail)	This check box is currently not used in AcuityLogic.	This check box is currently not used in AcuityLogic.
    Charge Tax on Copay to Patient (Retail)	Enables AcuityLogic POS to calculate and charge taxes on patient copays. If your office is in Illinois or any other state that stipulates that patients must pay taxes on copays, you must select this check box.	Indicates that AcuityLogic POS will not calculate and charge taxes on patient copays.
    Auto Receive DC Transfers (Retail)	Enables the office to automatically receive transfers from DC locations. When transfers are automatically received, AcuityLogic updates the inventory count after the DC location sends the transfer.	Requires the office to manually receive transfers from DC locations.
    Text Reminders for Eyewear Ready (Retail)	This field has no functionality.	This field has no functionality.
    Mobile Office (Retail)	This setting does not apply to new users. Enables service location.	This setting does not apply to new users. Disables service location.
    Inventory (Retail, DC, Lab)	Maintains inventory.	Inventory is not maintained.
    Charge Tax on Receivable (Retail)	Indicates that you charge tax on insurance receivable amounts for at least one insurance plan. When setting up insurance information, you can establish rules to modify this option by plan.	Indicates that you do not charge tax on insurance receivable amounts for any insurance plan.
    Disable Office Info Sharing (Retail)	Restricts access for patient and product information to that office only. No other office in the company can access the office’s patient or product data.	Enables patient and product data to be shared with other offices in the company.
    Office Address on Patient Statements (Retail)	Displays office address on patient statements.	Displays company address on patient statements.
    Allow Online Scheduling (Retail)	This field has no functionality.	This field has no functionality.
    Frame Replenishment Auto-Order (Retail)	If you set up replenishment rules for frames, replenishment and vendor orders for frames are automatically created and sent in AcuityLogic POS. See Setting Up Replenishment Rules.	Indicates that no replenishment or vendor orders for frames can be automatically created. You must review and manually send all frame replenishment and vendor orders.
    On ETime? (Retail, DC, Lab)	Enables the use of E-Time for the employees assigned to the office.	Disables the use of E-Time for the employees assigned to the office.
    Is Integrated EMR Office (Retail)	Indicates that AcuityLogic is integrated with ExamWRITER or Eyefinity EHR in this office.	Indicates that AcuityLogic is not integrated with ExamWRITER or Eyefinity EHR in this office.
    No Credit Card Validation (Retail)	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.
    Allow Orders from POS (DC)	Enables the distribution center to process orders from offices.	Prevents the distribution center from processing orders from offices. The distribution center is removed from the following AcuityLogic POS drop-down lists: DC/Lab Num on the Eyeglass Order Frame tab Order From DC in the Stock Order window
    Allow Returns from POS (DC)	Enables the distribution center to process returns from offices.	Prevents the distribution center from processing returns from offices. The distribution center is removed from the Transfer to Office drop-down list in the Stock Transfer window in AcuityLogic POS.
    Tax ID	Prints the tax ID on patient invoices.	Does not print the tax ID on patient invoices.
    CPT Codes	Prints current procedural terminology (CPT) codes for any invoiced procedures on patient invoices.	Does not print current procedural terminology (CPT) codes for any invoiced procedures on patient invoices.
    Diagnosis Codes	Prints codes for diagnosis related to the invoiced items.	Does not print codes for diagnosis related to the invoiced items.
    Patient Address	Prints the patient's address on invoices.	Does not print the patient's address on invoices.
    CC Signature Capture	Prints the credit card signature section on patient invoices.	Does not print the credit card signature section on patient invoices.
    Promise Date	Prints the order promise date on patient invoices.	Does not print the order promise date on patient invoices.
    Frame Item #	Prints the frame item numbers and descriptions on patient invoices.	Does not print the frame item numbers and descriptions on patient invoices.
    Patient MRN	Prints the patient's MRN on invoices.	Does not print the patient's MRN on invoices.
    Next Scheduled Appointment	Prints the patient's next scheduled appointment date on invoices.	Does not print the patient's next scheduled appointment date on invoices.
    NPI	Prints the office or provider NPI on patient invoices. Select Office or Provider from the drop-down list.	Does not print an NPI on patient invoices.
    Provider Name	Prints the provider's name on patient invoices.	Does not print the provider's name on patient invoices.
    Provider License #	Prints the provider's license number on patient invoices. For providers with multiple state licenses, the license for the state where the transaction is recorded is used.	Does not print the provider's license number on patient invoices.
    Receipt Comments	Prints the Receipt Comments entered during pricing on patient invoices.	Does not print the Receipt Comments entered during pricing on patient invoices.

44. Click Save to save your changes.

You can upload an image file of your office logo to appear in the AcuityLogic POS system, and you can upload another image file of the logo to appear on all materials printed from AcuityLogic. The logos you upload in this procedure override the company logo when you use AcuityLogic POS for your office. Each image file can be up to 25 KB in size.

1. Open the Company Offices window. See Opening the Company Offices Window.
2. Click the link of the office number in the Office # column.

   The Office Information window opens.

3. Click Logo.

   The Add Logo window opens.

4. Click Select on the left side of the window to select an image to display in AcuityLogic POS.

   The File Upload dialog box opens.

5. Select an image file and click Open.

   To preview the logo image, click Save.

6. Click Select on the right side of the window to select an image to display on all materials printed from AcuityLogic POS.

   The File Upload dialog box opens.

7. Select an image file and click Open.

   To preview the logo image, click Save.

8. Click Save & Close to save your selections and close the window.

1. Open the Company Offices window. See Opening the Company Offices Window.
2. Click the link of the office number in the Office # column.

   The Office Information window opens.

3. Click Billing Information.

   The Billing Information window opens.

4. Type the CLIA number for the office in the CLIA Number field. This number appears in box 23 on the CMS 1500 form if you select CLIA Number in the Prior Authorization drop-down list in the Edit Claim window in AcuityLogic Billing .
5. From the Home Doctor drop-down list in the CMS Box 24j & 31 section, select a home doctor for your office to populate the following boxes in the CMS 1500 form and on electronic claim submissions when an employee doctor is not associated with an order:
   • Box 24j —Home doctor NPI
   • Box 31—Home doctor name

   Home doctors are typically used when an order includes an outside prescription.

   • Any active doctor in your company can be a home doctor.
   • Each office can have only one home doctor, but the same doctor can be the home doctor for multiple offices.
   • In each office, the same home doctor is used as the rendering doctor for all insurance plans (medical, vision, or both). Therefore, all home doctors should be configured to support most, if not all, insurance plans.
   • If you do not specify a home doctor, AcuityLogic selects a rendering doctor based on the doctors on the Scheduler for the day or the Company Doctor specified in AcuityLogic Admin.
   • If a home doctor leaves your company, you must manually update the home doctor.
6. Select a billing preference from the Billing Preference drop-down list. Your selection determines which information is populated in box 33 on the CMS 1500 form.
7. Type the office billing name in the Billing Name field.
8. Type the office billing address information in the Address 1, Address 2, Zip Code, City, and State fields.
9. To override the company billing EIN and NPI and use the office billing EIN and NPI, select the Override Company Billing Entity Information check box and follow the instructions below:
   1. Type the office’s billing EIN in the Billing EIN field. This number appears in box 25 on the CMS 1500 form.
   2. Type the office’s billing National Provider Identifier in the Billing NPI field. This number appears in box 33a on the CMS 1500 form.
10. Click Save to save the billing information and close the window.