Creating an Exam

In AcuityLogic modules, exams are identified by item numbers that match their CPT and HCPCS codes. You can map exams to specific vendors for later related orders. You can also price exams individually. Depending on your company structure, these associations can be customized by state, country, or subsidiary.

To create an exam

  1. In AcuityLogic Admin, click Product and select Other Items.
  2. From the Item Type drop-down list, select Exams to display all the exams loaded in the AcuityLogic system.
  3. Click Create New.
  4. Complete the following fields:
    Field NameDescriptionRequired

    Exam Fields

     

     

    Description

    The description of the exam. This is what appears on the patient’s invoice.

    X

    View Order

    The order in which you want this attribute to appear in the drop-down list for Exam in AcuityLogic POS.

    If you type the same view order number for another exam, the options appear together in alphabetical order.

    If you enter 0, the option does not appear.

    X

    Exam Status

    Classification of the exam. The options are

    • Vision
    • Medical
    • Both

     

    Duration in Minutes

    The length of time (in minutes) for the exam.

     

    Eyeglass Exam

    If selected, designates that the exam may result in an eyeglass prescription.

     

    Contact Lens Exam

    If selected, designates that the exam may result in a contact lens prescription.

     

    Procedure

    If selected, designates that the exam is used for diagnostic tests such as corneal pachymetry, tonometry, or scanning laser ophthalmoscopy.

     

    Update Last Exam

    If selected, updates the Last Exam date on a patient's profile in AcuityLogic POS when the exam is invoiced for the patient.

     

    Recall Item

    If selected, designates that the exam is due to patient recall efforts.

    If you set up workflow for letters or postcards, the Recall Item check box triggers that workflow. Additionally, patients who have the exam are included in reports that check for recalls.

     

    Fitting Fee

    If selected, designates a fitting procedure (for example, 92310) so that invoices are generated with the Item Number in the Fitting Fee box.

     

    Check for No-Show

    If selected, the system checks at the end of each day to find any appointments for the exam that still have the Scheduled status and no transactions for the patient, and automatically changes their status to No Show. Applies to exam/service types used for scheduling appointments, not for billing.

     

    Requires that the Auto Update missed appointments as No Show check box be selected under Scheduler Fields in Company Information.

     

    Item Fields

     

     

    Item Name

    The item name. This should match what you typed in the Description field.

    X

    Item Number

    The item number. This is usually the CPT code.

    X

    Item Type

    The type of item. Exams automatically appears.

     

    UPC Code

    This field has no functionality for exams.

    X

    Item Status

    The status of the frame.

    This field is used in reports.

     

    Financial Group

    The financial group assigned to the item. See Maintaining Financial Groups.

     

    Default Cost

    This field is not used for exams.

     

    Active

    If selected, the exam is available in AcuityLogic POS.

     

    Allow Zero Price

    If selected, users can invoice the item with no price or change the price to $0.00 when working on a customer sale.

     

    Item Group

    The group to which the frame belongs. You can use this field for purposes such as tracking, mapping, KPIs, commissions, and insurance.

     

    Section Number

    This field has no functionality for exams.

     

  5. To map the item to all your companies automatically, select the Auto Map to all Companies check box.
    This option is available only when you create items. If you do not select the option when you create an item or if you must update an item, map the item to individual companies from the product mapping window. See Setting Up Other Product Items for Individual Companies.
  6. Click Save.
  7. Use the Map Partners link to add partner codes as necessary.

    See Adding Partner Codes for Other Items.

  8. Use the Pricing link to add pricing as necessary.

    See Adding and Changing Pricing for Other Items.

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