AcuityLogic VSP Setup Checklists

Use the checklists as a helpful reminder tool for staff members in your practice to help you successfully set up and use the VSP interface for AcuityLogic.

Most of the setup for the VSP interface (such as setting up VSP insurance plans and setting up VSP coverage codes) will already be completed for you when you receive your AcuityLogic system. Other VSP setup areas may overlap with your general AcuityLogic setup process (such as setting up doctors and labs).

The following links take you directly to the checklists below:

Call Eyefinity

Completed Task

Call Eyefinity Customer Care at 877.448.0707 to activate the VSP interface. In addition to activating the VSP interface, Eyefinity Customer Care will provide you with the following information for setting up screen scraping for each of your offices: Login, Password, SS Office ID, and Account Number.

Company Information Setup

For more information, see Setting Up Company Information for the VSP Interface.

Completed Task

Enter your company’s phone number in the Contact Phone field. This must be the same phone number that Eyefinity has on file for your company.

Enter your company’s Employer Identification Number in the EIN field.

Enter your company’s billing information in the Billing Provider Fields section.

Office Information Setup

For more information, see Setting Up Office Information for the VSP Interface.

Completed Task

Enter the service facility NPI number (either your group NPI number or your provider NPI number) in the National Provider Id field.

Enter the location’s phone number in the Phone Number field.

Open the Billing Information window, and select your billing preference from the Billing Preference drop-down list. If you select any option that is not Company Billing Name & Company Address, complete the remaining fields on the window.

To override company billing information, select the Override Company Billing Entity Information check box and record your office billing EIN and NPI.

Doctor Information Setup

For more information, see To set up general doctor information.

Completed Task

Enter the doctor’s name in the First Name and Last Name fields.

Select Doctor from the Role Name drop-down list.

Enter the doctor’s NPI in the National Provider Id field.

Select the VSP check box.

Provider Number Management

For more information, see To manage provider numbers.

Completed Task

Select Doctor or Location from the Entity drop-down list. (Select Location if all providers at a location submit VSP claims with the same provider number.)

Select the location from the Location drop-down list.

Select the doctor's name from the Doctor drop-down list. (The drop-down list is available only if you selected Doctor from the Entity drop-down list.)

Enter the doctor's provider number in the Provider Number field. (The provider number is the doctor’s social security number; do not include any spaces or hyphens in the number.)

Lab Setup

For more information, see To set up VSP approved labs.

Completed Task

Select the Is VSP check box for each VSP-approved lab.

Office Lab Setup

For more information, see To map VSP approved labs to an office.

Completed Task

Assign all VSP labs to your offices.

Enter the Eyefinity code in the Eyefinity Code field.

Product Partner Mapping

For more information, see Setting Up and Mapping Products for the VSP Interface.

Completed Task

Set up all products and services before you include them on orders and claims.

Map the appropriate Eyefinity and VSP option codes to the eyeglass lenses, coatings, and edgings in your system.

Map the appropriate Eyefinity codes to the contact lenses in your system.

VSP Insurance Carrier Information Setup

For more information, see To modify insurance carrier information for the VSP interface.

Completed Task

Select Eligibility and Authorization from the Eligibility drop-down list.

Select Web Billing from the Billing Mode drop-down list.

Select Automated from the Eligibility Type drop-down list.

Enter the insurance carrier’s name, address, and telephone information in the Address Fields section.

Select Group Health from the Group Health Type drop-down list.

Select a service NPI option from the Service Location NPI (CMS Box 32a) drop-down list.

Select a billing NPI option from the Billing Provider NPI (CMS Box 33a) drop-down list.

VSP Insurance Carrier Transmit Information Setup

For more information, see To modify insurance carrier transmit information for the VSP interface.

Completed Task

Select Web Billing from the Billing Mode drop-down list.

VSP Insurance Plan Setup

For more information, see Modifying Insurance Plan Information for the VSP Interface.

Completed Task

Enter the plan code in the Plan Code field.

If needed, override any carrier information.

VSP Insurance Plan Schedule Setup

For more information, see Setting Up Insurance Plan Schedules for the VSP Interface.

Completed Task

Ensure that all VSP plan schedules are up-to-date and correct.

Record your contracted receivable for each benefit of each VSP plan.

VSP Maintenance

For more information, see Maintaining VSP Insurance Information.

Completed Task

Ensure that VSP plans, grids, option coverage codes, and comment codes are up-to-date in the VSP Maintenance module. Eyefinity will contact you if you need to make any changes to the plans, grids, option coverage codes, or comments codes.

Screen Scraping Setup

For more information, see Setting Up Screen Scraping for the VSP Interface.

Completed Task

Enter the login name that Eyefinity provided to you in the Login field.

Enter the password that Eyefinity provided to you in the Password field.

Select the Submit check box. (If you want claims to be sent to Eyefinity but not submitted so that you can review the claims first, deselect the Submit check box.)

Click the Show Additional Settings link to open the Additional Settings section and then click Retrieve Settings. (Ensure that you click Save after the settings populate.)

Enter the SS Office ID that Eyefinity provided to you in the SS Office ID field.

Enter the Account Number that Eyefinity provided to you in the Account Number field.

If the settings in the Additional Settings section do no populate after you click Retrieve Settings, contact Eyefinity Customer Care for assistance.

CPT Code Maintenance

For more information, see Setting Up and Mapping CPT Codes for the VSP Interface.

Completed Task

Set up and map CPT codes for all products and services that your company bills to VSP. If you bill non-covered items to VSP, you must set up and map CPT codes for all products and services offered by your company.

Patient Profile Setup

For more information, see Setting Up a Patient Profile for VSP Insurance.

Completed Task

Ensure that the patient’s name is identical to the name recorded in VSP’s member information. Remember:

Do NOT enter anything in the MI field. VSP includes the middle initial with the first name, so enter the middle initial after the first name in the First Name field.

If the patient is listed as a Jr, Sr, II, III, etc at VSP, the Patient Profile in AcuityLogic will have to reflect the exact title in order for the VSP interface to find a match. Titles need to be entered as part of the last name field.

Review the patient’s address and phone number information to make sure it is correct. Missing or incorrect contact information may cause you to be unable to obtain the patient’s eligibility.

Patient Insurance Setup

For more information, see Setting Up a Patient’s VSP Insurance.

Completed Task

Assign a VSP insurance plan to the patient.

Enter one of the following in the SSN field:

The subscriber’s SSN.

If the subscriber’s VSP ID is alphanumeric, enter the last four numbers of the VSP ID in the SSN field. For example, if the subscriber’s VSP ID is 6851100A, enter 1000 as the last four numbers in the SSN field.

(Only the last four digits of the SSN or VSP ID need to be correct. For the first five digits, you can enter all 9s or 0s.)

Enter the subscriber’s VSP ID in the Subscriber/Insured ID field.

Obtaining Eligibilities and Authorizations

For more information, see Obtaining and Viewing VSP Eligibility and Benefits Details.

Completed Task

Click the Eligibility link and then click Add Eligibility. After finding the patient and corresponding plan on the list, click Authorize. On the Authorization Request window, select the service types and click Request Authorization.

If you cannot obtain the eligibility and authorization through the VSP interface, obtain the eligibility by phone or online at eyefinity.com. Then click the Eligibility link, click Add Eligibility, click Override, and manually record the patient’s eligibility and authorization information.

Creating Eyeglass Orders

For more information, see Creating VSP Orders.

Completed Task

If you are creating an eyeglass order, select a VSP lab from the Lab drop-down list.

Pricing Orders

For more information, see Pricing VSP Orders.

Completed Task

Click Apply Primary Insurance, select the check boxes for the benefits you want to apply to the order, and click Calculate Benefits.

Reviewing Insurance Claims

For more information, see Researching VSP Insurance Claims.

Completed Task

To review and research VSP insurance claims, open AcuityLogic Billing, click Claim Management, and search for the claims you want to view.

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