What's New in AcuityLogic 8.27 for On-Premises Users

Eyefinity announces the newest version of AcuityLogic. This version resolves known issues in previous versions and offers new features and expanded functionality.

Topics include the following:

For more information on AcuityLogic features, training, and integrations, contact your account representative, or call Eyefinity at 800.942.5353.

Admin Enhancements

Admin includes enhancements in the following areas:

Patient Statement Configuration Improvements

We've updated the Patient Billing Statements tab in the Patient Billing Statements and Invoice Customization section of Company Information to expand your statement customization options.

Detailed Patient Statements

You can now select to print patient statements in either summary or detail format. Detail format allows you to customize statements to include the insurance adjustment type, carrier payments, provider information, and/or reason for transfer to patient.

Contact Information Messages

We've removed the Caption Settings section and replaced it with the following fields:

  • Address to Display: Select whether to print the company address, office address, or a custom address you enter.

  • Phone to Display: Select whether to print the company phone number, office phone number, or a custom phone number you enter.

  • Carrier Contact Information: Select whether to print the default number specified in the Insurance Carrier window, no number, or a custom number you enter.

  • Preview Text:Enter text to display at the bottom of the statement, such as instructions on how to contact the carrier and/or your office. Depending on the selections you make under Phone to Display and Carrier Contact Information, 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.

Other Changes

  • The Credit Cards to Display drop-down list is now called Credit Card Accepted.

  • We've removed the option to customize the column header colors for patient statements. The colors now default to gray background and black text.

Establish Discount Thresholds that Require Role-based Approval

  • You can now establish a Discount Threshold percentage at the Company and at the Office level to require higher authority when a user applies a discount above the threshold.

  • At the Company level, a new Discount Threshold % field displays in the Company Fields on the Company Information screen. When a discount is applied, the system looks at the threshold; if the discount percentage is above the threshold, the user requires permission (see below) to apply the discount.

  • The Discount Threshold % field also displays on the Office Information screen. The Office level setting, when established, is used instead of the Company threshold.

  • Users must have a role with the permission to apply the discount. A new Override Discount Threshold permission is now available.

  • When a user goes to apply the discount and the user does not have the Override Discount Threshold permission, the message “This discount amount requires authorization. Enter authorized credentials to override.” displays. A user with the permission must login and click Override to continue applying the discount.

BackOffice Enhancements

BackOffice includes enhancements in the following areas:

Updates to the Appointment Status Report

The design update to the Appointment Status Report changes the Appt Time header to Date/Time and moves the notes from the end column and into the row below the appointment. When you export to Excel, the notes display on a separate row.

Billing Enhancements

Billing includes enhancements in the following areas:

Sign-off Section Added to Order Forms

A sign-off section now displays at the bottom of each invoiced Lab Order form (for both eyeglasses and contact lens order forms).

Whether you print the Lab Order from Eyeglass/Contact lens order or from the Claim Details page, the lab order displays with a sign-off section at the bottom.

DC Enhancements

DC includes enhancements in the following areas:

Ability to Scan Accessories into Vendor Receipts

You can now scan the UPC code for accessories (as you do with frames). When you scan the accessory, the system automatically adds the details of the item with the quantity of one (1) to the vendor receipt.

  1. From DC, select Vendor. Then, from Vendor Receipts, click Add Receipt.

  2. Select Scan. Scan the UPC code. The system creates a line item with the details and a quantity of 1 to the Vendor Receipt Detail. You can edit the quantity as needed.

  3. Click Save.

POS Enhancements

POS includes enhancements in the following areas:

Search Accessories by Item Number or UPC

You now have the ability to search accessories by item number or UPC number. From the Add Accessory screen, enter the number in the search field. Once at least three characters are entered, the search results display matching accessories.

Search Accessories by Scanning the UPC

You can also search accessories by scanning the accessory UPC number. From the Add Accessory screen, click Scan Barcode. After scanning, if an exact match, the item will be added to the grid with a quantity of 1. When you scan the same item a second time, the quantity increases. Once all items are scanned, click Add to Order.

Ability to Charge Additional Fee for Grooved Rimless Frame

If your admin selects the Auto-charge Rimless Frame attribute for your company, then when you select the insurance and price a complete eyeglass order with a Grooved Rimless mount frame, the system automatically checks the setup for the additional charge Grooved Rimless Fee and adds the value as GroovedRimless in the Extras tab under the Miscellaneous section. If needed, you can delete the fee from the Extras tab.

Or, if the attribute is not selected for your company but is selected for the carrier, then when applying the insurance plan, the system prompts:

Click Add Misc. Extra to add the fee or Cancel to continue without the fee.

Note: If you select the insurance from the pricing screen or it is a frame-only order, the fee does not add automatically.

Detailed Patient Statements

Statements may now print in detailed format, with additional insurance, provider, and contact information, based on selections made by your Administrator. See Patient Statement Configuration Improvements for more information.

Worldpay Credit Card Receipt Changes for Voids

We've updated the receipt for credit card reversals (voids performed on the same date as the original transaction) that are processed through Worldpay.

When you process a same-day void, the amount credited or refunded is now shown on the receipt as a new line called CreditCardReversal. Any remaining amount from the original transaction not included in the void is shown as the Authorized Amount. In the example below, the amount charged for materials—$382.48—was refunded by a void, but the 39.00 fee for the exam was not.

Role-based Approval based on Discount Thresholds

When your company has discount thresholds, and you apply a discount, the system evaluates the discount and determines if within the threshold and if you have the permissions to approve the discount. If not, a message displays indicating the discount requires authorization.

A user with the Override Discount Threshold permission must login and click Override to apply the discount.

Sign-off Section Added to Order Forms

A sign-off section now displays at the bottom of each invoiced Lab Order form (for both eyeglasses and contact lens order forms).

Whether you print the Lab Order from Eyeglass/Contact lens order or from the Claim Details page, the lab order displays with a sign-off section at the bottom.

Fixed Issues

  • AcuityLogic 8.27 fixes issues in the following areas:

Admin

  • We fixed the Copy feature on the Payment Rules tab in the Insurance Rules window so that errors no longer occur when you try to copy a payment rule from one carrier to another.

  • When copying and pasting an appointment template, the service group is included; previously the service group was not copying over.

BackOffice

  • The Bank Reconciliation Report (AC140) now correctly includes transactions using custom credit card payment types.

Billing

  • Billing Transaction Report (GB117) CSV files no longer incorrectly show 1/1/99 in the Deposit Date column when no deposit date is available. The column is now left blank.

POS

  • Partial voids processed using Worldpay are now recorded correctly. Previously, the entire order would sometimes be refunded.

  • Service templates show in the calendar when creating an appointment from POS; previously, the templates did not display.

  • When using Special Option – Material Allowance and Discount Type 100%, any remaining balance after the allowance is applied is removed ensuring the patient has no remaining balance. Previously, only $1.00 was being removed.

  • In the VSP Calculation window, we now capture claim line level errors and display the error in the Not Calculated Reason column; this column only displays when an error is returned.

  • When the insurance is VSP, when pricing an exam-only order that includes the contact lens fitting fee (92310), you are now prompted to indicate if the contact lenses are Elective or Medically Necessary. This ensures the claim includes the Contact Lens Reason code, which is required, and prevents the claim from going on hold.

  • When a claim references an eligibility who's (frame, lens, CL, Exam) orderNum is not present, the claim's authorization number will be used to look up the eligibility.

AcuityLogic 8.27.1

AcuityLogic 8.27.1 includes the following updates.

  • When billing claims using EDI Transmission, duplicate claim batches are no longer created when you click Continue multiple times in the Confirm Change of Status window.

AcuityLogic 8.27.2

AcuityLogic 8.27.2 includes the following updates.

VSP Claims for Scleral Lens Orders

When you create an order for scleral contact lenses (V2531) with VSP insurance, the claim now includes the word "Scleral" followed by the name of the contact lens manufacturer in box 19. The information is added to both elective and medically necessary contact lens orders that include the V2531 CPT code, as well as orders with one scleral lens and one non-scleral lens. This update ensures your claims are successfully submitted and you receive the correct reimbursement.

Billing Transaction Report

A new Carrier column has been added to the Billing Transaction Report to indicate the carrier associated with each transaction. This information is helpful for reporting accurate gross insurance revenue.

Fixed Issues

  • When calculating benefits on orders with VSP secondary insurance, using the Override feature no longer incorrectly removes the non-VSP primary insurance. Previously, the non-vsp primary insurance would be removed from the order and the VSP plan would be shown as the primary instead of the secondary.

  • When the invoice settings for your office include printing CPT and Diagnosis codes on the invoice, the codes now display on the reprinted invoice. Previously, reprinted invoices did not include the codes.

  • When using the Schedule Manager API to call for open appointment slots, the system excludes all service templates without a service group assigned from the list of appointments returned.

  • We fixed an issue causing claims submitted through TriZetto to be rejected for missing/invalid patient information.

  • Errors no longer occur when you leave the Worldpay payment authorization screen without completing the authorization. You are now prompted to confirm that you want to cancel the authorization.